esims Web Overview. Synthes Information Management Suite.

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1 esims Web Overview. Synthes Information Management Suite. esims

2 Table of Contents esims Web Overview What Is it? 2 Options 2 Before You Get Started 3 Technical Requirements 4 Project Implementation Timeline 4 Who to Involve 5 In-service Options 5 FAQ 6 IT Checklist esims Web Access Requirements 8 MMIS Interface Details 8 Backup and File Transfer 8 Synthes

3 What Is it? The Electronic Synthes Inventory Management Solution (esims) is a point-of-use data collection system designed to aid in the management and ordering of Synthes inventory by utilizing the barcodes printed on product packaging. esims provides an accurate measurement of inventory and usage, resulting in inventory cost reductions. esims Web is a secure, customizable software suite designed to support a hospital's purchasing and inventory management needs. The design of esims Web is modular, to allow you to choose the features and options you want. Comprehensive inventory management Accurate data collection Eliminate data entry by scanning bar-coded product labels. Scanning can be done in the supply areas or the operating room. Cost reduction Workflow customization and paperless order processing reduce cost and streamline the inventory maintenance process. Virtual set inventory Maintain a customized, virtual inventory of sets and their contents. Generate custom set reports and count sheets. Advanced search options Search for orders, transactions, sets and products, using text, numbers and/or wildcards. Real-time information Real-time access Access and view product, price, transaction and order information. Product and pricing Automatic updates to the catalog and pricing eliminate manual maintenance. Order synchronization View orders and their status on the website in real time. Synchronized purchase order numbers simplify the receipt and identification of orders. Web-based software suite Accessible from anywhere Create and manage orders and inventory from any computer with an internet connection. No hardware or software No additional hardware or software is required. The application runs in a web browser. Who manages it? The Synthes eservices group has a dedicated support team that manages the software. The eservices group hosts all websites behind Synthes firewalls, and manages and secures data integrity for all esims users. Options esims Web performs two main functions: inventory management and ordering. Any user can take advantage of one or both aspects of the software. Before you decide how comprehensive your esims Web setup should be, please consider the following, to help you decide which program aspects are right for your facility: ecommerce esims Web provides a clean, secure connection to Synthes ordering channels. Using this function allows you to place the orders at your convenience, with a system of checks and balances to ensure proper order approval is captured. The software has a built-in workflow feature that automatically provides notifications to pertinent employees, while maintaining the approval control processes already incorporated at your facility. Pricing and products are updated daily, and serve as a live snapshot of product details at all times. All ordering history is backed up on our secure servers. Inventory management esims Web can manage multiple aspects of your back-up Synthes inventory. With your log-in to our secure website, you will be able to manage the on-hand counts, min/max (PAR) values, internal hospital numbers, locations, etc., from any internet-connected computer. Multiple reports are available to capture and report on different aspects of your Synthes inventory. 2 Synthes esims Web Overview

4 Catalog esims Web has a full electronic catalog embedded in the software. You can reference a Synthes catalog number or description, and access all pertinent information on that product. This includes, but is not limited to, product pricing and description, cabinet/drawer location, quantity on hand, PAR values, internal MMIS number, and color picture. Before You Get Started There are a few factors to consider before implementing esims Web at your facility. The first question to consider is: How do you plan to use esims? To access the Synthes online catalog? To place orders online? To manage inventory levels, product locations, and ordering thresholds? To integrate (interface) with internal Materials Management system? Once you have determined your facility s level of integration, the next steps include gathering the right employees, and preparing for implementation. Details for each scenario follow: To access the Synthes online catalog This is the simplest level of involvement with esims and requires no planning or preparation. Within 24 hours of completing the online registration, all users receive s with their log-ins to esims. You will instantly have access to real-time pricing and product information which is backed up and refreshed daily to ensure the most current data is available. To place orders online As with the first scenario, there is no work required from the hospital. Within 24 hours of completing the online registration, all users will receive s with their log-ins to esims. Your online account will reflect your pricing in real time, updated daily, and you can begin placing orders online, via esims s secure connection to Synthes order processing. To manage inventory Before incorporating any electronic system to manage your inventory, the first major task is product organization. All products should have one, and only one, location in your inventory; if not, they will become very difficult to manage, so organization prior to esims implementation is heavily stressed. Aside from creating one home for each product, ensure that your SIMS cabinetry is clearly labeled and easy to navigate. If you need new labeled dividers or other cabinet supplies, your Synthes Sales Consultant can obtain what you need, free of charge. Additionally, you should prepare your PAR values and internal MMIS numbers in advance, to upload to your esims website. Once these prerequisites are met, you re ready to register online. Within 24 hours of completing the online registration, all users will receive s with their log-ins to esims. The final step necessary is to coordinate training for your staff on the daily processes performed within the software. To interface with internal materials management system Since this level of involvement is the most complex, this scenario requires the most time to fully incorporate. The same details from the above scenarios still apply. However, when you decide to interface, more groups will be involved, such as IT, networking, and whoever manages your Materials Management system. Currently, esims can interface with Lawson, McKesson (HBOC), PeopleSoft, and MediClick (ProClick), but a new interface can be developed in the future, with the following conditions: 1) your ERP system can accept inbound requisition files, and 2) you have the interfacing file specifications. New interface development can take up to a few months, depending on complexity. If the interface already exists, the time frame typically takes less time, but may vary between hospitals. Synthes 3

5 Technical requirements PC requirements: Internet connection for access to esims.synthes.com Suggested LAN speed: 100 MB/s Ethernet LAN Adobe Reader 7.0 or higher Suggested browser: IE7 or higher; Mozilla Firefox esims fully inegrated sample timeline ID Task Name Duration Task Notes Month 1 Month 2 Resource Names Wk esims Site Creation 2d Create and configure esiims hospital website. Synthes 2 Data Evaluation 5d Analyze and cleanse master item data. Create Synthes, Materials internal item numbers. Evaluate data Management (MM) requirements. 3 PAR Level 5d Review historical inventory usage/trends. Synthes Consultant, Identification Identify PAR levels. Identify stock and MM, Dr. nonstock inventory items. 4 Cabinet Organization 10d Physically organize storage locations. Order Synthes Consultant, and add labels and dividers. Create unique OR, SPD locations for all items. 5 esims Hardware 5d PC setup and configuration. Allow for access Setup to website. Set up internet access (hard wire or wireless). 6 Interface Specification 10d Identify file specification and transfer protocol. Synthes, Hospital IT Development 7 Interface File 9d Identify values to populate interface requisition Synthes, Hospital IT, Population file. Create samples. MM 8 Data Configuration 5d Load internal item numbers, locations, PAR Synthes and Load values, etc. into esims software. 9 Interface Testing 5d Generate test orders, send and process in Synthes, Hospital IT MMIS system. 10 Inventory Load 2d Count and record inventory locations and SPD, MM, OR quantities into software. 11 End User Training 1d Train end users. Synthes, ORR, SPD 12 Go-Live 0d Move interface and software into production use. Project implementation timeline The final timeline depends on your level of integration with esims. As discussed earlier, there are multiple options for depth of integration and feature use with esims. The more functionality you plan to incorporate and utilize, the longer the total project timeline will be. If you plan to use esims Web to view the electronic catalog for pricing and product information, or if you would like to order through esims, the project can be initialized and completed within a few days. However, if you plan to take advantage of the inventory management features, or if you want to interface esims with your internal ERP system, typical delivery time varies between one week and one month. These last two scenarios will also require more time and effort from hospital staff. 4 Synthes esims Web Overview

6 Who to involve from the hospital To ensure a smooth integration of esims into your daily processes, a few groups of employees should be involved at each stage of integration. The key hospital personnel include: IT/IS IT will play a supporting role throughout the process, depending on your facility s level of involvement with the esims features. At the earliest stages, the IT group should ensure that you have a PC with an internet connection in close proximity to your Synthes inventory, or, at least, where you d like to capture your transactions. Later in the process, if you decide to incorporate an interface into your HIS, the IT and Networking groups will once again be needed, to help connect esims to specific locations on your facility s network. Purchasing Purchasing must be aware of, and involved in, the process and the work-flow changes at your hospital. Materials Management Materials Management will be responsible for overseeing the process and coordinating/ managing the project for the hospital. Sterile Processing/OR In most scenarios, either the SPD or OR employees will be the end users of the program, and will therefore need to be trained and educated on the functions of esims. Training can be handled via phone conferences or WebEx conferences online. In-service options In conjunction with the incorporation of esims, eservices is also able to conduct conference calls, WebEx conferences or on-site visits, to provide consultation on inventory optimization. Additionally, comprehensive user support documentation is available. The eservices team can also provide additional services: Inventory turns eservices will provide advice on increasing inventory turns. Lower on-hand levels with higher ordering frequency will help you create more opportunities for profit while keeping your operating costs at a minimum. Min/max or PAR VALUES eservices can provide recommendations for on-hand inventory thresholds. These recommendations are based on your facility s usage and ordering history, combined with national fracture indexes. Once exact values are determined, our team will load the data into esims automatically. Adjustments can be made at any time, and overall values can be reevaluated with eservices at any time. Inventory optimization eservices will help with a comprehensive plan for optimal utilization and stocking of Synthes back-up inventory. Synthes 5

7 FAQ I m ready for esims. How do I get started? It s easy: Simply go to and fill out the registration form. Your account will be built within 24 hours (during normal business working days) and a Synthes eservices team member will forward to you, and the registered users, everything you need to get started. Why should I upgrade to esims Web? There is no charge to upgrade to esims Web. However, esims software development has halted on all legacy versions (V4.5 and below). All future development and enhancements will focus on esims Web. This means that older versions of the software will no longer be supported after March 1, Also, because the software is now on the web, the data is real-time, which means pricing and product updates are fully automated, and all data is backed up on our servers. Should something need to be restored to your esims, we will have the data available. I already have an older version of esims software. What does this mean for me? There is no charge for any existing esims customer to be migrated to the newest web-based version of esims. Also, esims is able to capture any pertinent data from the old system and apply it automatically to esims Web. This includes on-hand counts, internal reference numbers, PAR levels, etc.; upgrading to the latest version will NOT cause you to lose any data. However, it is important to note that support of all legacy esims versions will no longer be provided after March 1, What are my next steps to upgrade to esims Web? The main requirement for preparing for this upgrade is having a live internet connection. Once the connection is available, you can use the existing esims computer, or any other PC with internet access, to log-in and perform any inventory or ordering function of esims. After the internet connection is ready, the next step is to register online through the instructions below: Log into the esims Web Registration site at Select the Advanced option. Fill out all pertinent information on the website including hospital employee information for up to five users. Once the request is submitted, SIMS will begin building the account online. The building process typically takes between 24 and 48 hours. Once the account is fully set up online, s will be sent to the sales consultant, as well as any hospital users whose information was provided in the registration; these s will contain log-in credentials for each user and user manuals. Upgrade customers will not need to sign a new agreement. What does it mean if I decide not to upgrade to esims Web? You may continue to use any esims version you currently have installed. However, any new products, pricing updates, product replacement files, internal reference number files, and all other updates will no longer be available to upload into your esims system. When you upgrade in the future, a new agreement must be signed. Who has access to the esims captured data? Any data captured through esims Web is automatically backed up on our internal servers here at Synthes. The archived data is never reviewed by any Synthes employee, unless an error forces us to reload the archived information to your online database. This is not expected and would be categorized as an emergency recovery. Only employees registered on esims Web will have access to your data. Typical hospital registrations will grant access to 2 4 employees, as well as to the local Synthes Trauma Consultant. However, there are no solid rules for granting access; it is entirely up to you and your facility. How often is my database backed up? Data is backed up by Synthes on a nightly basis. Once every 24 hours, a job will run that pulls all ordering and transaction data from the day s activities to be archived and backed up on our servers. Simultaneously, any product and pricing information is loaded back onto each customer s website to ensure real-time access to the entire Synthes catalog. 6 Synthes esims Web Overview

8 How often is my catalog updated? As addressed in the question above, the catalog automatically gets updated for each customer, based on their contracted pricing, every morning around 4 am. This means that each day when you log in, the esims system will display the most current and full catalog with guaranteed pricing accuracy. What systems does Synthes currently interface with? esims currently can interface with Lawson, McKesson (HBOC), PeopleSoft, and MediClick (ProClick) right out of the box, but a new interface can be developed in the future with the following conditions: 1. Your ERP system can accept inbound requisition files 2. You have the interfacing file specifications. esims leverages a powerful integration engine, so interfaces using web services (xml), database, flat file, etc. can be built. We don t have a computer available. Will Synthes provide the hardware? In certain cases, a computer might not be available in the appropriate location. In this case, you may purchase a business notebook from Synthes. Keep in mind that esims is entirely web-based, so an additional computer is not required. All you need is an internet connection from an existing computer. Please contact the eservices group for more details on computer model specifications and pricing. I m still not sure. How can I find out more? The eservices team can be reached at to answer any questions you may have. Or, send an with your questions to Synthes 7

9 IT Checklist Before incorporating esims in your facility, IT should ensure the following criteria have been met. esims Web Access Requirments Question 1. Is there a computer with an internet connection available where Synthes implants and instruments are housed? At least 100MB broadband connection is required. 2. From the desired computer, is access granted to and q all subdomains? 3. Internet Explorer 6.0 or higher OR Mozilla FireFox 2.0 or higher q 4. Adobe Reader 7.0 or higher q Yes q MMIS Interface Details Question Answer 1. Should esims communicate with the hospial s MMIS system? If no, skip to section Interface communication method? FTP, FTPS, SFTP push down, or SFTP pull* 2a. FTP Credentials* 3. What internal information system (HIS) does your hospital use? 3a. What version? 4. Requisition File Name 5. ERP interface specifications known? (please provide to Synthes) 6. Approval addresses (pertinent for online ordering only) 7. Notification addresses (pertinent for online ordering only) Backup and File Transfer Question Yes 1. Does the hospital IT ensure the PC and printer support? q 2. Is it possible to remotely access the esims PC via HTTPS Log-me-in? q *Unblock FTP port traffic for IP address Synthes esims Web Overview

10 Synthes (USA) 1302 Wrights Lane East West Chester, PA Telephone: (610) To order: (800) Fax: (610) Synthes (Canada) Ltd Meadowpine Boulevard Mississauga, Ontario L5N 6P9 Telephone: (905) To order: (800) Fax: (905) Synthes, Inc. or its affiliates. All rights reserved. esims, SIMS and Synthes are trademarks of Synthes, Inc. or its affiliates. Printed in U.S.A. 9/10 J10079-A

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