Post on 13-Feb-2021
Consignment Stock and Loan Set ordering and replenishment at Austin Theatres
using hTrak
Mr Denis O’Leary, CSU Director, Anaesthesia Periop & Intensive Care,
Austin Health
The Austin Hospital•
Knee & Hip Prostheses Expenditure
$500M
Principal Procedure 02-03 03-04 04-05 05-0649318-00 Total arthroplasty of hip, unilateral $7,154 $7,663 $7,997 $8,517
Reducing Waste
The Process
Prostheses – Loan Sets ordered
Prostheses Loan Sets Arrive
Prostheses & Loan Sets Unpacked
Procedure for Checking Instrument Sets In/Out
Photograph instruments sets after they have been washed and sterilised.
· Use the in photos that have been downloaded on the computer to check out the instruments set
· On laminated sheet with company name write:- Date Checking set out- Name of Instrument Set- Surgeon performing surgery
· Place OUT tag on sheet
· Place instruments in same formation as in photo.
Photograph sets
· Place instruments back into cases ready for return to company
Prostheses & Loan Equipment in use during Surgery
Screw Sets
Knee Femur Replacement
Patient arriving in Post Anaesthesia Care Unit (PACU)
Data entry
Prostheses and High Cost Item Usage
Data Collection Process
In the Operating Suite
Prostheses & High Cost Item
Data Collection Form
Austin Health
Purchase Order Form
Matching of Data Collection & Purchase Order Form
Confirming Purchase Order and Price with Company
Completed Purchase Order sent to
Finance/Supply for Data Entry
Approval Process
Invoice from Company
Data
Where does it go ?
Department of Human Services - Victoria
National Joint Replacement Registry
Finance/Supply
Suppliers
Surgical Units for Audits
Health Insurance Companies
The Work Around
Sample product with multiple Unique Product Numbers (UPN)
Name Unique Product Number
Hospital Product Code
GLCode (GL Definitive Code)
Cost (Price/each - unit of use)
Supplier Product Code
SupplierhTrak Category
Unit of Use
Unit of Suppl
y
Percutaneous ent ndle 18gH6980072361 14931 16521 5.14 SDN-18-7.0 William A Cook AusNeedle Each 1Percutaneous ent ndle 18g09321023432113 14931 16521 5.14 SDN-18-7.0 William A Cook AusNeedle Each 1Percutaneous ent ndle 18g00827002001664 14931 16521 5.14 SDN-18-7.0 William A Cook AusNeedle Each 1
Barcode standards in healthcare
+H209ABC1230M
Universal Product Number (UPN)
9 3 1 2 3 4 5 6 7 8 9 0 7
The UPN is based upon existing labeling data structures of HIBC/UPN and EAN/UCC labeled products – both are recognized and accredited product ID standards
UPN Repository
UPN Repository
Supp
liers
hTra
k C
usto
mer
s
A centrally maintained source of master data, to a commonstandard, is the most efficient and cost effective means ofmanaging the vast amount of data for medical devices.
‘hTrak supports and encourages a central repository for product master data’
The hTrak server stores:Unique Product NumberProduct DescriptionManufacturerManufacturer Product CodeSchedule 5 Rebate CodeUOI – Unit of IssueCMBS Procedure CodesHealth FundsAustin Health Price
Austin Health sees:Inventory profileSupplierConsignment Y/NStaff FileDepartment ProfileGL CodePriceHospital Product CodeProcedure Code/Mapping
The hTrak server stores:Unique Product NumberProduct DescriptionManufacturerManufacturer Product CodeSchedule 5 Rebate CodeUOI – Unit of IssueCMBS Procedure CodesHealth FundsAustin Health Price
The mobile computer collects:Patient ID/Health Fund & typeProcedure typeProcedure locationStaff Devices usedProcedure duration
The hTrak server stores:Unique Product NumberProduct DescriptionManufacturerManufacturer Product CodeSchedule 5 Rebate CodeUOI – Unit of IssueCMBS Procedure CodesHealth FundsAustin Health PriceAustin Health sees:
Inventory profileSupplierConsignment Y/NStaff FileDepartment ProfileGL CodePriceHospital Product CodeProcedure Code/Mapping
hTrak Server Main Menu
Managing the department profile
Reporting on procedure, supplier and inventory usage
Raise P/O’s, P/R’s, place orders, manage supplier pricing
Outstanding Purchase Orders
Editing Purchase Orders
Supplier/Supply Manager Receiving a Purchase Requisition
Reducing Waste
Data
Where does it go ?
Department of Human Services - Victoria
National Joint Replacement Registry
Finance/Supply
Suppliers
Surgical Units for Audits
Health Insurance Companies
Major Benefits• Frees up Time• Improves accuracy• Provides access to data and linkage through UPN• Automatic capture of UPN, Lot No & expiry date from
manufacturer’s barcode • Procedure date and time captured automatically • Configuration of handheld application to facilitate
clinical data capture
Further Benefits• Track prostheses to a patient through lot number
capture• Provide accurate Schedule 5 rebate tracking• Manage consignment stock• Facilitate vendor managed inventory • Improved cash flow through virtual real time activity
reporting• Transfer electronic information to relevant parties
Seven Critical Elements of Change
Com
pelli
ng C
ase
Clea
r Vi
sion
Def
ined
Str
ateg
yAd
equa
te R
esou
rces
Org
anisat
iona
l Cap
abili
ty
Sufficie
nt M
otiv
atio
nTw
o W
ay C
omm
unicat
ion
= Change
= Inertia
= Confusion
= Diffusion
= Frustration
= Fatigue
= Crawl
= Doubt