working in partnership/use of it electronic materials management

Working in Partnership/Use of IT

ELECTRONIC MATERIALS MANAGEMENT

Working in Partnership/Use of IT

ELECTRONIC MATERIALS MANAGEMENT

Presented by: Jack Milliken RSS Marjorie Crilly

CHSST

• Background• Consultation & Installation Process• Role of Material Services Officers• Advantages of Electronic Materials Management

(EMM)• The Journey so far• Developments• The Causeway Experience

Electronic Materials Management

Definition -

“materials management is defined as the management and control of goods, services and equipment from acquisition to delivery at the point of use”

Electronic Materials Management

Seeking the Stock Solution

The Options:

• Physical count & Manual Requisitions - Ward staff

• Electronic Scan – Trust/RSS managed supply chain

using High Density Storage and barcode/Radio

Frequency technology

Electronic Materials Management

THE USE OF INFORMATION TECHNOLOGY

• N I Infrastructure - 4 BOARDS - 19 TRUSTS - 6 AGENCIES• 2 Regional Supplies Distribution Centres• 1 Finance and Supplies Computer System• 1 Regional EMM Implementation Team• IT and Radio Frequency

Electronic Materials Management

Consultation & Installation Process

• Discussion with users on history of product use• Agree maximum stock levels resulting in reduction of

stock• Install hardware :- high density storage & radio

frequency• Configure space for stock, create bar codes and label

store• Train staff on principles and operation of EMM• Commence Electronic Materials Management

Electronic Materials Management

The Role of EMM Material Services Officers

• Scanning and re-ordering of stock• Distribution• Placing of items at point of use (Stock

Rotation)• De-Trashing

Electronic Materials Management

Advantages• Electronic not paper• Materials only ordered as required• Reduces lead time from scan to receipt• Reduction of stock holding• Reduces clinical input by 2 to 5 hrs per week• Eliminates need to “key in” requisitions• Eliminates errors• Rotation of stock and elimination of obsolete

stock• Authorisation & Controls In-built – Audit approved

Electronic Materials Management

Benefits for Wards/Departments

• RSS responsible for the management of the supply chain from receipt of electronic requisition to the delivery of goods

• RSS deliver - no double handling• Materials are delivered directly by Material

Services Officers

Electronic Materials Management

Benefits for Wards / Departments

• 4 stocking locations condensed into one area• 200 product lines on average have a unique bin location and bar code• Automatic replenishment at the next delivery after scanning• Written requisitions eliminated• Single body managing the total supply chain

Electronic Materials Management

The Journey So FarTrust / Agency / Board

Causeway HSS Trust £468KBelfast City Hospital HSS TrustGreenpark Healthcare HSS TrustSouth & East Belfast Community HSS Trust 225000

TransactionsUlster Community & Hospitals HSS Trust £7 million last 12

monthsRoyal Group of Hospitals TrustMater HSS TrustDown Lisburn HSS TrustUnited Hospitals HSS TrustCraigavon Area Hospital Group HSS TrustAltnagelvin H & SS TrustFoyle Community H&SS Trust

Electronic Materials Management

Stockholding Reductions in Ward

7644

23620

10002000300040005000600070008000

Sto

ck V

alu

e

Actual Ward

Pre MM Stock Levels Post MM Stock Levels

Electronic Materials Management

Future Opportunities for Radio Frequency use.

• Non Stock• Pharmacy• Patient Administration Systems• Electronic bed head prescribing• Patient charging

Electronic Materials Management

ELECTRONIC MATERIALS MANAGEMENT

PARTNERSHIP

PARTNERSHIPPARTNERSHIP

PARTNERSHIP

Where Why

When How

• Review and Feedback• Decision to Extend• How to Roll Out?

ELECTRONIC MATERIALS MANAGEMENT

Causeway Hospital

• 103 Stores• Weekly Scanning – Total of 6 Hours• Average Stock Cash Saving; £2000 per non clinical area

£8000 per clinical area

ELECTRONIC MATERIALS MANAGEMENT

BIN NO. J05MVK 253HUGE BIG NEEDLES

660mmX840MM CLEAR LH

Presentation by R McLaughlin

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