May 9, 2000Team S - UW Hospital & Clinics Rehab Department 1 Final Presentation UW-Hospital Rehab Department Team S –Tony Warren: Team Leader –Jon Olson: Contact Person –Melissa Garcia: Webmaster

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 2 UW-Hospital Primary Contacts Amy Eckert –Speech Pathologist Patrick Laemmrich – Management Engineering

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 3 Problem Statement Current inventory system failing –Inaccurate patient billing –Inventory levels not known –Multiple orders for the same products –Inaccurate distribution of expenses

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 4 Reasons for Problem Lack of communication - double orders No central storage area Five cost centers Sticker system Lack of time for therapists

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 5 Benchmarks Central Supply –Barcode/Scanner System ER & ICU –Index Card System

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 6 Alternatives Individual patient index card Barcode readers –Wand –Corded Scanner –Wireless scanner Do nothing (stickers on logs)

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 7 Data Used Flow diagrams Billed vs. distributed items Scanner comparison Scanner pricing

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 8 Recommendations Process Scanner type Recycled vs. new scanners

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 9 Process Automatic reorders –Approval is needed –Supplier needs to be contacted Clerical staff’s responsibilities –Orders supplies –Develops patient logs with barcode –Scans and distributes new supplies directly Therapists’ responsibility –Scans four barcodes in correct order

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 10 Scanner Type Wireless Alphanumeric keypad Limitless range (batch mode) On-board memory (docking station) Laser barcode reader Prompts appear on screen

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 11 Recycled vs. New Scanners Recycled –Intermec Model 9445 –Fully depreciated and currently not in use –High maintenance, but high familiarity New –Intermec Model 2410 (other suppliers?) –~$11,000 for entire system –Low maintenance

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 12 Final Recommendation Pilot program with recycled scanners –Low equipment cost –Verify system’s effectiveness HIS and Rehab together to decide

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 13 Expected Benefits Automatically tracks inventory Bills patients directly Charges cost centers Encourages therapists’ participation Tracks supply usage Save $1,000/month in unbilled items

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 14 Plans for Implementation Rehab/Engr. choose project leader Contact Hospital Information Systems Organize supply areas –Bins –Barcodes Calculate inventory levels Train all therapists and clerical staff

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 15 Lessons Learned Communicate effectively Be professional Take organized notes Create web-page Define the project early Do not underestimate number of parties Use flowcharts/diagrams to visualize Use multiple benchmarks

May 9, 2000Team S - UW Hospital & Clinics Rehab Department 16 Questions?