GS1 UK Healthcare Conference - Masterclass Presentation - Chris Slater and Graham Medwell

Scan4Safety - Demonstrator Site: a view from inside

Chris Slater, Head of Supplies & Procurement & Graham Medwell, eBusinessManager, Leeds Teaching Hospitals NHS Trust

2. Scan4Safety
Demonstrator Site: a view from inside
Chris Slater, Head of Supplies & Procurement
Graham Medwell, eBusinessManager
Leeds Teaching Hospitals NHS Trust

4. eProcurementin Action
790,000
order
lines a
year
GS1
PEPPOL
£550m AP Spend
£18m
Inventory
630,000 invoice
lines a year

5. The scan4safety Journey
•Early adopters of e-Procurement systems
•Customer Segmentation
•Supplier Segmentation
•Use of Key Enablers pre GS1
•Use of GS1 standards
•Demonstrator Site Experience
•The move from transactional to strategic c-
Suite involvement

6. High Level Deployment Timeline
JanFebMarAprMayJunJulAugSepOctNovDecJanFebMarAprMayJunJulAug
Phase 2
Phase 1
Patient Identification
Phase 4
Phase 2
Phase 3
Phase 4
Product Identification
Phase 2
Phase 1
Purchase to Pay
Phase 4
Phase 3
Phases 1 and 2
Location Identification
Phase 2
Phase 3
Phase 4
Phase 1
Phase 1
Phase 1
Phase 4
Phase 3
Phase 2
Product Recall
Inventory Management
Phase 4
Phase 3
Phase 3
2016 2017
Mob Phases 1 Phases 2 Phases 3 Phases 4
High Level
Deployment
Timeline

7. GS1 & PEPPOL Adoption Journey
From To
GS1 identifiers are available but only used
in supplies, varying systems and methods
of identifying physical and financial
locations across the Trust.
A single location identification system that
can be electronically identified and is
published to a national database
A well populated common catalogue for
the majority of medical consumable
products across the Trust is in place.
All products identifiers, for all products and
their attributes are pulled from a national
system and pricing is overlaid locally.
A relatively efficient process but limited
coordination with the supplier base to
improve transaction efficiency
Improved processing efficiency with the
majority of transactions being driven
without human intervention while
maintaining control
Well developed inventory management
practice in many areas but some key gaps
An inventory management process that
leverages the enablers, to drive
replenishment from the point of
administration
Patient identification is in place but not
currently GS1 compliant
Patient wristbands that can be read by all
relevant systems using a standard
identifier both within the Trust and around
the NHS
A process is in place however requires a lot
of manual effort and intervention.
Almost real time ability to pinpoint stock
on shelves that requires a recall.
Adopt Global Location
Numbering system across
all physical points
Standardise Trust data
sources and increase
catalogue compliance
Working with the ePPM
program, use a ISB
standard identifier for all
patients
Standardise to one
common process across
LTH
Implement machine to
machine processing
throughout the process
Standardise the process
and utilise the tool at the
Trusts disposal as a result
of GS1 adoption
Transformation
Location
Identification
Catalogue
Management
Patient
Identification
Inventory
Management
Purchase to
Pay
Product
Recall

8. Location Identification
What will we achieve?
•Primary objective –Single electronic repository of GLN-driven, location identification for
each room and area within the Trust publishable to a national database.
•Bonus -consolidation of disparate activities in our organisation.
What we are doing?
•All receiving entities have been allocated GLNs since 2009 and an organisational review
of Estates and Pharmacy has been undertaken.
•Working with each area to understand variances and concentrate on physical spaces.
•Mapping of over 25,000 GLN to MICAD locations within Estates across the Trust.
What’s next?
•Identification and refinement of best practices –GLN Governance.
•All locations to have GLN bar code.
•Review Bed Spaces and Link to Occupants,
•Asset Tracking, Room Booking etc.

9. Location ID: GLN Compliance

10. Catalogue Management: Workstream
What will we achieve?
•Primary objective –a single electronic catalogue of products and services (holding
attributes identified by the DH) linked to contracting information identification.
What we are doing?
•In the absence of a national PIM we have been collaborating with other Trusts to obtain
and share GTINs and HIBC data from Suppliers & Distributors
•Utilising existing Nexus Catalogue Management solution and contacts within supplier
Community.
•Working with Pharmacy to understand variances.
•Learning from the experience of stakeholders in the US and Europe.
What’s next?
•Identification and refinement of best practices.
•All products to have bar code for scanning.

11. Shaping to the eProcurementStrategy
11
SUPPLIER MASTER
DATA
SOURCE
DATAPOOL
LOCAL UK DATA
REPOSITORY
HOSPITAL
CATALOGUE
END USER
PROCUREMENT
SYSTEM
Leeds/J&J product data flow today –utilisingGS1 Global Data SynchronisationNetwork
(GDSN), UK data repository and local catalogue management
Publish Data Request Data
Manage DataMaster Data
Use Data
PRODUCT
INFORMATION
MANAGEMENT
SYSTEM
Clean Data

12. Leeds Teaching Hospital and J&J
Content Distribution Network
Product information
published to
GDSN data pool,
located in USA
•Clean data, sourced
from GDS Network
•Only product data
relevant to Leeds pulled
from UK data repository
Data filtered and
passed to Leeds TH
catalogue management
system
•Feed from global GDSN
network
•Pulling GTINs and GLNs
•All required attributes to
Trade now & in the Future
Data imported into
repository,
located in the UK
ProductdataheldinJ&Jrepositoriescanbe
madedirectlyavailabletorequisitionersin
LeedsTeachingHospitalthroughsystemsthat
areavailableinthemarkettoday.

13. An Example
GTIN scanned
at Chapel
Allerton, LTH
Stock
automatically
replenished
with one click
Requisition
generated,
sent and approved
electronically
Order sent to
J&J via UK
Exchange
(PEPPOL Access Point)
1 2
4 3
£

14. An Example
Auto-email
confirmation
sent back to
Leeds
Goods
despatched
& receipted
in Leeds stores
Electronic
invoice from
J&J received
3-Way
electronic
document
match completed
5 6
8 7
PO
Receipt
Invoice

15. Content Distribution Network
Content Distribution Network
•Product attributes held in GDSN
•GHX Repository import
•Leeds Nexus catalogue import
•PowergateInventory Synchronisation
•GTIN scanned in Theatre
•Stock automatically replenished
•Requisition created and approved
•Oracle PO sent via GHX Exchange
•Order confirmation received in Leeds
•Goods despatched and receipted
•3 –way match
This is the same process with Johnson & Johnson…

16. Order EntryWarehouse Management
Reporting
Global Product File
Manufacturing
Regulatory
Contract & Catalogue
Management
Financial
Logistics
Cook Medical: GS1 Usage

17. GLNs established for all Cook entities globally.
GTINs established for all products at the saleable and useable levels.
Barcodes on all products at the useable level.
Saleable GTINs can be provided in catalogues.
Electronic product catalogue in GDSN including price data.
Products sold in U.S. are available in the GDSN.
Products sold in Australia are available in the GDSN.
GS1 based transaction processing, GTIN & GLN in U.S. and Australia.
GLN
GTIN
Barcode
Catalogue
s
GDSN
Transacti
ons
✔
✔
✔
✔
Cook Medical: GS1 UK Implementation

18. •All 8,000 products available in
UK have a GS1-14 barcode on
label.
•Base requirements in place.
•Work underway to plan for DOH
requirements.
Cook Medical: GTIN UK Implementation

19. Bunzl Healthcare GS1 Readiness
•Board level support & sponsor
•Full time GS1 project lead appointed & working party formed
•Established links with DH / GS1 / Leeds & Salisbury development sites
•Workstreams:
–Internal systems & data review
–Partner selection –GDSN / PEPPOL provider, support providers
–Business process reviews
–Data collection
–Customer Communication & support
–Supplier communication & support
•Distributor complexity
–23,000 Skus–explodes to 64,000 with selling units x 97 data attributes = 6.2m data
items!
–We rely on manufacturers for the data –c. 600 suppliers
–Key component of our proposition is breaking packs to singles –disconnect with
supplier GTIN levels?

20. GS1 Compliance: GTIN

21. Patient Identification: Workstream
What will we achieve?
•Primary objective –GS1 compliant patient wristbands, provided to all inpatients.
•Point of care scanning is in place for positive patient identification and scanned
information is stored in a relevant system.
What we are doing?
•Sourcing wristbands that are GS1 compliant and planning associated roll-out.
•Reviewing AIDC technology and hardware.
•Policies and training plans in development to roll-out point of care scanning for clinical
staff.
What’s next?
•Roll-out of systems and training.
•Relevant Trust systems ready to store, receive and transmit to point of care scanners.

22. Inventory Management: Workstream
What will we achieve?
•Primary objective –Trust-wide inventory average holding of less than 3 weeks cover.
•Batch or Serial number tracking of 50% of relevant products to the patient record.
What we are doing?
•Organisational review of all policies and processes.
•Upgrading Powergate to V5
•Working with Cardinal Health to learn lessons from implementations within the US
•Working with each inventory area to understand variances.
•Mapping of PEPPOL access point usage across organisation.
What’s next?
•Identification and refinement of best practices.
•Implementation of auto replenishment of inventory using GLNs and GTINs.
•Consolidation of varying methodologies and tools.
•Adoption of GS1 for consolidated best practice.

23. Inventory
•Trauma, Neuro, Spines, Max Fax
•Elective Orthopaedics
•Interventional Radiology, Fluoroscopy,
CT Scanning
•CathLabs
•Urology Robotics
Powergate
Top-Up
•Theatres & Wards
•Integrated with eDCfor Distributors
(NHHSC, Bunzl, Squadron)
Cardinal Health RFID Cabinets
•Cardiac Heart Valves
•Pain Management
Video Clip
Inventory: Leeds Live Systems

24. Inventory: WavemarkRFID Example

25. Purchase to Pay (P2P): Workstream
What will we achieve?
•Primary objective -60% of the organisations Purchase Orders and Invoices exchanged
via PEPPOL access points.
•Bonus -consolidation of disparate activities in our organisation.
What we are doing?
•Organisational review of all policies and processes.
•Working with each procuring area to understand variances.
•Mapping of PEPPOL access point usage across organisation.
What’s next?
•Identification and refinement of best practices.
•Consolidation of varying methodologies and tools.
•Adoption of GS1 / PEPPOL for consolidated best practice.

26. GHX Nexus
GHX Exchange
Suppliers & DistributorsPoint of Demand
Oracle R12 Financials
PO Creation,
receipt and
invoicing
GS1 compliant product
data accessed from
PIM / GDSN
Requisitions
/ POs GRNs
(with GLN,
GTIN)
GLN on InvTo and Ship
To + GTINs
GLN on InvTo and Ship
To + GTINs
Data Synchronisation
Transparent Punch-Out
eRequisitioning
GHX PowerGate
Inventory
Cardinal Health
RFID Cabinets
Customer
Data:
Catalogues
& Local
Contracts
enriched
with GTINs
Non-
Customer
Data:
Repository
& Regional
Contracts
providing
GTINs
PEPPOL Compliant Exchange
Suppliers &
Distributors
PO PO
INV ASNINV ASN
P2P: Network of Systems

27. P2P: PEPPOL Compliance
The LTH along with Abbott and GHX successfully tested PEPPOLmessaging standards in
May -June 2015.

28. Product Recall: Workstream
What will we achieve?
•Primary objective –Almost real time ability to track and trace product for recall
What we are doing?
•Organisational review of all policies and processes.
•Working with each clinical area to understand variances.
What’s next?
•Identification and refinement of best practices.
•Consolidation of varying methodologies and tools.
•Adoption of GS1 for consolidated best practice.

29. Product Recall: J&J Example

30. Product Recall: Cardinal Health

31. Product Recall:
Example from FDA

32. Ensuring Patient safety through:
•Theabilitytoidentifyclinicalusagefromprocedureto
patient,onamicrotoNationallevel.
Enabling The Trust to:
•Effectivelymeasureandefficientlysourcegoodsand
servicesattheoptimumcost.
Releasing time to care by:
•The automation and simplification of non clinical tasks from
administration to locating inventory.
32
The Benefits

33. Thank you
For an information pack
please contact:
[email protected]