MEDITECH
Materials Management
functionality brief

The Materials Management functionality in MEDITECH's Supply Chain Management product helps control and manage inventory, supplies, and equipment throughout a multiple or single facility health care organization. The functionality facilitates the purchasing and receiving of supplies and equipment, assists in the analyzing of supplies' usage, manages equipment maintenance, and maintains contract information.

Highlights:
• Worklist notifications
• Achieve optimal stock levels to avoid stock-outs and overstocking
• Increase cash flow through improved turnover
• Assess vendor performance through close monitoring of backorders and open purchase orders
• Improve user productivity and minimize clerical errors
• Take advantage of changing market conditions and arrange the best possible purchase agreements
• Order supplies and equipment electronically
• Store and retrieve purchase order information from archival storage
• Maintain a separate database for each facility to accommodate multifacility purchasing, maintain multiple inventories, and ensure that the appropriate asset or expense account is charged or credited
• Integrate with MEDITECH's clinical applications such as Pharmacy, Enterprise Medical Record, and Operating Room Management
• Integrate with wireless technology
• Support contract management routines including bid analysis
• Accommodate consignment purchases


Standard Features

Supply Procurement
The functionality provides workflow efficiencies and includes features for maintaining purchase orders (POs) and recording shipments received against the purchase orders. For example:
• Comprehensive PO information that includes details on:
– purchase order number
– vendor name, contacts, and terms
– order dates
– shipping agency
– expected delivery dates
– shipping point
– delivery address
– free text comments
– line items.
• Hospital-defined PO formats
• Multifacility environments with POs accommodating different ship-to and remit-to address details
• Capability to include inventoried and non-inventoried items on the same PO to facilitate on-line receiving
• Capability to combine identical items for different inventories and departments on a single order
• Automatic generation of purchase orders for items at or below their minimum reorder points and non-stock items ordered via department purchase requisitions
• Capability to generate standing and blanket POs at user-defined intervals
• Receiving documents to record receipts
• Capability to handle blind receiving, receiving by exception, or item-by-item receiving
• Automatic update of quantity on hand upon posting receipts of inventoried items
• On-line inquiry of any PO in either summary or detail format
• Single inquiry viewing of receipt and PO information
• Worklist routine for processing POs not verified and receipt/invoice discrepancies
• On-line invoice reconciliation of POs and Accounts Payable invoices
• Purchasing facilities can be defined individually, and users can enter specific purchasing facilities when entering a PO
• Ability to enter a trade-in on a PO.

Purchase Requisition
The functionality maintains purchase requisitions for both inventoried and non-inventoried items, enabling users to process and track all requisitions. The system is geared to handle:
• Distributed departmental requisitioning with automatic PO generation from approved requisitions
• On-line inquiry of the current receipt status for any purchase requisition
• Requisition Activity Report that displays the relationship between acquisition line items and PO line items (including receipt status)
• Requisition Lists provided in summary and detail formats by number or department.

Electronic Procurement
MEDITECH’s Materials Management functionality includes a full set of features to automate the supply chain process so organizations achieve quicker deliveries and lower their costs, such as:
• Real-time updates to the Item Master files with pricing and catalog information to ensure accurate order information. This results in time savings when researching invoice price discrepancies (832 Price Catalog Update)
• Electronic transmission of purchase orders helps reduce delivery time and labor, and ensures data integrity (850 Send Purchase Order)
• Supplier acknowledgements validate vendor receipt of purchase order information and can confirm order prices (855 Purchase Order Acknowledgement)
• The Advanced Shipping Notice will inform sites of delivery intentions as well as automate the receipt process (856 Advanced Shipping Notice)
• Receipt of an invoice file automates the invoice entry process by matching the invoice with the purchase order in an integrated Materials Management and Accounts Payable environment (810 Invoice Acknowledgement)
• Electronic funds transfer of vendor payments automates the payment process (820 Electronic Funds Transfer, NACHA format available as well)
• A complete set of reporting tools enables users to review transactions sent and received.
Purchasing departments can send standard protocol transaction sets using the Internet (FTP), traditional phone lines, and other third-party software packages.

Inventory Control
A series of inventory control features supply a record of inventory activity – such as issues, returns, adjustments, transfers and purchase order history – and provide both report and inquiry capabilities to help users monitor current stock levels. The system, supporting an unlimited number of inventories, accommodates:
• Worklist for inventory requisitions that have not been finalized
• Multiple inventory requisition methods:
– on-line department requisitions
– replenishments for par level inventories
– surgical case carts with patient charging capabilities.
• Unlimited inventories including off-site warehouses, floor stocks, par levels, and exchange carts
• Tracking of transfers from bulk storage
• Identification of inventoried items by their item numbers, stock numbers, descriptions, colloquial names, or partial names
• Inventory valuation using either Average Cost (AVG), First In/First Out (FIFO), or Last In/First Out (LIFO) method
• On-line inquiries that display information on receipts, issues, returns, adjustments, transfers, purchase order histories, or current inventory breakdowns
• Capability to record issues and returns of inventoried items for both patients and hospital departments
• Automatic calculation of Economic Order Quantities (EOQs), minimum reorder points, and safety stock levels
• Automatic update of the quantities on hand
• Communication of patient issues and charges to MEDITECH's Revenue Cycle product
• Integration with the General Accounting application for departmental expensing and inventory valuation
• Identification and management of critical inventory items
• Different vendors with various General Ledger account numbers can be specific to each purchasing facility
• Facilities can control inventory/purchasing as well as receiving of supplies and equipment to analyze supplies' usage, to manage equipment maintenance, and to maintain outside contract service information
• Audit trail for the Item Dictionary
• Asset tag/serial numbers for all purchase order types.

Bar Code Capabilities
The functionality is equipped with bar code reading capabilities. Handheld terminals, or terminal-attached bar code readers, retrieve data to be transmitted to the Supply Chain Management application for processing. Users generate and read bar code labels when taking inventory and charging items against patient accounts.

Management and Statistical Reports
The functionality includes a number of management and statistical reports that can be generated on demand, such as:
• Purchasing and receiving reports
• Inventory control reports

Equipment Management
The functionality contains multiple routines, which monitor and manage equipment at the hospital. Features include:
• Tracks usage, repair, and preventative maintenance activity
• Maintains maintenance contract information on-line
• Lists scheduled maintenance during user-specified time periods
• Displays complete information, through on-line inquiry, about any piece of equipment
• Generates ad hoc equipment and maintenance reports
• Notification of work orders needing to be processed for easy handling

For more information about us, contact a MEDITECH Marketing Representative.

MEDITECH
Medical Information Technology, Inc.
MEDITECH Circle
Westwood, MA 02090
781-821-3000
www.meditech.com