13th WEEK: MATERIAL MANAGEMENT SYSTEM (MMS) Þ Material Management System (MMS) – lessens expenses and ensures adequate cash flow. 1. Purchase Request A. Purchase Request/Requisition – a doc that notifies the purchasing department that items or services need to be replenished. - 1st step in the process of purchasing - Used internally to identify a need for an item - Notify the purchasing department regarding needed items and services - Specifies quantities and timeframe for requested items - Item could be ordered directly or request for a quotation could be asked from the vendors B. Purchase Order – a doc that records business transactions between buyer and seller. A legally binding contract is made upon the seller’s acceptance of the buyer’s order. Basic elements: ● Buyer: name, address, and contact info of party giving money for goods ● Seller: name, address, and contact info of party receiving money for goods ● Order number: a unique ID number to track each business transaction ● Item description: details, quantity of goods, cost per unit, and total price of goods ● Shipping address: where the goods will be shipped ● Shipping date: when the goods will be delivered to the final location ● Billing address: location of where the invoice should be sent so the Buyer can pay. ● Signature: signature of Buyer offering to buy and signature of Seller accepting ● Order date: when the business transaction occurred C. Approval Process – the system checks for any approval requirements. If the document fails to meet the requisites for approval, the originator is notified that the document needs approval. The document is temporarily saved as a draft. ● ● Quarantine Stock/Inventory – When undecided about how to handle defective goods, whether to be sold as scrap, reworked, returned, or used as it is. Quarantine location / Warehouse can be used to temporarily house them until a final decision has been reached. E. Drugs & Consumable Issues & Returns to Patients – 30 to 50% of hospital charges are actually attributable to diagnostics, drugs, and consumables, and doctors get only between 10 to 20% F. LIFO, FIFO, FEFO Issue Methods ● Last in, First Out (LIFO): Last to enter the system are sold first. This is common among non-perishable items like petroleum, minerals, and metals. ● First In, First Out (FIFO): Inventory items are sold in the order they are purchased. This is the most common technique. ● First Expired, First Out (FEFO): Materials are sold based on date they should be consumed, regardless of when it was purchased. G. Generic Tax Formula Configurations H. Periodic Physical Stock Taking and Adjustments with Tracking ● Inventory Count is a process where a business physically counts its entire inventory. ● Physical Inventory may be mandated by financial accounting rules or the tax regulations to place an accurate value on the inventory, or the business may need to count inventory so component parts or raw materials can be restocked. Þ Inventory Control – plays an important part in refining the quality of healthcare services. Strategies to improve inventory control within healthcare facilities: o Making Sure Shippers Are Accurate o Alignment With Sales Projections o Compliance With Regulations o Establishing Buying Cycles Þ Item Master Maintenance a. Inventory Item Maintenance screen has many sections. The upper portion contains master info. Additional options appear after the selection of an existing item. ● D. Expired Stock/Inventory – amount that reduces inventory in your records is recognized as a loss that is a reduction in profit. Item tab is used for maintenance of the attributes of an inventory item, such as product type, item class, item type, etc. If the balance and order activity is zero (0), items can be deleted using this option. b. Re-order level, Re-order Quantity, Minimum and Maximum Levels for Each Store ● Re-order level is the minimum quantity of an item that a company has in stock. ● ERPs: Min/Max Inventory Ordering Method Economic Order Quantity (EOQ): o Min value is representative of a stock level that prompts a re-order, o Max value is representative of a new targeted stock level that follows the reorder. 2. Purchase Quotations Purchase Quotations – is a doc for requesting prices and delivery information from a vendor before the purchase order. a. Enquiries and Quotations for Drugs, Consumables, Assets and General Items ● Enquiries - start point of a sale or purchase process - getting information from a vendor / supplier for the requirement at hand - establishing a connection with the right vendor / supplier ● Quotations - various pieces of vital information of a requirement towards a sale /purchase - important information such as price, delivery times, delivery details, payment terms, taxation etc. b. Comparison of Quotations and Preferred Vendor for each item – companies typically maintain a list of preferred vendors, from which inventory items are usually purchased. Several qualities of a preferred vendor that a company looks for are: o On-time performance o Reasonable costs o High quality of products and services o Fully licensed, bonded, and insured o Good Business practices 3. Purchase Order a. Order – stated intention, either spoken or written, to engage in a commercial transaction for specific products or services. b. Sales Order: ● Buyer: intention to buy ● Seller: intention to sell 4. Goods Receipt a. Item Indents and Issues - Damaged either upon receiving from the supplier or during the move from the source to another location Guarantee of replacement without any additional payments b. Receiving of GRN Full/Partial Items, Free items and Tracking them o Signing for Deliveries o Refusing Delivery o Record Retention o Inspecting a Shipment o Partial Deliveries o Tracking of Goods c. Purchase Return Along with Returnable/Nonreturnable Gate Pass - Defective or substandard quality goods, incorrect order delivery, and deterioration among inventory purchased and sold are usually common in business, and this gives rise to purchase or sales returns ● Returnable Gate Pass: temporary movement ● Non-Returnable Gate Pass: permanent movement d. Consignment Stock Receipt, Consumption and Regularization - In the process of consignment, the vendor/consignor issues materials to the receiver/consignee, and these materials are stored on the consignees premises. - The vendor maintains legal ownership until such materials are removed from consignment stores. a. 5. Purchase Invoice Invoice/Bill - commercial document issued by a seller to the Buyer - indicating the products, quantities, and agreed prices for products or services the seller has provided the buyer - indicates the sale transaction only Þ Documents - For any sales / purchase to take place, documents need to be created in order to enable a quotation, order, invoice, tax forms etc. to be used - These documents are statutory requirements to enable smooth transition of the processes involved in successfully completing a sale / purchase 14th WEEK: CLINICAL DATA REPOSITORY Þ Clinical Data Repository (CDR) ● represent an aggregated database of clinical information ● houses a multitude of laboratory results, diagnostic reports, and various clinical documentation ● ● data are readily searchable and exportable, often because the information is gathered from standard clinical care procedures It is a location where both clinical data and other data of interest, such as external data sources and financial data, are assimilated where each location retains control over access to its own data. Multiple Views for Patient Medical Record KINDS OF AVAILABLE INFORMATION IN THE CDR Standalone Xml-Based Interface to Integrate With any HIS ● Clinical data repository as a structured and systematically gathered storehouse of patientspecific data, which is usually mirrored from a clinical application, or supplemented with data from other clinical systems ● Clinical data repositories have different levels of integration, usually dependent on locations, indices, catalogues, semantic translations or equivalences, syntactic structures, and links to external information or data ● Data repositories also vary in how they restrict the users or the purpose for its use Graphical Representation of Lab Results and Vitals ● Data visualization helps in simplifying a wide array of information, and it allows decision-makers to derive analytical results from information presented visually analyzing trends and patterns 15th WEEK: ETHICS, PRIVACY AND SECURITY Types Of Clinical Data Repository Levels of Safeguard 1. Study - database that collects observations for specific clinical research study 2. Electronic Health Record - database of observations made as a result of direct health care 3. Registry - collected observations organized for studying or guiding particular outcomes on defined population. Associated studies are multiple or longterm and evolving over time. 4. Warehouse - adds levels of integration and quality to the primary (research or clinical) data of a single institution, to support flexible queries for multiple uses. Broader in application than registry. 5. Collection - library of heterogenous data sets from more organizations than a warehouse or more sources than a registry. Organized to help users find particular data set, but not to query for data combined across data sets. 6. Federation - accountable for data to be comparable with others. Distributed across multiple locations, Security Tools (5 Key Function) 1. Availability ensuring that accurate and up-to-date information is available when needed at appropriate places; 2. Accountability helping to ensure that health care providers are responsible for their access to and use of information, based on a legitimate need and right to know; 3. Perimeter Identification knowing and controlling the boundaries of trusted access to the information system, both physically and logically; 4. Controlling access enabling access for health care providers only to information essential to the performance of their jobs and limiting the real or perceived temptation to access information beyond a legitimate need; and 5. Comprehensibility and Control ensuring that record owners, data stewards, and patients understand and have effective control over appropriate aspects of information privacy and access. Þ Philippine Data Privacy Act of 2012 • o The main principles that govern the approach for the Data Privacy act include: Transparency; Legitimacy of purpose; and Proportionality. Comprehensibility and control ensuring that record owners, data stewards, and patients understand and have effective control over appropriate aspects of information privacy and access. o The Data Privacy Act describes sensitive personal information as those being: About an individual's race, ethnic origin, marital status, age, color, and religious, philosophical or political affiliations; • About an individual's health, education, genetic or sexual life of a person, or to any proceeding or any offense committed or alleged to have committed; • Issued by government agencies "peculiar" (unique) to an individual, such as social security number; • Marked as classified by executive order or act of Congress. • • • • • Safeguards for LIS Data Privacy Act applies to individuals and legal entities that are in the business of processing personal information The exceptions are: • Consent of the data subject; • Pursuant to law that does not require consent; • Necessity to protect life and health of a person; • Necessity for medical treatment; • Necessity to protect the lawful rights of data subjects in court proceedings, legal proceedings, or regulation. • Penalties o The act provides for different penalties for varying violations, majority of which include imprisonment. These violations include: • Unauthorized processing • Processing for unauthorized purposes • Negligent access • Improper disposal • Unauthorized access or intentional breach • Concealment of breach involving sensitive personal information • Unauthorized disclosure; and • Malicious disclosure. Any combination or series of acts enumerated above shall make the person subject to imprisonment ranging from three (3) years to six (6) years, and a fine of not less than one million pesos (Php1,000,000.00) but not more than five million pesos (Php5,000,000.00) (Republic Act. No. 10173, Ch. 8, Sec. 33).
