IOS

Successes

What They Say

  • “Hats off to IOS and your Support team for doing what everyone said couldn’t be done in the timeframe we asked for it to be done in.  Your team is AWESOME!”

     

    Rebecca Miller, HealthCARE Express, COO
  • “Having used several materials management and ERP systems built for larger acute-care hospitals, I’m amazed to find that IOS is more functional and user friendly than those big name programs.”

    Bettie Johnson, Nebraska Spine Hospital, Materials Manager
  • “Our partnership with IOS has been the lynch-pin to the success of our non-acute supply chain program. Having visibility across the continuum has helped us move beyond managing just acquisition cost, to also managing utilization.”

    Nathaniel Mickish, Texas Health Resources, Director of Supply Chain
  • With the complexity of today’s healthcare supply chain stream,
    IOS has helped us facilitate a method of increasing visibility
    to our purchase data and automating many of our procurement activities accross our 275+ sites.

    Stephanie Phillips, United Surgical Partners, VP of Procurement
  • “The IOS product is a no brainer decision for smaller hospitals that need the efficiency of a supply chain solution but cannot afford to pay large upfront software fees.”

     

    Peter Smith, Madonna Rehab Hospital, Materials Manager

 

 

 

STORIES OF SUCCESS

Crystal Run Healthcare is committed to improving the quality and health of the communities it serves. Since 1996, our multi-specialty medical practice has evolved to over 350 providers in over 50 medical specialties. With more than 30 locations, Crystal Run brings the best healthcare in the region to the Hudson Valley, lower Catskill region, Manhattan and northern New Jersey. Later this year we will add two more 70,000 square foot buildings as well as numerous integrations with existing medical practices.

In 2012 we recognized the need to centralize all procurement functions and also realized we would need a system that could support rapid growth. We looked at many systems and decided on IOS. We first utilized the Scan Manager Plus platform and then quickly moved over to the new ENVI platform. We have three separate companies all utilizing the same data in the same system. We have a single item master with approximately 8,000 items. We currently also have approximately 880 vendors and over 300 users. We utilize the ENVI MMIS for ALL purchases across the three companies. A major area of progress over the past year has been managing a product formulary that evolves with us and continuing to find the best products at the best prices.

Monthly we pull from ENVI a line level purchase history detail that is submitted to Intalere. The detail file is analyzed and results are posted to yourintalere.com. Our Contract Manager reviews all identified opportunities for product conversions, vendor consolidation, product price updating, contract activation and much more. By continually reviewing our purchasing activity we continually identify savings opportunities. Our Contract Manager is the key to this success as he is the one point for product master list management.

The three way match (purchase order, packing slip and invoice) is completed within ENVI and then interfaced into our financial system for payment. We also utilize the punchout function, electronic invoicing and electronic confirmations. The ability this system provides to us allows us to "do more with less".

We process over 29,000 purchase orders a year with over 100,000 lines of data with a staff of 6 Buyers, a Contract Manager (who maintains the entire ENVI system alone), an Asst. Director and Director. The annual spend is approximately $55M. These volume numbers are over double what they were when we started utilizing this system and staffing has only increased by one FTE over that same timeframe.

In addition to allowing the entire purchasing department to operate at a higher level of efficiency the use of this system has also brought efficiencies to our Accounts Payable and Receiving departments. It has also streamlined our invoice discrepancy processes allowing us to operate within our established credit terms with our vendors. This allows us to continue to negotiate best in class pricing as the vendors are assured timely payments.

 

Eliminating Cost From The Supply Chain

We recently had a business review with one of our primary medical-surgical distributors. During that review, we covered the number of purchase orders processed (825), the dollar amount per purchase order and what that actually translated to for our organization.

The bottom line was that, though we spent a little less with this vendor in 2015, we had a decrease of 20% in purchase orders submitted over 2014. ENVI, working in concert with instruction from the Purchasing Department, has helped our 12 clinical locations streamline orders. Each site places an order once weekly and knows which vendors to buy from, utilizing the priority feature under the vendor tab. Due to stringent strategic sourcing,we were able to reduce our overall orders by buying the right item, from the right source, at the right price. Additional savings were found by processing these orders with EDI.  According to the Center for Advanced Purchasing, the average cost of processing a purchase order is $97.44. The National Institute of Supply Chain Management found that just by automating your supply chain you can reduce that by 42%.

Using the figures above, from the NISCM:

1. By processing the 825 purchase orders traditionally, our estimated cost would have been $80,388

2. By using EDI, our estimated cost to process these same orders was $46,629 (savings of approximately $33,759)

3. In addition, we reduced our overall number of orders from this vendor by 195, eliminating an approximate $11K of cost from our supply chain.

Summary of Best Practices

  • Use the priority feature in ENVI to direct which vendors you buy which product from (nimble strategic sourcing).
  • Set an order and ship schedule, especially useful if you have more than one location.
  • Use EDI as much as possible to reduce the labor needed to process purchase orders.
  • Run a “PO Backorder” report every Friday to follow up on any non-received items.  This is an effective way to stay on top of outstanding orders, managing DPO effectively to avoid late fees and/or finance charges.

Automating The Procure to Pay Process

Lutheran Homes of Oshkosh implemented ENVI in May of 2016. With ENVI we have moved to scanning items to place orders. We started keeping an electronic inventory visible to our entire campus, scanning items out of our inventory and tracking where they are being used and we have started submitting orders electronically via EDI to our most heavily used distributors. Submitting our orders via EDI has also allowed us to receive invoices electronically. The entire process from procurement to payment has been automated. There’s no need for a single piece of paper.

We have designated ENVI as the place to go when purchasing any product. This has increased our contract spend within our GPO by 51% and increased our rebates. With ENVI, our goals of saving time and money and maintaining inventory control have been met.