in specimen collection, handling and transport€¦ · inbound workflow planning requires...

Solving for Pain Points In Specimen Collection, Handling and Transport

Robin Hooker Director, Healthcare Marketing

Jimmy Kendrick Chief Operating Officer

Welcome & Introductions

Proprietary and Confidential: This presentation may not be used or disclosed to any person other than employees of

customer, unless expressly authorized by UPS. © 2014 United Parcel Service of America, Inc. UPS, the UPS

brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved. 3

Agenda !  Industry Background

!  Pain Points

!  MyGenetx Case Study

!  Specimen Logistics

So, what’s happening?

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In-vitro diagnostic testing will increase by $15B between now and 2018.

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So, what’s happening?

Molecular diagnostic testing

1990: $10M 1998: $500M 2013: $5B

What’s driving the growth? Focus on preventative care

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What’s driving the growth? Changing demographics

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What’s driving the growth? Companion diagnostics

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What’s driving the growth? Automation & integration

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Opportunity and Risk

Preventative Care Aging Population Chronic Disease Newly Insured – ACA Companion Dx Personalized Medicine Technology Advancements

Provider Consolidation Leveraged Spend Denial of Out of Network Claims Lab Tech Shortage ICD10 Coding High Deductible Health Plans Increase in Bad Debt Shift Away from Fee for Service

Opp

ortu

nity

R

isk

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The current market situation.

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Changing demographics

The Affordable Care Act

Focus on preventative

care

Increased payer pressure

Market Forces are driving changes in specimen logistics?

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The business need to improve

efficiency

The clinical need to maintain

specimen integrity

Turn Around Time Packaging

Lean Strategies

Visibility

Parcel & Couriers Contingency Planning

Specimen Stability

Lab Site Selection

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Specimen Pain Points

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What matters most.

Guaranteed early delivery

Full supply chain visibility

Efficient workflow

Absolute specimen integrity

Optimal patient/clinician

experience

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Inbound workflow planning requires visibility.

Labs should be tied into parcel tracking systems.

Helps labs provide more accurate workflow forecasting, customer service, and critical timeline deadline planning.

"We are on 1980's technology" -Major Lab Operations VP



brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved. 17 17

Streamline Pick-Ups

Visibility through Innovative portal technology

Real-time visibility gives you and clinicians greater control.

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MyGenetx / formerly SilverStaff

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MyGenetx Visibility Needs

!  Billable Stamp - Legacy Shipping Technology !  Pre-Printed Pick-Up Label - Intermediary Technology !  Lab Ship Program - Lab Shipping Portal - Current

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Lab Portal Clinical App

!  Clinician time saver

!  Electronic signal when kit is prepped is visible to lab

!  Supports !  Quality !  Staffing !  Viability

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Client Services Issues

•  Challenge – Limited or no visibility to diagnostic kit inventory at client site

•  Solution - Customized Return Label for client specific inbound visibility

•  Solution – Tracking data feed for visibility to diagnostic kit inventory at client site (manifested – delivered, in-transit & exception = inventory)

Got Clinician Issues?

Specimen Collection Errors

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Specimen Collection Issues

Poor Kit Quality

(Packing)

Mislabeling

Lack of follow-up with clinician

errors

Collection container used for transport

Clinicians tend to be transient

Specimen tubes left in

office

Improper sealing and

packing Poor Kit Quality (Vials)

It’s still here, I left it in the centrifuge

Are the results in yet?

Are my results in yet?

We are missing a vial?

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Specimen Collection Issues Risk Mitigation and Q/A Processes

Poor Kit Quality

(Packing)

Mislabeling

Lack of follow-up with clinician

errors

Collection container used for transport

Clinicians tend to be transient

Specimen tubes left in

office

Improper sealing and

packing Poor Kit Quality (Vials)

!  Develop feedback system for kit quality !  Developed Closed-Loop follow-up for clinician errors !  Leverage common-error feedback forms !  Engineer errors out of the process

!  Deskill processes !  Use graphical how-to !  Audible click seals !  Tertiary zip-lock and absorbents !  Over-boxing

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Example

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Transport Models

Parcel Courier

HYBRID

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Transport and Turn Around Time

For Parcel Carriers Air Services are not all the same: !  Depending on a lab's zip code, the two major parcel carrier's commit

times vary from each other by 30 minutes to two hours or more !  Understanding the strengths of each parcel carrier is key leveraging

the advantages available !  Engage in a white-boarding session

Couriers !  Understanding the strengths of couriers and their flexibilities is key

while managing expense in the new economy for labs

Hybrid Models !  Some Labs leverage couriers to aggregate specimens and induct into

parcel networks

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Parcel Firms can offer Specialized Solutions to Enhance TAT

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Special Operating Plans to Enhance TAT !  Dedicated Sort Position

!  LIFO Air Container Position in Aircraft

!  Expedited Shuttle Run from Air Ramp to Lab

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Stability and Environmental Factors Ambient Network Temperature Profiling

Leverage Parcel Carriers Temperature Data: !  Summer !  Winter !  Lab Pak recommendations

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!  Real time tracking !  Customized Operating Plans !  Expediting !  Consequential insurance

!  Proactive Monitoring !  Contingency plans !  Data Loggers !  Ability to intercept !  Quality Agreement !  Control Towers

!  Track and Trace !  Temp Indicators !  Monitor during business hours

BEST

GOOD

OK

Logistics Risk Management




Turn Around Time Earlier delivery options Save 30 minutes or more to key ZIP codes—know your carriers strengths.





customer, unless expressly authorized by UPS. | © 2014 United Parcel Service of America, Inc. UPS, the UPS

brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.

34

Cost Savings

Transportation mode optimization Some Carriers offer integrated Ground and Air Networks

Accepting specimens ground networks for local delivery saves money

Single Driver for all services




How we do it

Pre-dawn early extraction Delivers specimen packages directly from the plane to your lab.




Overwatch

Sophisticated monitoring technology

The power to preserve at-risk packages.

The assurance of financial risk protection.





customer, unless expressly authorized by UPS. | © 2014 United Parcel Service of America, Inc. UPS, the UPS

brandmark, the color brown and photos are trademarks of United Parcel Service of America, Inc. All rights reserved.

Specimen stability

Specimen flow

Turnaround time

Packaging

Inbound visibility

Efficiency

Risk mitigation

Clinician experience

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What matters most

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Client Services Issues

!  Challenge – Staffing, time allocation and labor costs associated with customer requests (supply requests, pickup requests, confirmation of client pickup)

!  Challenge - Confirmation of client pickup

!  Solution – Client app for pickup scheduling and confirmation of pickup

•  Challenge – Limited visibility to specific inbound client specimen

•  Solution – Parcel Carrier tracking feed with client specific Return Service label for inbound client specific specimen visibility

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Specimen Logistics Pain Points

•  Challenge – Service disruptions / delays

•  Challenge - Contingency planning or package intervention when shipment disruptions occur

•  Solution – Parcel Monitoring/Intervention Service or courier “white glove” service for proactive or reactive package intervention

•  Challenge - Leaking patient specimens / carrier discarded specimens

•  Solution – Additional internal zip lock bag to hold specimen, biohazard bag & absorbent pad, inside the lab pack to prevent external leaking and discarding

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Specimen Logistics Pain Points

•  Challenge - Specimen delivery time (earliest delivery time preferred)

•  Solution – Compare Carriers, Special Operating Plans and courier for earliest delivery time possible

•  Challenge – Leakers compromise viability and/or expose patient healthcare information on requisition form (HIPAA) to carriers.

•  Solution – Solid opaque pak for no visibility to internal contents for package, Clinician Training/Follow-up, Extra Absorbent Liners and Zip Lock Bags

•  Challenge - Temperature excursions with delays and/or packaging

•  Solution – Qualified packaging, Proactive monitoring or courier “white glove” service, Engineered Paks, and Thermal Network Profiling

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Additional Pain Points

•  Challenge – Chain of custody tracking (patient requisition form, carrier tracking number, specimen container)

•  Solution – Integrated scanning and bar-coding and tie tracking number to reference field patient requisition form number & container ID

•  Challenge – Growing international business markets due to time & transit or shipping costs for international shipping

•  Solution – Milk run courier pickups and consolidation of specimens for a consolidated international inbound shipment

•  Challenge – Multiple return shipping labels for client depending on day of pickup and day of delivery (Friday vs. Saturday)

•  Solution –Deskill decision making Next Day Air Saturday Return Service label for no client decision making, single RS label and automatic Saturday upgrade

It’s a patient,

not a package.®

42

Thank You

Robin Hooker Director, Healthcare Marketing

Jimmy Kendrick Chief Operating Officer

in specimen collection, handling and transport€¦ · inbound workflow planning requires...

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