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RED HILLS SURGICAL CENTER CASE STUDY

by | Dec 21, 2021 | Case Studies

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Red Hills Surgical Center provides patient-centered, compassionate and leading edge outpatient surgical procedures performed by 35 local physicians in a 17,000 square foot multi-specialty ambulatory surgery center. The facility is fully accredited through the Accrediting Association for Ambulatory Health Care (AAAHC), which allows measurement of service and performance quality against nationally recognized standards.


Red Hills Surgical Center uses the HST Pathways ASC software system and wanted to enhance capabilities around procurement, case costing, inventory and item master management. Integration issues with an initial solution provider led to implementing Envi for a fully automated solution with HST.

THE RED HILLS STORY

Two Solutions, No Intergration

With HST Pathways ASC software as the in-house clinical system at Red Hills Surgery Center, the team wanted to improve their capabilities. Dan Stannard, RN, CASC, Administrator for the center explained that procurement and item master management were significant challenges, as was case costing.

“We selected a new procurement system, but as we worked toward implementation, we found significant barriers to integration with HST and challenges with functionality,” said Stannard. “Our goal was to integrate procurement technology with Pathways to ease burden on clinicians, while ensuring we could purchase items at the lowest prices. But the integration never became functional, and in areas where we purchased on contract, we ran into issues around contract prices being overwritten to reflect updated vendor list prices. We’d update prices again and again, then discovered issues related to duplicate items in our item master. We kept operating in two separate systems, and realized interoperability between our procurement and inventory solution and Pathways was vitally important. We decided to find a solution that provided the integration, while also supporting goals around case costing, inventory management and price management.”

 

Envi and HST Equal Seamless Integration

“As we considered a solution to support our supply chain efforts, we identified Envi based on both solution functionality and business relationships,” said Anderson. “First, as a member of Provista, we liked the opportunity to closely link supply chain processes with GPO services and contracts, and second, we wanted to use a solution that integrated with our HST system, especially to help with case costing.”
Anderson discussed specifics about how Foothills identified new processes to drive excellence throughout their supply chain. “We started with the physical aspects of supplies and made sure everything was organized and labelled, then moved into data. We cleansed and normalized data to make sure product descriptions in our Envi item master were correct, then added classification codes so we could track and understand spend. We uploaded contract data, first so we could confirm accurate pricing by comparing our purchase orders (POs) to supplier PO Acknowledgements, and second, to be sure we could manage contract expiration dates so we didn’t inadvertently buy off-contract.”
“Today we use barcode scanning to instantly identify items for reordering. Barcode labels on product shelves let us instantly scan and enter quantities to be purchased, and with vendor codes, we can eliminate issues with the order or contract price. We’ve built lead times for every vendor. In Envi, we entered vendor lead times, as well as our min/max supply levels, and when combined, we can better understand on-hand supply capacity, pending orders and stock-out risks. We’re alerted of overdue inventory and can quickly follow-up on backorders. With recent supply chain disruptions, this has been essential to helping ensure clinicians never run out of supplies.”

Envi Drives Best Practices

The Red Hills team has reduced manual workarounds and created greater automation. “We’re not seeing the errors we experienced previously, so we don’t have as much manual intervention,” said Stannard. “The Envi workflow operates well, and helps us stay accurate with prices and units of measure. We spent time creating an item master and the Envi team has worked really well with us. With a high volume of orthopedic procedures, there are always new items to add into the item master, and using Envi has helped us add items while avoiding duplications. Our item add process is now streamlined and efficient, and I’m much more confident in our data quality.”

“Now that we’re using an integrated solution, I’m able to look at quantity and pricing data, and can work on better pricing,” continued Stannard. “We’re also ordering less inventory, because we’ve gained confidence that the system will work as expected and don’t have to wonder about replenishment dates. Today, we’re ordering less.”

“We’re ready to implement more frequent physical counts. The issue we had previously – printing out physical count sheets that were fraught with duplicate items – made it impossible to match everything. Now, with no duplicate items, we can do physical count and get an accurate view of on-hand inventory.”

Best Practice Award Highlights

  • Enable solution integration between HST Pathways and Envi
  • Align processes and technology to create automation that reduces staff time
  • Leverage Envi mobile app to streamline supply management processes
  • Take physical inventory counts to validate on-hand inventory
  • Ensure best pricing on negotiated contracts, whether GPO or local contracts
  • Build processes for ongoing data accuracy
  • Streamline order processes

Stannard and the Red Hills team recognize benefits with Envi. “For organizations still using old school, manual processes, with printed orders that you call or fax to your vendor, this is a game changer. Time management has been a huge shift – we went from hand signing POs to doing everything online, immediately. I can catch errors before an order goes out because our approval process is working. Envi gives administrators and managers the authority they need for control. This system is very easy to use and we can get to online data we need – being able to look up historical information is very beneficial.”