Presentation to AHSPO October 2009 October 2009 J h John Warren - PowerPoint PPT Presentation

Presentation to AHSPO October 2009 October 2009 J h John Warren W Group Supply Manager St John of God Health Care 1

East Timor: International Hospital Tonga: Tonga Twinning Project Aboriginal Health Pathology WA Sydney: Burwood Hospital Casa Venegas Pathology VIC Bunbury: Richmond Hospital Bunbury Hospital Geraldton: Community Drug Team Melbourne: Geraldton Hospital Geraldton Hospital Ballarat: Ballarat: Accord Ballart Hospital Berwick Hospital Pomegranate House Nepean Rehabilitation Hospital Perth: DAWN Raphael Centre, Berwick Warrnambool: Fremantle Counselling Centre Warnambool Hospital Head Office Geelong: Mamreh M h Raphael Centre Geelong Hospital Murdoch Community Hospice Raphael Centre Murdoch Hospital Christchurch: Subiaco Hospital Bendigo: 2 Health & Disability Services Raphael Centre, Subiaco Waipuna Bendigo Hospital

Problems / issues to be addressed 1. Improve contract “visibility” 2. “Clunky” contract pricing mgt & maintenance 3. Integrate contract compliance / Requisitioning process 4. Prosthesis management 3

Setting the scene: • Multi State / Multi Site Organisation � 14 divisions across 3 Aust states & NZ � 14 divisions across 3 Aust states & NZ � Multiple departments within divisions � Many contract types � Many contracts • Autonomous decision making � Divisional executives make decisions for their Divisions � Delegation Authority compliance � Delegation Authority compliance 4

Setting the Scene: Many types of contracts & agreements: Administered by multiple departments: � Simple Contracts � Supply � Land Contracts � L � Engineering d C t t � Employment � Catering � Construction � Pharmacy � Finance & Insurance � Finance & Insurance � Admin � Admin � Health Fund � Executive � Nursing Agency � Consultants � Consultants Across Multiple Divisions: Across Multiple Divisions: � Leasing � Equipment Servicing Delegations Authority not clear � Equipment Loan q p � Student Placement � Clinical Trials � Information Technology � Significant (Complex / Strategic / High Value 5

1: Low contract visibility The Problem: � No visibility � Group and/or divisional level � Multiple recording systems � None � Data bases � Security � Important actions missed � Options missed � Expired agreements not re-negotiated 6

Our requirements: � Contract Recording System: � Standard Group wide system p y � Group wide visibility (within restrictions) � Strong search function � Security � Action & obligation reminders � Fl � Flexible reports ibl t � “Off the shelf” � Very Very user friendly � Very Very user friendly 7

Our solution : Selected Product: • LEX Contract Management System g y – Basic details – User “Customisable” – Attach documents – Reminder function (linked to email) – Recorded notes facility R d d t f ilit – Security – Australian Product Australian Product 8

The outcome : √ Group wide visibility √ Standard Group wide application √ Strong search & reporting functions √ Good security & restrictions √ Follo √ Follow up facility linked to our email p facilit linked to o r email √ Facility to attach & securely file contract documents √ User friendly / Uncomplicated √ Quick to implement - Implemented across 6 divisions p p 9

10

11 Lessons learnt:

2: “Clunky” contract pricing management & maintenance: Our Problem: � System issues: � ERP system – � Progressive “enhancements” from 1993 -2008 � Lost “memory” � Lost memory � Software Licence � Software Licence 12

Our solution: � Back to “vanilla” � Set up “workflow” � Set up workflow � Minimise enhancements � Group wide setup � Group wide setup � Blanket purchase orders � Std purchase order releases � Single shipment releases 13

Lessons learnt: � Oracle is complex!! � Oracle is complex!! � Automation is the key � Really have to think things through before making changes 14

3: Integrate contract compliance / requisitioning process: Our Issue: Requisition Process � Requisitioning too complex � Difficulty enforcing compliance to approved products & contracts & 15

Our Solution: Develop barcode / requisition interface � Cross reference product barcode to SJGHC item number � Upload data into Barcode Reader � Upload data into Barcode Reader � Program “smarts” into PC � Link to email � Create “System requisition” for approval � Create System requisition for approval � Automate transmission of PO / Pick slip when approved 16

Scan Requestor 1 Barcode Label Barcode Label ----------------------------------------------------------------------------------------------------------------- Scan Location Name 2 Barcode Label ----------------------------------------------------------------------------------------------------------------- Scan Either SJGHC Item Barcode Label 3 or Product Barcode Label ----------------------------------------------------------------------------------------------------------------- 17 4 Enter Quantity Required (In single units)

Email Confirmation of Requisition Creation 18

19 Email attachment listing items scanned

“Incomplete” Requisition Created for Requester to Review and Approve Internal Reqn for Inventory Items Purchase Reqn for Non-Inventory Items 20

21

The Issues: � Product Barcodes � Product Barcodes � “Roll out” resources 22

4: Prosthesis management: Our issue: � Considerable spend across the Group � Considerable spend across the Group � Paper based process � Gaps in reconciling � St ff k � Staff knowledge & understanding of impact l d & d t di f i t 23

Our Solution: “hTrak” Prosthesis Management System � Prosthesis data maintained by hTrak � Prosthesis data maintained by hTrak � Interface to patient accounts � Interface to Purchasing � “Missed” prosthesis reduced � Improved capture & tracking of serial / lot p p g numbers � Australian developed product � Australian developed product 24

Our issues: � Some staff don’t see it as their responsibility � Computer skills � Computer skills � SJGHC Specific requirements � Interface to 2 PMS’s � Information from suppliers 25

Lessons learnt: � Training Training Training � Better engage the suppliers � Better engage the suppliers � Don’t take computer knowledge for granted � Don’t underestimate the size � D ’t d ti t th i or complexity of the task � The benefit of champions 26

27