HIS LEC LESSON 11 - OTHER HOSPITAL INFORMATION SYSTEM

Cardiology Information System (CIS)

●​ 1970s
●​ Storage and retrieval of images
●​ Integration with Other Systems
●​ Enables distribution

Benefits and Features:

1.​ Ease of access while maintaining data security

2.​ Flexibility in the workflow
3.​ Enhanced comparability

Functionalities of CIS:

1.​ Editing, Viewing and Storing Multi-Modal Cardiology Data

2.​ Remote access
3.​ Visualization and reporting capabilities
4.​ EHR integration

Types of Data are being handled in CIS:

1.​ Computed Tomography (CT)

2.​ Cardiac Ultrasound (Echocardiography)
3.​ Magnetic Resonance Imaging (MRI)
4.​ Nuclear Imaging (PET and SPECT)

Radiology Information System (RIS)

●​ Manages Medical Imaging

●​ Orders and Billing
●​ Picture Archiving and Communication System (PACS)
●​ Vendor Neutral Archival (VNAs)
●​ Hospital Information System (HIS)

Advantages of RIS:

1.​ Better communication with referral doctor

2.​ Faster payments
3.​ Improved efficiency

Functions of RIS:

1.​ Patient Management

2.​ Scheduling
3.​ Patient Tracking
4.​ Results Reporting
5.​ Image Tracking
6.​ Billing
HIS LEC LESSON 12: MATERIAL MANAGEMENT SYSTEM

Materials Management System (MMS)

●​ For hospital supplies and materials
●​ Inventory, purchasing, supply charges
●​ Resources

Purchasing Steps:
1.​ Purchase Request
2.​ Purchase Quotation
3.​ Purchase Order
4.​ Goods Receipt PO
5.​ A/P Invoice
6.​ Outgoing Payment

Inventory Controls:
1.​ Making sure shippers are accurate
2.​ Alignment with Sales Projection
3.​ Compliance with Regulation
4.​ Establishing buying cycles

ITEM MASTER MAINTENANCE - MEDICAL AND NON-MEDICAL INVENTORY ITEMS

Inventory Management:
●​ System is subdivided into different sections
●​ Generates reports based on products
●​ Tracks over-all inventory across the facility
●​ Grouping Analysis
●​ Categorize products for sales analysis and inventory

Item Indents and Issues

●​ Damage Occurrence
●​ Supplier Returns
●​ Industry Application
-​ Distribution on retails
-​ Commercialization
●​ Monitoring

Re-order Level

●​ Reorder Level
-​ Baseline / Marker
-​ Minimum quantity of an item that a company has in stock, so when the stock
reaches the minimum quantity stated, item must be then re-ordered (purchase
order/ production order)
●​ Min / Max Inventory Ordering Method
-​ A basic re-ordering method implemented in many ERPs and other inventory
management software
-​ Allowable limits
●​ Min Value
-​ representative of a stock level that prompts a re-order
●​ Max Value
-​ representative of a new targeted stock level that follows the re-order
●​ "Economic Order Quantity" (EDQ)
-​ is main difference between min/max values
ENQUIRIES, QUOTATIONS, ORDERS, INVOICES, DOCUMENTS

●​ Enquiries
-​ Information about vendors, suppliers, and products

●​ Quotations
-​ Price, Sales, Payment Details, Taxations and Delivery

●​ Orders
-​ Stated intention, either spoken or written, to engage in a commercial transaction
for specific products or services

Purchase Order
-​ From a buyer's point of view, it expresses the intention to buy
Sales Order
-​ From a seller's point of view it expresses the intention to sell

●​ Invoices/Bill
-​ A 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

●​ Documents
-​ For any sale/purchase to take place, this needs to be created in order to enable a
quotation, order, invoice, tax forms, etc., to be used.
-​ Are statutory requirements to enable smooth transition of the processes involved
in successfully completing a sale/purchase.

COMPARISON OF “QUOTATION” AND “PREFERRED VENDOR” FOR EACH ITEM

Purchase Quotation

-​ Document for requesting prices and delivery information from a vendor before the
purchase order
Purchase Quotation Report
-​ Allows one to compare offers in order to pick the appropriate vendor for the purchase
scenario, then create the purchase order from the selected quotation

Preferred Vendors

●​ On-time performance
●​ Reasonable cost
●​ High quality products and services
●​ Fully licensed, bonded, insured
●​ Good business practices
PURCHASE REQUEST, ORDERS CREATION, AND APPROVAL PROCESS

Purchase Request/ Requisition

-​ Document that notifies the purchasing department that certain items or services need to
be replenished
-​ Stipulates a timeframe and required quantities for the items requested
-​ Contains authorization to acquire assets

Purchase Orders
-​ Document which records a business transaction between the buyer and the seller. A
buyer issues his order, and upon seller acceptance of order, a legally binding contract is
created between the parties

Simple Purchase Order will Identify the following Basic Elements:

1.​ Buyer
-​ name, address, and contact info of party giving money for goods

2.​ Seller
-​ name, address, and contact info of party receiving money for goods

3.​ Order Number

-​ a unique ID number to track each business transaction

4.​ Item Description

-​ details, quantity of goods, cost per unit, and total price of goods

5.​ Shipping Address

-​ where the goods will be shipped

6.​ Shipping Date

-​ when the goods will be delivered to the final location

7.​ Billing Address

-​ location of where the invoice should be sent so the “Buyer” can pay

8.​ Signature
-​ signature of Buyer offering to buy and signature of “Seller” accepting

9.​ Order Date

-​ when the business transaction occurred

Approval Process

Originator
-​ Person who creates the document, either a purchase request or order
-​ If the document fails to meet the requisites for an approval, he/she is notified that the
document needs approval, then document is temporarily saved as a draft

Messages/Alerts Overview window

-​ An internal request is immediately sent to the first approval stage when the approval
process is launched
PURCHASE ORDER VS. PURCHASE VENDOR

Differences Between Purchase Orders and Purchase Requisitions

Purchase Requisition Purchase Order

What it does Creates an internal request to Places an order with a vendor

approve a purchase

Who issues it Individual employees or Procurement or purchasing

teams teams

Who it's sent to Internal purchasing or The vendor's procurement or

procurement teams administrative team

What it contains ●​ Unique requisition ●​ Unique PO number

number ●​ Creation date
●​ Name and department ●​ Item description
of requester ●​ Quantity
●​ Creation date ●​ Actual price
●​ Item description ●​ Delivery instructions
●​ Quantity ●​ Payment terms
●​ Expected price ●​ Shipping and billing
addresses

RECEIVING OF GRN FULL/PARTIAL ITEMS, FREE ITEMS, AND TRACKING

●​ Signing for Deliveries

●​ Refusing of Delivery
●​ Record Retention (Receiving Department)
●​ Inspecting a Shipment
●​ Partial Deliveries (Purchasing Agent)
●​ Tracking of Goods (Serial or Batch)

PURCHASE RETURNS ALONG WITH RETURNABLE/NON-RETURNABLE GATE PASS

●​ MMS can be configured to track returnable and non-returnable items of inventory or

equipment.
●​ It can also monitor due dates for returnable items, and provide detailed reports about the
status of different inventory items.
●​ Defective or substandard quality goods, incorrect order delivery, and deterioration
among inventory purchased and sold are usually common in business, and they may
lead to purchase or sales returns.
●​ When purchased goods are returned, the MMS updates inventory levels to reflect the
decrease in quantity.

Returnable Gate Pass

-​ is issued for a temporary movement
Non-returnable Gate Pass
-​ is given for permanent movement
CONSIGNMENT STOCK RECEIPT, CONSUMPTION AND REGULARIZATION

Consignment
-​ The vendor or consignor issues materials to the receiver or consignee, and these
materials are stored on the consignee's premises.

●​ Vendor
-​ maintains legal ownership until such materials are removed from consignment
stores
●​ Invoice
-​ is due at predetermined intervals such as monthly

EXPIRED STOCK AND QUARANTINE

●​ Expired Stocks / Inventory

●​ Quarantine Stocks
●​ Goods can no longer be utilized

DRUGS AND CONSUMABLE ISSUES AND 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%.

●​ Material Management Systems become advantageous

-​ Provides an overview of the entire institution's purchasing and inventory control
processes, decision makers can have more reliable information and can monitor
the bigger picture.

LIFO, FIFO, FEFO ISSUES METHODS

1.​ First In, First Out (FIFO)

-​ Inventory items are sold in the order they are purchased
-​ Most common technique

2.​ Last In, First Out (LIFO)

-​ Last to enter the system are sold first
-​ Common among non-perishable items like petroleum, minerals, and metals

3.​ First Expired, First Out (FEFO)

-​ Materials are sold based on the date they should be consumed, regardless of
when it was purchased.

GENERIC TAX FORMULA CONFIGURATIONS

●​ MMS usually allow tax rates to be defined internally via tax codes, or imported from an
external source.
●​ Tax configurations are usually accounted for on a per country basis.
●​ The automatic calculation of the tax dues during the purchasing process makes the
process less susceptible to clerical errors.

The following taxes can usually be processed while posting documents:

1.​ Tax on sales and purchases

2.​ Additional taxes like VAT
3.​ Sales and Use tax, as in USA
4.​ Withholding tax, like income tax in India
PERIODIC PHYSICAL STOCK TAKING AND ADJUSTMENTS

Inventory count
-​ 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.

Businesses may use several different tactics to minimize the disruption caused by
physical inventory:

1.​ Inventory services provide labor and automation to quickly count inventory and minimize
shutdown time.
2.​ Inventory control system software can speed the physical inventory process.
3.​ A perpetual inventory system tracks the receipt and use of inventory, and calculates the
quantity on hand
4.​ Cycle counting, an alternative to physical inventory, may be less disruptive

Barcode and RFID

-​ are supplementary technologies that can be used in combination with the Material
Management System in order to have more accurate and less burdensome inventory
counts.