Doncaster and Bassetlaw Teaching Hospitals

The Challenge

Before work began with Genesis, the Trust had very little insight into the value of stock held for orthopaedic procedures, and no way of assessing variability in cost between different surgeons’ procedures.

Sonia Simpson, E Procurement Manager for DBTH recalls: “Before we started using the Genesis system, our best understanding of stock levels for both equipment and consumables was an estimate. This meant we sometimes over-ordered items and risked not having others in stock when we needed them, leading to cancelled operations.”

This lack of stock visibility was a particular challenge for the Trust’s finance department, which needed to know a precise value of inventory held on-site for accounting purposes.

Without a detailed view of its inventory costs, the Trust had little way of comparing the costs of orthopaedic procedures between different surgeons, inhibiting its ability to introduce patient-level costing and improve the efficiency of its procedures.

The Solution

Genesis linked into the Trust’s existing systems and workflows, replacing the manual stock reordering and receipt process with an auto-replenish solution that maintains a constantly updated view of stock held on-shelf. Throughout, the Trust’s staff worked with the Genesis project installation team to undertake a full process review to validate all usage data throughout the orthopaedics department.

In the process, over 48,000 procurement-vetted items were put on the master database.

Working with the new Genesis system means that whenever stock falls below the agreed reorder level more stock is automatically ordered, ensuring sufficient stock is on hand at all times. This also gives the Trust a constantly updated view of stock value.Improving the loan kit approval process and having an increased visibility of product also affected the dependence on using Loan Kits, in the first year the Trust has realised a £700,000 reduced spend on loan kits within Orthopaedic Theatres.

Genesis Automation has further streamlined DBTH’s ordering processes by linking it to the Trust’s Global Healthcare Exchange (GHX) cataloguing system with a live interface. This means DBTH no longer needs to manually maintain the catalogue, saving time and smoothing processes with suppliers.

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The Results

  • Now Genesis covers all orders, procurement no longer has to raise separate orders for nonstock items. All orders are processed by the Mat-man team without adding additional time to the order process and saving Procurement from manual orders.
  • Authorisation of orders is now pre-agreed so no orders sit waiting to be approved and released. Slow and non-moving stock is now identified
  • Inventory reviews completed using Genesis data have reduced stock levels on average between 12-25% for wards and departments
  • Product recall ability for over 8,000 implants over 5,200 separate procedures.
  • 100% (£3.6 m) spend was recorded against orthopaedic procedures.
  • Itemised costing for all items used within a procedure, capturing implant lot and expiry information.
  • Statistical information about surgeons and comparisons across all surgeons for the same procedures was recorded.
  • This visibility of patient-level costing allows DBTH to minimise clinical variance, driving costsavings and improving patient outcomes.
  • Mobile device alerts for expired/recalled implants means rare recall events can be addressed swiftly and safely, boosting patient safety.
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