Logistics Manager Integrated logistics management for pathology

CliniSys Two Bridges, Guildford Street, Chertsey, Surrey, KT16 9AU Phone: +44 (0)1932 581 200 Fax: +44 (0)1932 581 301 Enquiries@CliniSys.Co.UK

Managing the Specimen Journey

Secure and Fully Traceable Specimen Transportation With the increasing prevalence of networked multi-sited pathology services it becomes essential to minimise logistical delays and inefficiencies. How many times have you been unable to answer an urgent query on the location of a specimen in transit and plan for its urgent processing? With Logistics Manager, the location of the specimen will be known at all times which rules out the chance for specimens to be lost in transit. Accurate workload planning can only truly be achieved when the laboratory service is given advanced notice of the quantity, type and estimated time of arrival of specimens to the laboratory. Logistics Manager enables the pathology service to take ownership of the specimen from GP and clinic collection to receipt in the laboratory. Combined with facilities for packaging/un-packaging of specimen and reconciliation with access to data from ordering systems, each step in the specimen’s journey can be clearly and accurately monitored. Users of Logistics Manager will also be able to utilise this data and undertake statistical analysis to identify areas for increased productivity with enhanced specimen reception workflows (LEAN).

With the commercialisation of pathology services, providers need to consider service differentiation, competitive advantage and value added offerings. CliniSys believes the pathology service provider that takes end to end responsibility for sample management will have a clear advantage. CliniSys has used its extensive domain knowledge within the public and private sectors to develop a comprehensive sample logistics management solution for pathology. Throughout the specimen journey, the location and responsibility for the specimen will change several times before its arrival in the laboratory. Logistics Manager allows the specimen journey to be tracked and recorded during transportation from the point of collection through to receipt and unpacking at the laboratory as well as recording all the steps in between. The data accumulated provides invaluable information which will inform turnaround time analysis, efficiency savings and real time monitoring via operational dashboards.

Logistics Manager Integrated logistics management for pathology

2

CliniSys Two Bridges, Guildford Street, Chertsey, Surrey, KT16 9AU Phone: +44 (0)1932 581 200 Fax: +44 (0)1932 581 301 Enquiries@CliniSys.Co.UK

Complete Chain of Custody Logistics Manager provides a secure chain of custody for specimens enabling the laboratory to track all collected samples (no more lost specimens), plan resources for delivery and manage any transit delays through early notification. From sample collection, Logistics Manager captures the samples collected and transport box allocation. Samples can be allocated to transport boxes for courier collection and will integrate with third party track-and-trace applications of logistics providers to provide detailed information about status in transit. The status of the box, and all associated samples held within, is then tracked from location to transit and then pathology reception. Samples are then unpacked and can be de-registered individually or en-masse from the transport box. Within pathology the location of the sample can be stored at any point so its location is known, including if the sample needs to be further transported to other laboratories within the network. All sample tracking information is audited and available for review and real-time monitoring. All courier related activities will be recorded such as sample (or container) pickup and drop off. Each stage of the journey is recorded and tracked by a simple bar code scan which automatically captures location, logon details (ownership) and status at handover. Some of the container and specimen statuses captured include:

Specimen / container at source cSpecimen / container delivered Specimen packed cContainer opened Container part filled cSpecimen unpacked Container sealed c llSpecimen in laboratory Specimen / container in transit cContainer completed

Improved Resource Management and Workflow Optimisation An improved management of specimen reception resource can be achieved with Logistics Manager through advanced notice of workload. Workflow peaks and “bottle necks” can be better understood and addressed supporting process streamlining and improvements in demand management. Armed with this information laboratories are able to better plan their daily routines and manage deliveries more effectively using LEAN processes. Courier routes, delays and time of deliveries can also be analysed with Logistics Manager which can be used to support the streamlining of specimen transportation leading to significant cost reductions. A comprehensive specimen location query facility and opportunities for ‘targeted’ collections are also available supporting demand management. Logistics Manager provides additional quality procedures to your laboratory process via improved labelling and packaging, elimination of misdirected specimen deliveries and the provision of a complete audit trail and real-time tracking. Logistics Manager will be fully integrated with the CliniSys LIMS and CyberLab Order Communications and Result Reporting systems providing access and display to all necessary specimen logistics data.

Logistics Manager Integrated logistics management for pathology

3

CliniSys Two Bridges, Guildford Street, Chertsey, Surrey, KT16 9AU Phone: +44 (0)1932 581 200 Fax: +44 (0)1932 581 301 Enquiries@CliniSys.Co.UK

Enhanced Service Analysis and Management With full integration with PathManager and the provision of a dashboard for real time monitoring of specimen location and estimated time of arrival, full statistical and trend analysis is provided.

The laboratory is able to monitor and measure against local delivery time service level agreements as well as provided with a wealth of turnaround times statistics. The laboratory will be able to determine how long the entire specimen journey takes from initial collection incorporating the durations of each stage in the journey. This extended turnaround time data provides invaluable intelligence on time/cost efficiencies.

The specimen / container tracking dashboard delivers a real time display which provides a clear visualisation of specimen statuses. This enables the user to locate the whereabouts of the specimen, whether in transit, stationary at a pick-up/drop-off point, or within the laboratory process. The duration a specimen spends at any location will be measurable as arrival times, handover and collection routines are fully captured. A logistics history for the specimen will also be maintained.

Intuitive and easy to use, the dashboard provides an easy to interpret presentation of logistics information. Each of the courier routes will be displayed with a drill down facility into route activity. The current location, time of arrival and ETA for delivery in the lab will be clearly displayed. The user will be informed of the number of specimens in each container with an overall total currently in transit. Red, amber, green colour coding is used to indicate status within user definable thresholds. The user will also be able to identify urgent specimens and problems associated with containers or specimens via the use of on screen markers. Dashboard also support real-time monitoring of container processing i.e. the removal of specimens from containers.

Solution Benefits

(c) CliniSys Solutions Ltd. All trademarks are the properties of their respective owners. All information was believed to be correct at the time of publishing. CliniSys cannot be held reponsible for any errors or ommissions.

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Company Contact Details

CliniSys Two Bridges

Guildford Street Chertsey Surrey

KT16 9AU

Phone: +44 (0)1932 581 200 Fax: +44 (0)1932 581 301 Enquiries@CliniSys.Co.UK