SpaceTRAX - Introduction - Stanley Healthcare Solutions

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).
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Scan Modul System introduces
Increase clinical time at the frontline of care
and safely manage your most valuable inventory
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Q: What is SpaceTRAX ®
and what does it do for
my hospital and staff
Eliminate
guesstimates
Minimise
investment
Maximise
savings
Eliminate
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.
Eliminate
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
Eliminate
out-of-stock items
Improve
profitability
Eliminate
oversupplying
Eliminate
zero-use items
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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.
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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.
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 department
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.
“
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
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%
Return on investment in months 1.4 5.4 5.4
Average earnings per day 2) €327 €47 €47
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 Space-
TRAX®, 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.
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 Space-
TRAX® system.
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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.
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 purchase
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%
Return on investment in months 1.7 3.3 3.3
Average earnings per day 2) €339 €106 €106
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.
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 - Space-
TRAX® - to help us achieve our goals for the future,’ says
Mr Herterich.
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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.
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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.
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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
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Scan Modul is part of Stanley Healthcare Solutions
Designed with care - for people who care
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Scan Modul System reserves the right to make alterations without prior notice. SMS Marketing . 0909 - 05-69028.UK.EU . Version 1