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

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ase

Clea

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Def

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Str

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equa

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Org

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Sufficie

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= Change

= Inertia

= Confusion

= Diffusion

= Frustration

= Fatigue

= Crawl

= Doubt