Consulting Storage Software Services Training Introduction
Scan Modul System Scan Modul System Scan Modul System offers full supply chain re-engineering using products and services we developed ourselves. Our goals is to use the knowledge and experience we gained over the last 40 years to improve the conditions for everyone interacting with the supply chain across the organisation. Best practices Scan Modul System is part of the Stanley Works Corporation. The strong global presence and diversified nature of Stanley Works allows Scan Modul System to source best practices within logistics across a vast number of industries and markets. The workflows of these industries and markets are integrated with our software applications and hardware solutions. Leading standards The scope of our presence ensures national legislation and statutory requirements are met in all our product lines. This has resulted in a revolutionary industry-leading storage and transport platform of high-density storage and functionality. Emerging technologies The innovative integration of demand capture capabilities through RFID (Radio Frequency Identification) creates value across our product lines and adds dimension to the application by automating real-time information processing. For 40 years, we have been the leading global company within highdensity/low-value storage. This brochure describes the clinical inventory management system SpaceTRAX, an innovation in high-value inventory workflows that places us at the forefront of innovative storage. For more information on SpaceTRAX or to arrange a live demonstration, contact one of our global sales departments (see back cover for details). Scan Modul System 3
Scan Modul System introduces Increase clinical time at the frontline of care and safely manage your most valuable inventory Scan Modul System 5
Q: What is SpaceTRAX and what does it do for my hospital and staff? guesstimates Minimise investment Maximise savings database handling A: SpaceTRAX is a proven inventory workflow solution based on best practices SpaceTRAX is a proven inventory management workflow solution that saves clinical departments hundreds of thousands of euros each year by reducing excess inventory, increasing charge capture, eliminating losses due to expired items, and increasing inventory turns. process waste Automate requisition proposals Manage assortment easily Reduce process time Improve supplier negotiations With SpaceTRAX, you have what you need. Improve patient safety Reduce inventory value out-of-stock items Improve profitability oversupplying zero-use items Scan Modul System 7
SpaceTRAX benefits Automated requisition proposals The thresholds that trigger an order are optimised by using the usage statistics to monitor the par levels. A requisition proposal can be generated at any time to fill the demand. Improved supplier negotiations Various report tools give you first-hand knowledge of your purchases and share by supplier. This is valuable information when negotiating volume and price discounts. procurement receiving Reduced process time When scanning manufacturer barcodes, the online global database ensures a high item recognition of all goods received. The receiving process does not require any additional barcode label printing or manual data entry. Easy assortment management The high item recognition facilitates adding SKUs to your assortment and eliminating slow or zero-use items based on usage statistics. Improved patient safety Patient safety in relation to material management is enhanced by eliminating expired items and establishing an easy recall procedure from vendors. usage inventory Reduced inventory value Tracking all inbound/outbound material at the item level means that the material can flow tighter and at lower par levels. This not only reduces the on-hand inventory and stock value, it also frees up cash and eliminates the associated carrying costs. Increased profitability By either maximising charge capture or cost tracking to ensure alignment with procedure benchmarking costs. Maximised savings Monitoring the items with a unique identifier and expiration date enables the application to automate the FIFO process based on the captured information. This eliminates stock wastage due to expiration. Scan Modul System 9
Case study Radiology department at the University Hospital of North Staffordshire, UK Prior to implementing the SpaceTRAX system, ordering was a manual process at the Interventional Radiology department of the University Hospital of North Staffordshire. All inventory management activities were very time-consuming and thus expensive. The Interventional Radiology department, which includes neuro-radiology, had 844 different item numbers with an annual purchase price of approximately 986,000. SpaceTRAX not only improved inventory management, it also helped the hospital achieve financial benefits and save time. The time the department spent on inventory management has dropped by 31%, reducing the annual cost of labour by 6,500. The system has been up and running for three months and within this short period of time there has been a documented reduction in the inventory level of 101,000 or 20%, which in addition gives a saving in the inventory costs by 5,300 per year. Mr. Mark Smith, team leader of the department is of the impression that the par levels are still too high compared to the consumption and a further reduction in the inventory level is expected. I am particularly enthusiastic about the features in SpaceTRAX that enable us to assign inventory to individual cases. It also supports our requirement to fully document the cost and quality of our production. Team Leader Radiographer Mr Mark Smith, University Hospital of North Staffordshire in the United Kingdom partment decrease the number of items that expire and thus reduce wastage by approximately 80% or 19,100 per year. The system ensures that the list of items for ordering is continually updated, but it does not prescribe time limits. Instead, it provides the ability for the departments to independently place orders as and when they need to, resulting in coordinated order planning and inventory management on the one hand, and patient care on the other hand. This makes the system very flexible. Mr Smith is particularly enthusiastic about the features in SpaceTRAX that enable inventory to be assigned to individual cases. This meets the UK Department of Health s requirements to drive Payment by Results (PbR) and Patient-Level Information and Costing Systems (PLICS) into the NHS clinical areas. With information direct from SpaceTRAX Mr Smith will be in a position to claim the costs through the Health Resource Groups codes (HRG). This will then ensure that the department get paid for all the procedures performed. The SpaceTRAX management reporting tools also enable reports to be generated for average case costs. Key figures Before After 3 months Improvement Average inventory value 496,000 395,000 20% Weekly inventory mgt. hours 19.5 hours 13.5 hours 31% Expired items per year 23,000 3,900 83% Operational savings & ROI Year 1 Year 2 Year 3 Annual savings with SpaceTRAX 1) 138,000 31,000 31,000 Percentage return on investment 839% 224% 224% 1.4 5.4 5.4 327 47 47 Return on investment in months Average earnings per day 2) 1) Direct operationel savings includes reduction in inventory level and costs, expired items and labour costs. 2) Direct operational savings minus investment in SpaceTRAX. A wide variety of information can be obtained from SpaceTRAX, including various types of management reports, case costs, monthly stock values, expiration reports, and so forth. Mr Smith believes that the system has greatly improved inventory control - especially for himself as Team Leader - and gives him better insight into and increased confidence in the available stock levels. The number of manual requisitions has also decreased. According to Mr Smith, the Expired Items report is one of the best and most valuable features of the SpaceTRAX system. This report displays all of the items with an impending expiry date. The Expired Items Report is expected to help the de- All in all, the Interventional Radiology department of the University Hospital of North Staffordshire is very pleased with the SpaceTRAX system. All of the staff groups quickly learned how to use the system and appreciate how it has helped increase the efficiency of the inventory management processes they are involved in. Team Leader Mr Smith is particularly pleased with the improved control of inventory, the reduction in time spent on inventory management and the cost savings the department has been able to achieve since implementing the SpaceTRAX system. Scan Modul System 11
Case study Cardiology department at Västerås Central Hospital, Sweden Before SpaceTRAX was implemented in the Cardiology department of Västerås Central Hospital, the average stock value was 270,000, 26% of which was consignment stock. It was clear that the department s stock was too high, but by how much, and which particular products we had too many of, no one actually knew, explains Chief Phycisian Mr Ortwin Herterich. Implementing SpaceTRAX gave the department full insight into all of the items: consumption, quantity in stock, price, expiration dates, minimum and maximum stock levels, etc. According to Mr Herterich, this insight significantly improved inventory management. After three months, the average stock value was reduced to 180,000, or by 33.5%. The lower stock level generates one-time savings of 90,000 and an annual reduction of inventory costs of 4,500. chase amount, every year. By implementing SpaceTRAX, the number of expired items has dropped considerably, as the system continuously and automatically updates us on the products with an impending expiry date. We now have a tool that enables us to pick the oldest items first and mark the items that will soon expire, says Mr Herterich. This, and the many other tools in SpaceTRAX, help ensure that the items in stock and the items on order are the right items in the right quantities. This further reduces the number of items that need to be scrapped, generating an annual savings for the Cardiology department of 18,000 (90%). The entire staff likes working with SpaceTRAX because they can see the benefits of the system. We now spend Key figures Before After 3 months Improvement Average inventory value 270,000 180,000 34% Weekly inventory mgt. hours 35.7 hours 8.2 hours 77% Expired items per year 20,000 2,000 90% Operational savings & ROI Year 1 Year 2 Year 3 Annual savings with SpaceTRAX 1) 144,000 54,000 54,000 Percentage return on investment 717% 359% 359% 1.7 3.3 3.3 339 106 106 Return on investment in months Average earnings per day 2) 1) Direct operationel savings includes reduction in inventory level and costs, expired items and labour costs. 2) Direct operational savings minus investment in SpaceTRAX. The system has given us full control of our inventory and plenty of statistical evidence to support better order management Chief Physician Mr Ortwin Herterich Västerås Central Hospital in Sweden The Cardiology department at Västerås Central Hospital used to spend some 36 hours a week on inventory management and ordering, which almost corresponds to one fulltime position. Implementing SpaceTRAX has significantly reduced the time the department spends on inventory control and ordering (77%), resulting in a reduction in labour costs of 32,000 per year. Freeing up human resources is one of the most significant benefits we have achieved with the implementation of SpaceTRAX, says Mr Herterich. The Chief Phycisian estimates that the Cardiology department at Västerås Central Hospital discarded items for a value of 20,000, representing 1.7% of the annual pur- very little time on inventory management and ordering, and the system gives us full control and plenty of statistical evidence to support better order management, says Mr Herterich. The Chief Phycisian expects patients will benefit too: he is confident that the department will be able to attract the most competent staff in the field because they will feel they are using their resources properly - on the patients and not on managing inventory, ordering and looking for items. We have been given the right system - SpaceTRAX - to help us achieve our goals for the future, says Mr Herterich. Scan Modul System 13
Efficient simplicity Reduce your workload by automating your inventory control process SpaceTRAX is a web-based clinical supply management application that requires limited involvement from your IT department. SpaceTRAX is based on a manufacturer barcode scanning system that reduces your workload by automating your inventory control process. Automatic supply management Barcodes track part numbers, product descriptions, expiry dates and lot/batch/serial numbers. Increased ROI Optimised inventory levels. No more losses due to expired products. No more guesstimating and oversupplying. Increased charge capture. Easy to maintain No hardware to purchase. No software to install. A professionally maintained database with tens of thousands of SKUs saves you countless maintenance hours. Integration Use SpaceTRAX anywhere you have an internet connection. Standard interfaces for billing, purchasing, and patient information. Data scrub service All non-recognised items are added by our service team, ensuring full alignment with the database structure Up-to-date information In cooperation with leading manufacturers, we make sure that the information in the global database always is up-to-date. World-class server Recognised as industry leaders in server hosting, our partners ensure the best possible run-time. Manageability Keep track of supplies as they move in and out of inventory. Audit supply trail to accurately monitor product performance, item waste, and patient outcomes. Global database Contains over 100,000 items and is growing by the hour Instant reporting SpaceTRAX is a powerfull decision-making tool for your clinical and administrative staff. It provides the critical information needed to make informed decisions. Compliance Because SpaceTRAX will fit within your existing workflow, compliance is not an issue. User contribution All items added by individual users are added to the global database and shared in the global user network. Outstanding customer support SpaceTRAX anticipates and diagnoses problems you may have with your system remotely. Our expert customer support staff is also available to assist you with any questions or issues you may have. Scan Modul System 15
Application overview SpaceTRAX lets you manage all your inventory through a user-friendly interface The user-friendly interface gives you an overview of all the information you need to manage your inventory. The Add Items and Use Items buttons at the top of the screen and a barcode scanner are all you need. SpaceTRAX offers all the right information at the right place at the right time SpaceTRAX can generate numerous insightful reports that allow you to track and analyse your inventory by item type, by the procedures in which items are used, by physician, or other variables par level optimization, inventory value, usage reports and much more. The Item Ordering window is where the SpaceTRAX system suggests what should be ordered to keep your inventory level within your minimum requirements. It is also where you approve and place orders with a click of the mouse. The Add and Use Items buttons are scanner buttons that allow you to add or remove items from the inventory list. The Manage Items button enables you to analyse your inventory by item type, by the procedures in which items are used, by physician, or other variables par level optimisation, inventory value, usage reports and much more. The Current Inventory Value windows display the percentage of inventory value that consists of consignment items next to the flat items. The Cases window shows how many cases (e.g. operations) are still open and need to be checked and closed. The Product Expiration window shows what items require special attention in terms of using soon to expire items. The Items Missing Data window automaticly allerts you about any items for which the information in the database is incomplete. The Market Share window generates an overview of the share your suppliers have in your inventory. Scan Modul System 17
RFID add-on Complete control over high-value stock at your fingertips With SpaceTRAX and the latest in RFID (Radio Frequency Identification) technology, we offer you the flexibility to securely track your high-value inventory and increase charge capture for these items while tracking all other inventory using barcode-based technology. SpaceTRAX operates as the information engine and is fully integrated with SpaceTRAX +RFID. It provides key reports that link clinical inventory to physicians, patients, and procedures. The true innovation behind SpaceTRAX +RFID is simplicity. Simply plug in the SpaceTRAX +RFID power cord, connect the cart to an internet-enabled network connection, apply RFID tags, and place the items in the cart. It s that easy. There are no buttons to push or special software to install. And tracking supplies is seamless and automatic. SpaceTRAX +RFID s on-board computer constantly tracks and monitors cart access, supply movement and the cart s operating system and mechanical components. Inventory levels are automatically adjusted as supplies are removed from or added to the cart. Biometric controls provide a simple and easy means for authorised users to access the cart. Who and When information is linked to the movement of supplies thereby creating 100% accountability. - RFID automates inventory monitoring - Fingerprint recognition - Fully integrated with your existing Space TRAX system Scan Modul System 19
Scan Modul is part of Stanley Healthcare Solutions Designed with care - for people who care REPRESENTED IN: AUSTRALIA TEL +61 (0) 2 9797 0883 sales@healthspace.com.au DENMARK TEL +45 48 22 88 77 (Hilleroed) TEL +45 97 52 35 33 (Skive) info@scanmodul.com ICELAND TEL +354 569 3100 eirberg@eirberg.is LATVIA TEL +371 7231485 info@scanmed.lv SWITZERLAND TEL +41 61 301 63 01 scanmodul@bluewin.ch AUSTRIA TEL +49 74 61 9674 0 info@scanmodul.de FRANCE TEL +33 474 990 330 info.fr@medi-math.com IRELAND TEL +353 1 836 1333 info@coffeyhealthcare.ie NETHERLANDS TEL +31 306 345 345 info.nl@medi-math.com SPAIN TEL +34 91 604 40 40 info.es@medi-math.com BELGIUM TEL +32 9/ 220.65.45 info.be@medi-math.com GERMANY TEL +49 74 61 9674 0 info@scanmodul.de ITALY TEL +39 0458 378 555 webmaster@sanitariascaligera.com NORWAY TEL +47 22 20 78 00 ordrepost@scanmodul.com SWEDEN TEL +46 8 702 99 10 se@scanmodul.com CANADA TEL +1 450 628 8800 info@logid.ca GREECE TEL +30 2310 643389 info@axismedical.gr ITALY (the Tyrol) TEL +49 74 61 9674 0 info@scanmodul.de POLAND TEL +49 74 61 9674 0 info@scanmodul.de UNITED KINGDOM TEL +44 870 770 8777 mail@scanmodulsystem.co.uk CHILE TEL +56 2223 4304 danimpo@netline.cl HONG KONG TEL +852 23 95 63 39 vghk@netvigator.com JAPAN TEL +81 93 963 8334 oversea@central-uni.co.jp PORTUGAL TEL +351 21 916 76 58 info.pt@medi-math.com U.S.A. TEL +1 616 224 2828 info@innerspacecorp.com Scan Modul System reserves the right to make alterations without prior notice. SMS Marketing. 0909-05-69028.UK.EU. Version 1