Stock module helps RJAH NHS foundation trust deliver inventory efficiencies

The Robert Jones and Agnes Hunt Orthopaedic Hospital NHS Foundation Trust is a highly esteemed centre for orthopaedic surgery and musculoskeletal medicine. It is an innovative Trust that embraces technology and has invested in enhanced electronic patient records with leading clinical system experts Bluespier International. For its ten busy operating theatres delivering +/-11300 procedures each year, the Trust chose the electronic Bluespier Theatre Management System as the best product on the market for planning, resourcing, patient tracking and reporting.

Summary

RJAH spend is in the millions each year for theatre implants. With pressure from the government demanding a change in financial culture for the NHS, RJAH prioritised cost reduction in procurement as a way forward. The Trust saw potential to save on unnecessary spend and also improve efficiencies by redesigning the way it managed stock requirements.

Seeking a solution to its out dated and inefficient stock management processes, RJAH decided to work with Bluespier to add the Bluespier TMS Stock Module on to its existing Bluespier software.Together, the Trust and Bluespier focused in working towards Just In Time management principles, maximising reordering and bulk savings, reducing wastage and write offs and avoiding unnecessary cancellations due to lack of stock.

With the expert support of Bluespier International, RJAH is leading the way in delivering on efficiency and cost control, enabling more investment and improvements in better healthcare.

Case detail

Previously, stock at RJAH was managed using a limited electronic inventory system coupled with cumbersome processes, causing concerns around data integrity. Manual stock takes and unsatisfactory systems and reports resulted in a lack of effective control so efficiencies and savings were crucial.

To achieve significant savings in procurement, it is necessary to track Patient Level Costing, reduce wastage and write off. At the same time, it is necessary to have access to accurate information in order to reduce cancellations due to stock issues, and an electronic stock take and expiry date tracking process is essential. There was previously nothing with these sophisticated capabilities on the market.

The Bluespier Stock Module has produced recognisable improvements due to visibility of implant requirements 6 weeks in advance .The facility of an electronic special request process that is tracked to the patient event, reduces spend on unnecessary hire costs in the event cases are rescheduled or cancelled. The seamless interface with the Common Procedures and Reminder functionality closes the loop with booking and scheduling allowing a 360° approach to list management.

Louise Barry, Utilisation and Resource Manager, Surgical Services Division, RJAH, said: “The stock module was a good collaborative exercise between Bluespier and the Trust.”

The Bluespier Stock Module has delivered huge improvements to processes and productivity that have resulted in cost savings especially in relation to implant write offs where spend on waste has been significantly reduced. Implant write offs had reached nearly £21,869 in 2011-12 and by 2014-2015 had fallen to £9,472 and continue to fall in year.

The stock taking process has been revolutionised, allowing cycle counting that has deliver improvement count by count.

Bluespier TMS Stock Module allows for e-procurement in readiness for GS1 compliance and reduces administration time

The system produces reporting on precise end of month stock in hand figures. The simple stock take functionality supports Cycle Counting, whereby it is simple to identify stock not located and makes it easy to search and update supplies.

Bluespier TMS Stock Module tracks expiry dates of stock and offers expiry reports, thus, enhancing write off management and stock rotation. Upload functionality of the catalogue item parameter, i.e. price, highlights cost increases or reductions allowing for price challenges or saving declarations.

Louise Barry said: “Order tracking and automation has reduced the time needed by the staff in manual data entry and allows front end management of backorders and historic data on individual company spend. We have started the process of E-Procurement in preparation for GS1 compliance. The export facility to Excel allows manipulation of data to offer individual consultant management reports on wastage, implant spend etc.

“The Trust has seen a reduction in the number of cancellations on the day of surgery due to implants missing (only 6 in the last year). As far as patient care is concerned the system gives confidence and reduces the likelihood of procedures being cancelled due to stock issues. The access to data for usage figures, costing and inventory access is superior in all aspect to the previous system.”

Stuart Van Rooyen, Project Manager, Bluespier said: “The commitment to delivering the best possible service to patients and clinicians at RJAH is very much the ethos of Bluespier. We are delighted that our system is helping to deliver the improvements that the Trust is striving towards. Working together is key to ensuring that our products meet the needs of our customers.

“For other Trusts and hospitals who are keen to ensure that implementation of a theatre management systems is successful we would recommend that preparation is critical. We are delighted to see the real benefits that our system is presenting to RJAH. Responsible management of resources is what every hospital should aspire to in order to create sustainable organisations continuing to deliver high quality healthcare.”

Post project – the Bluespier support process

Twenty-four hours a day technical and customer support is always available, giving the busy Theatre staff the peace of mind to focus on what they do best, without the worry of technical issues. The highly responsive Development Team are always on hand to discuss suggestions and ideas for further enhancements to the software, whether they be generic suggestions or specific to each individual trust – a personalised approach that fully appreciates that one size doesn’t always fit all.

Contact

The Bluespier Stock Module is available as a bolt on to the Bluespier Theatre Management System or as a stand-alone product.

For information about the Bluespier Stock Module, contact customer.support@bluespier.com or call 0333 014 6262.