System Set-up and Configuration Best Practices

Step 1: Create master rules for database management

🗸 Build the right foundation to improve order automation, purchasing and inventory management processes

🗸 Leverage your team to create master rules that consider legacy processes but pave the way for new

Step 2: Create a master list of all items and vendors

🗸 Leverage your PO history to compile a complete list of items you purchase; how frequently you purchase them

🗸 Identify all vendors with which you conduct recurring business

🗸 Build an enterprise-level item master to establish enterprise-wide product standardization and best pricing

– Set up processes and train buyers to buy from your organization’s standard formulary

Step 3: Make a plan for system integration – the goal is to enable data to flow between your new materials management, and existing clinical and financial systems

🗸 Identify current financial and clinical systems in use within your organization

– Are all facilities on the same systems or do you need to accommodate multiple systems in different locations?

🗸 Determine the system requirements of each financial and clinical solution

– These will impact the naming and numbering conventions of your future item master

🗸 Integration of systems will enhance visibility to data and enable better planning

Step 4: Incorporate existing audit processes into new materials management system set-up and processes

🗸 Set-up user access to reduce the risk of fraudulent processes and maintain security

🗸 Create individual user logins for each team member, no shared department logins

Step 5: Examine current financial reporting requirements; determine goals for future reporting

🗸 Take the time to understand current state foundation

– How is your P & L built today?

– By physician? By department?

– Is it designed to accommodate limitations of legacy financial systems?

🗸 Align your new materials management system set-up with your current and planned business requirements

– Specific locations within your organization may have different requirements

NOTE: Consider what’s needed based on class of trade: Ambulatory Surgery Centers, Urgent Care Centers, Physician Group Practices, Long Term Care Facilities

Step 6: Create comprehensive processes based on a single solution – avoid the one-off!

🗸 Use your new materials management solution as the foundation of updated, automated supply chain processes

🗸 Use single processes for each task. Examples:

– Drive all requisitioning and purchasing through a single item master

– Create purchase orders for all orders

🗸 Distinct, one-off processes erode automation and efficiency; streamline and automate using consistent processes at every step!

Step 7: Set up reporting with the end in mind

🗸 Examine reports currently supporting your business processes

– Where does the data come from?

– What gaps exist in current reports?

🗸 Leverage the current state to design the future

– The baseline data you have available will help you begin

– Understand all reporting capabilities and outputs of your new materials management system

– Smart, capable reporting tools will help drive better planning, efficiencies, and results and savings

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