Working in Partnership/Use of IT

1. Working in Partnership/Use of IT ELECTRONIC MATERIALS MANAGEMENT

2. Working in Partnership/Use of ITELECTRONIC MATERIALS MANAGEMENT Presented by: Jack Milliken RSS Marjorie Crilly CHSST

3. Electronic Materials Management • Background • Consultation & Installation Process • Role of Material Services Officers • Advantages of Electronic Materials Management (EMM) • The Journey so far • Developments • The Causeway Experience

11. 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”

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. Electronic Materials Management The Journey So Far Trust / Agency / Board Causeway HSS Trust £468K Belfast City Hospital HSS Trust Greenpark Healthcare HSS Trust South & East Belfast Community HSS Trust225000 Transactions Ulster Community & Hospitals HSS Trust£7 million last 12 months Royal Group of Hospitals Trust Mater HSS Trust Down Lisburn HSS Trust United Hospitals HSS Trust Craigavon Area Hospital Group HSS Trust Altnagelvin H & SS Trust Foyle Community H&SS Trust

20. Electronic Materials Management Stockholding Reductions in Ward

21. Electronic Materials Management Future Opportunities for Radio Frequency use. • Non Stock • Pharmacy • Patient Administration Systems • Electronic bed head prescribing • Patient charging

22. PARTNERSHIP Where Why PARTNERSHIP PARTNERSHIP When How PARTNERSHIP ELECTRONIC MATERIALS MANAGEMENT

23. ELECTRONIC MATERIALS MANAGEMENT • Review and Feedback • Decision to Extend • How to Roll Out?

24. 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

25. BIN NO. J05 MVK 253 HUGE BIG NEEDLES 660mm X840MM CLEAR LH Presentation by R McLaughlin iiiiiiiiiiiiiiiiiiiiiiiii