Working in Partnership/Use of IT ELECTRONIC MATERIALS MANAGEMENT

Working in Partnership/Use of IT ELECTRONIC MATERIALS MANAGEMENT Presented by: Jack Milliken RSS Marjorie Crilly CHSST

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

Stockholding Reductions in Ward Electronic Materials Management

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

E LECTRONIC M ATERIALS M ANAGEMENT PARTNERSHIP WhereWhy WhenHow

Review and Feedback Decision to Extend How to Roll Out? E LECTRONIC M ATERIALS M ANAGEMENT

Causeway Hospital 103 Stores Weekly Scanning – Total of 6 Hours Average Stock Cash Saving; £2000 per non clinical area £8000 per clinical area E LECTRONIC M ATERIALS M ANAGEMENT