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Research Education Patient Care Welcome. Materials & Supply Chain Management A Solutions Driven Department Our philosophy is to use a team approach that.

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Presentation on theme: "Research Education Patient Care Welcome. Materials & Supply Chain Management A Solutions Driven Department Our philosophy is to use a team approach that."— Presentation transcript:

1 Research Education Patient Care Welcome

2 Materials & Supply Chain Management A Solutions Driven Department Our philosophy is to use a team approach that involves our customers. Coming Together is a Beginning... Keeping Together is Progress... Working Together is Success.

3 Our Materials & Supply Chain Team is Ready to Serve You Jack Ferraro University Director and State of Connecticut RML Officer Materials, Supply Chain, Property & Resource Management The Friendship of Those We Serve is the Foundation of Our Progress. Our philosophy is to use a team approach that involves our customers. MISSION STATEMENT Materials & Supply Chain Management (MSCM) The Friendship of Those We Serve is the Foundation of Our Progress. Materials & Supply Chain Management is dedicated to advancing the Health Centers academic, research and clinical care objectives by providing the Health Center community with expert, efficient, cost effective and compliant Supply Chain Logistics, distribution, inventory, property management, records retention, shipping and receiving services. Working together, we will tap into our collective power and experience to offer a diverse perspective from our various Hospital and Clinical departments, challenge current practices, promote innovative solutions, and advance the University of Connecticut Health Center/John Dempsey Hospital to the next generation of Supply Chain optimization and savings.

4 Our Materials & Supply Chain Team is Ready to Serve You Jeff Boyko Assistant Director and Business/Finance Manager Office of Property & Materials Management Property & Materials Management Capital Assets Moving & Storage Records Retention Surplus Property UCHC Fleet Operations Vendor Management/Tracking Business & Finance Services Clinical Supply Chain Supply Chain Management Warehousing Inventory Control The Friendship of Those We Serve is the Foundation of Our Progress. Our philosophy is to use a team approach that involves our customers. UCHC/JDH/UMG/SODM

5 Our Materials & Supply Chain Team is Ready to Serve You M aterials Logistics Services Central Distribution Central Mail Services Central Receiving Services Central Shipping Services Fleet & Motor Pool Services Messenger & Courier MLS Systems Administration Barcode/RF Applications Desktop Shipping e-Portal Materials Mgmt. PAR Distribution System Receiving & Shipping Records Storage/Retrieval Q-Sight/PAR UCHC/JDH/UMG/SODM Adam Mike UCHC Materials Logistics & Systems Supervisor State of Connecticut ARML Officer

6 Our Materials & Supply Chain Team is Ready to Serve You Dan Hannon Medical Materials Supervisor Clinical Supply Chain Liaison Providing Clinical Materials Expertise and Support Serving the Hospital PAR Inventory Clinics OR FSC JDH/UMG/SODM Working together with Materials Logistics, Materials Resource Management, Value Analysis and Purchasing Services; providing Clinical Materials expertise and support for the Hospital and Clinic Supply Chain needs.

7 Our Materials & Supply Chain Team is Ready to Serve You Karen Grady UCHC Resource Supervisor Value Analysis Program Facilitator/Manager Materials Supply Chain & Resource Management Central Help Desk Services e-Portal Requisitioning Sourcing Vendor Management Warehouse Services Value Analysis and Analytical Services Academic Offices Clinics Dental Clinic Hospital Pharmacy Research UMG UCHC/JDH/UMG/SODM

8 Our Materials & Supply Chain Team is Ready to Serve You Don Carr Central Warehouse Supervisor Materials & Resource Management Central Warehouse Services CMHC Supply Inventory Services Chemical Supplies Dental Supplies Laboratory Supplies Standardization Programs Medical & Surgical Supplies Office & Business Supplies Office Seating Hours: 7:30 AM - 3:30 PM

9 Our Materials & Supply Chain Team is Ready to Serve You Bill Murowsky Asset Control Officer Property Management The specific responsibilities which must be maintained by Inventory Control are: Update the equipment inventory data file Reconcile the equipment inventory data file to expenditure information as required by State Auditors Conduct physical inventories as required New Acquisition Control (tag and inventory) Loss Reporting

10 Materials & Supply Chain Management Policy Summary Objective Customer service oriented focus Responsible for proper placement & distribution of all items within the inventory formulary Responsible for maintaining & monitoring inventories in: University Hospital Clinical Enterprise Follow the materials management control concept Provide for follow established procedures for the evaluation & trial of new equipment & supplies

11 Materials & Supply Chain Management Policy Summary Policy Summary Responsibilities Management of Universitys supply process including – Acquisition – Distribution – Control – Disposal/termination – PAR Inventory Systems Acquisitions are completed in a fair & equitable manner Materials are received, managed & accounted for Distribution of materials is handled in a safe, timely & efficient manner Surplus equipment & supplies are re-used, recycled, or disposed of safely & economically

12 Materials & Supply Chain Management Policy Summary Responsibilities Business & partnerships are explored that support the Health Centers strategic direction The University customer can rely on the Materials Management Department for expert assistance & consultation on their supply chain needs Customers receive timely communication & information relating to University materials services & product market Monitor & evaluate the quality of customer service

13 Materials & Supply Chain Management Service Areas Capital Assets Update the equipment inventory data file Reconcile the equipment inventory data file to expenditure information Conduct physical inventories as required New Acquisition Control (tag & inventory) Loss Reporting

14 Materials & Supply Chain Management Logistics Areas Logistics Areas Central Distribution Services Provide shipping, freight, and customs services Provide central shipping and receiving Provide campus distribution services (supply pick-up & delivery services) Provide mail, courier and messenger services Provide internal and external mail pick-up and distribution Sort outgoing and incoming mail Meter all external mail Manage Hospital PAR inventory and distribution

15 Materials & Supply Chain Management Service Areas Motor Pool & Fleet Operations Maintains a fleet of passenger vehicles, vans, and trucks, for lease to all Health Center departments and affiliated State Agencies Vehicles are available for daily rental or monthly leases Special Event Bus/Transportation Program for all Health Center departments and affiliated State Agencies

16 Materials & Supply Chain Management Service Areas Supply Chain Source and expedite orders Develop and manage supplier relationships Consult with University customers, assist in contract negotiation process and assist in the preparation and completion of contract documents Value Analysis and Product Standards Evaluation and Trial of new equipment and supplies

17 Materials & Supply Chain Management Service Areas Value Analysis: Vendor Contact Value Analysis A vendor contacts Material Management when they want to present their product Value Analysis Manager evaluates the product for patient safety, new technology or savings Value Analysis Manager verifies if a like product exists in the system and if there is, will compare the two products Value Analysis Manager will contact the department to explore if there is an interest; if there is will arrange contact between vendor and department Material Management will communicate to vendor the decision of the department or Value Analysis Committee

18 Materials & Supply Chain Management Service Areas Value Analysis: Needed Product Is Identified Value Analysis Surgeon or Unit Nurse Manager faxes Materials Manager with product needed Materials Manager determines if product is available If its use is urgent a purchase requisition is entered into FRS, the Material Manager will notify Surgeon or Unit Nurse Manager and will expedite to ensure it is received as required If product use is not urgent or is requested to be a stocking item, the Surgeon or Unit Nurse Manager completes a product release form

19 Materials & Supply Chain Management Service Areas Value Analysis: Needed Product Is Identified Value Analysis Submits it to Materials Management The Value Analysis Manager reviews existing contracts for product A financial analysis is prepared The vendor is contacted to set up parameter for a trial When product is trialed, an evaluation form is completed by users The analysis and trial results are presented to the Value Analysis Committee for approval

20 Materials & Supply Chain Management Service Areas Warehouse Services Provide short term and long term warehouse storage Manage central inventory Coordinate the surplus supply and equipment credit/ exchange and disposal programs CMHC PAR Inventory Services

21 E-Portal Web Orders System An online procurement system

22 Materials & Supply Chain Management Forms Forms Employee Directory Form Property Administration Forms Surplus Property Move Requests Records Retention Materials Management/Value Analysis Forms

23 Warehouse Catalogs Chemical Supply Dental Supply Lab Supply Medical Warehouse Medical Satellite Room Office & Housekeeping Supply Photo Supply Suture Supply

24 General Information Help Desk – Central Distribution Services: (West Dock) Help Desk – Central Warehouse Services: Help Desk – Capital Assets, Inventory Control

25 Healthcare Industry Representative Vendor Tracking System

26 Healthcare Industry Representative Vendor Tracking Healthcare Industry Representative Notice Dear Healthcare Industry Representative, We are committed to providing the best patient care available to our patients. As a healthcare industry representative, you are an integral part of this process and it is a priority of ours to ensure that we, and our vendors, are compliant with hospital policy and industry standards. The University of Connecticut Health Center/John Dempsey Hospital is requiring that you provide documentation that you will abide by our standards for environmental health, safety, privacy and quality. In order to assist our hospital with credentialing all vendor representatives in the most efficient way, we have partnered with Vendormate (www.uchc.vendormate.com). Vendormate provides an internet based service that will allow our vendors and hospital departments to navigate our compliance goals in an efficient, easy and comprehensive manner. Please go to register, and begin completing your profile and submitting the required compliance documentation for our review. If you have already registered with Vendormate due to your working relationship with other hospitals, you do not need to register again. However, you do need to log-in to your account and ensure compliance with The University of Connecticut Health Center/John Dempsey Hospital policies, by selecting the respective facility and submitting the appropriate documents. It is required that all vendors successfully register and complete the vendor approval process on This must be completed before you will be able to enter any of our hospital departments. Failure to do so will result in an automatic revocation of current visitation privileges. Once you have completed your profile and uploaded your compliance documentation, Vendormate will then review your information and ensure the completion of your user profile. If you have not already registered for Vendormate, be sure to visit today and begin becoming compliant with The University of Connecticut Health Center/John Dempsey Hospital vendor policies and procedures. If you have already registered for Vendormate, due to your working relationship with another participating Vendormate hospital, you do not need to register again. However, you do need to log-in to your account and ensure compliance with The University of Connecticut Health Center/John Dempsey Hospital. click here to register todaywww.uchc.vendormate.comclick here to register today Sales Representatives or Contractors requesting access to the University of Connecticut Health Center (UCHC) Campus must submit, for approval, a completed Background Information Sheet form. This is necessary to comply with Public Safety Department requirements. Please see the linked Policy and Procedure and attached form. click here to view policy and procedureclick here to view policy and procedure Once you have submitted all of the required credentials and a photo for your badge, you will receive 'approved' vendor status for UCHC. Be sure to visit with any questions or call We look forward to continuing to work with you. Please note that all vendors must be part of the Vendormate compliance network. Thank you for your cooperation and compliance,www.uchc.vendormate.com

27 Vendor Tracking Steps 1.If approved, the vendor is notified via and added to the facilitys list of approved vendors. 2.Vendormate will address compliance documents that are considered time sensitive and require annual renewal with the vendor to help expedite their clearance process. 3.Hospital is notified of any vendor non-compliance. Step 5 Vendor 1.Vendor logs onto Vendormate to create their account. 2.Vendor faxes and/or uploads the hospitals required compliance documentation to Vendormate. 3.Vendormate agent assists, organizes and confirms the validity of the submitted documentation. 4.Vendor submits certification request to hospital. Step 2 Vendor Step 4 Vendor 1.The hospital manager consults with co-workers and physicians to determine if the vendors request is accepted or rejected. Step 3 Vendor 1.The appropriate person from the hospital receives the vendor certification request, then reviews their profile and compliance documentation.

28 Hall Pass Assigned to Vendor Representative Hall Pass includes a picture of the vendor along with the date, time, vendor name, UCHC Logo, and the department, contact or physician they are there to see that day. Badge also is time expiring; after 12+ hours the badge becomes invalid and is visibly Expired, showing a red stop sign.


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