Transcript Management Development Training Program: Labor Relations

Education
Research
Patient
Care
Welcome
Materials & Supply Chain Management
A Solutions Driven Department
Our philosophy is to use a team approach
that involves our customers.
Coming Together is a Beginning...
Keeping Together is Progress...
Working Together is Success.
Our Materials & Supply Chain Team is
Ready to Serve You
MISSION STATEMENT
Materials & Supply Chain Management (MSCM)
The Friendship of Those We Serve is the
Foundation of Our Progress.
Jack Ferraro
860-679-1927
University Director and
State of Connecticut
RML Officer
Materials, Supply Chain,
Property & Resource
Management
Materials & Supply Chain Management is
dedicated to advancing the Health Center’s
academic, research and clinical care objectives
by providing the Health Center community with
expert, efficient, cost effective and compliant
Supply Chain Logistics, distribution, inventory,
property management, records retention,
shipping and receiving services. Working
together, we will tap into our collective power
and experience to offer a diverse perspective
from our various Hospital and Clinical
departments, challenge current practices,
promote innovative solutions, and advance the
University of Connecticut Health Center/John
Dempsey Hospital to the next generation of
Supply Chain optimization and savings.
The Friendship of Those We
Serve is the Foundation of Our
Progress. Our philosophy is to
use a team approach that
involves our customers.
Our Materials & Supply Chain Team is
Ready to Serve You
Property & Materials Management
•Capital Assets
•Moving & Storage
•Records Retention
•Surplus Property
•UCHC Fleet Operations
•Vendor Management/Tracking
Business & Finance Services
Jeff Boyko
860-679-1955
Assistant Director and
Business/Finance Manager
Office of Property &
Materials Management
• Clinical Supply Chain
• Supply Chain Management
• Warehousing
• Inventory Control
The Friendship of Those We Serve is the
Foundation of Our Progress. Our
philosophy is to use a team approach that
involves our customers.
UCHC/JDH/UMG/SODM
Our Materials & Supply Chain Team is
Ready to Serve You
Materials Logistics Services
Central Distribution
Central Mail Services
Central Receiving Services
Central Shipping Services
Fleet & Motor Pool Services
Messenger & Courier
MLS Systems Administration
Adam Mike
860-679-3255
UCHC Materials Logistics
& Systems Supervisor
State of Connecticut ARML Officer
Barcode/RF Applications
Desktop Shipping
e-Portal Materials Mgmt.
PAR Distribution System
Receiving & Shipping
Records Storage/Retrieval
Q-Sight/PAR
UCHC/JDH/UMG/SODM
Our Materials & Supply Chain Team is
Ready to Serve You
Providing Clinical Materials
Expertise and Support
Serving the Hospital
PAR Inventory
Clinics
OR
FSC
JDH/UMG/SODM
Dan Hannon
860-679-2740
Medical Materials Supervisor
Clinical Supply Chain Liaison
Working together with Materials
Logistics, Materials Resource
Management, Value Analysis and
Purchasing Services; providing Clinical
Materials expertise and support for the
Hospital and Clinic Supply Chain needs.
Our Materials & Supply Chain Team is
Ready to Serve You
Materials Supply Chain &
Resource Management
Central Help Desk Services
e-Portal
Requisitioning
Sourcing
Vendor Management
Warehouse Services
Value Analysis and
Analytical Services
Karen Grady
860-679-2283
UCHC Resource Supervisor
Value Analysis Program Facilitator/Manager
Academic Offices
Clinics
Dental Clinic
Hospital
Pharmacy
Research
UMG
UCHC/JDH/UMG/SODM
Our Materials & Supply Chain Team is
Ready to Serve You
Central Warehouse Services
CMHC Supply Inventory Services
Chemical Supplies
Dental Supplies
Laboratory Supplies
Standardization Programs
Medical & Surgical Supplies
Office & Business Supplies
Office Seating
Don Carr
860-679-1965
Hours: 7:30 AM - 3:30 PM
Central Warehouse Supervisor
Materials & Resource Management
Our Materials & Supply Chain Team is
Ready to Serve You
The specific responsibilities
which must be maintained
by Inventory Control are:
Bill Murowsky
860-679-1952
Asset Control Officer
Property Management
• Update the equipment inventory
data file
• Reconcile the equipment
inventory data file to
expenditure information as
required by State Auditors
• Conduct physical inventories as
required
• New Acquisition Control (tag
and inventory)
• Loss Reporting
Materials & Supply Chain Management
Policy Summary
Objective
Customer service oriented focus
Responsible for proper placement & distribution of all
items within the inventory formulary
Responsible for maintaining & monitoring inventories in:
University
Hospital
Clinical Enterprise
Follow the “materials management control concept”
Provide for follow established procedures for the
evaluation & trial of new equipment & supplies
Materials & Supply Chain Management
Policy Summary
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Responsibilities
Management of University’s supply process including
– Acquisition
– Distribution
– Control
– Disposal/termination
– PAR Inventory Systems
Acquisitions are completed in a fair & equitable manner
Materials are received, managed & accounted for
Distribution of materials is handled in a safe, timely & efficient
manner
Surplus equipment & supplies are re-used, recycled, or disposed of
safely & economically
Materials & Supply Chain Management
Policy Summary
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Responsibilities
Business & partnerships are explored that support
the Health Center’s strategic direction
The University customer can rely on the Materials
Management Department for expert assistance &
consultation on their supply chain needs
Customers receive timely communication &
information relating to University materials services
& product market
Monitor & evaluate the quality of customer service
Materials & Supply Chain Management
Service Areas
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Capital Assets
Update the equipment inventory data file
Reconcile the equipment inventory data file to
expenditure information
Conduct physical inventories as required
New Acquisition Control (tag & inventory)
Loss Reporting
Materials & Supply Chain Management
Logistics Areas
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Central Distribution Services
Provide shipping, freight, and customs services
Provide central shipping and receiving
Provide campus distribution services (supply pick-up &
delivery services)
Provide mail, courier and messenger services
Provide internal and external mail pick-up and
distribution
Sort outgoing and incoming mail
Meter all external mail
Manage Hospital PAR inventory and distribution
Materials & Supply Chain Management
Service Areas
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Motor Pool & Fleet Operations
Maintains a fleet of passenger vehicles, vans,
and trucks, for lease to all Health Center
departments and affiliated State Agencies
Vehicles are available for daily rental or monthly
leases
Special Event Bus/Transportation Program for
all Health Center departments and affiliated
State Agencies
Materials & Supply Chain Management
Service Areas
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Supply Chain
Source and expedite orders
Develop and manage supplier relationships
Consult with University customers, assist in
contract negotiation process and assist in the
preparation and completion of contract
documents
Value Analysis and Product Standards
Evaluation and Trial of new equipment and
supplies
Materials & Supply Chain Management
Service Areas
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Value Analysis: Vendor Contact
A vendor contacts Material Management when they
want to present their product
Value Analysis Manager evaluates the product for
patient safety, new technology or savings
Value Analysis Manager verifies if a like product exists in
the system and if there is, will compare the two products
Value Analysis Manager will contact the department to
explore if there is an interest; if there is will arrange
contact between vendor and department
Material Management will communicate to vendor the
decision of the department or Value Analysis Committee
Materials & Supply Chain Management
Service Areas
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Value Analysis: Needed Product Is Identified
Surgeon or Unit Nurse Manager faxes Materials
Manager with product needed
Materials Manager determines if product is available
If its use is urgent a purchase requisition is entered
into FRS, the Material Manager will notify Surgeon or
Unit Nurse Manager and will expedite to ensure it is
received as required
If product use is not urgent or is requested to be a
stocking item, the Surgeon or Unit Nurse Manager
completes a product release form
Materials & Supply Chain Management
Service Areas
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Value Analysis: Needed Product Is Identified
Submits it to Materials Management
The Value Analysis Manager reviews existing
contracts for product
A financial analysis is prepared
The vendor is contacted to set up parameter for a
trial
When product is trialed, an evaluation form is
completed by users
The analysis and trial results are presented to the
Value Analysis Committee for approval
Materials & Supply Chain Management
Service Areas
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Warehouse Services
Provide short term and long term warehouse
storage
Manage central inventory
Coordinate the surplus supply and equipment
credit/ exchange and disposal programs
CMHC PAR Inventory Services
E-Portal Web Orders System
An online procurement system
http://opa.uchc.edu/a_mm_web/eportal_weborders.htm
Materials & Supply Chain Management
Forms
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Employee Directory Form
Property Administration Forms
Surplus Property
Move Requests
Records Retention
Materials Management/Value Analysis Forms
Warehouse Catalogs
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Chemical Supply
Dental Supply
Lab Supply
Medical Warehouse
Medical Satellite Room
Office & Housekeeping Supply
Photo Supply
Suture Supply
General Information
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Help Desk – Central Distribution Services: (West Dock)
679-1958
Help Desk – Central Warehouse Services:
679-1965
Help Desk – Capital Assets, Inventory Control
679-1952
Healthcare Industry Representative
Vendor Tracking System
Easy Lobby Tracking System
Healthcare Industry Representative
Vendor Tracking
Healthcare Industry Representative Notice Dear Healthcare Industry Representative, We are committed to providing the best patient care
available to our patients. As a healthcare industry representative, you are an integral part of this process and it is a priority of ours to ensure
that we, and our vendors, are compliant with hospital policy and industry standards.
The University of Connecticut Health Center/John Dempsey Hospital is requiring that you provide documentation that you will abide by our
standards for environmental health, safety, privacy and quality.
In order to assist our hospital with credentialing all vendor representatives in the most efficient way, we have partnered with Vendormate
(www.uchc.vendormate.com). Vendormate provides an internet based service that will allow our vendors and hospital departments to
navigate our compliance goals in an efficient, easy and comprehensive manner. Please go to www.uchc.vendormate.com, register, and
begin completing your profile and submitting the required compliance documentation for our review. If you have already registered with
Vendormate due to your working relationship with other hospitals, you do not need to register again. However, you do need to log-in to your
account and ensure compliance with The University of Connecticut Health Center/John Dempsey Hospital policies, by selecting the
respective facility and submitting the appropriate documents.
It is required that all vendors successfully register and complete the vendor approval process on www.uchc.vendormate.com. This must
be completed before you will be able to enter any of our hospital departments. Failure to do so will result in an automatic revocation of
current visitation privileges. Once you have completed your profile and uploaded your compliance documentation, Vendormate will then
review your information and ensure the completion of your user profile. http://www.vendormate.com/
If you have not already registered for Vendormate, be sure to visit www.uchc.vendormate.com today and begin becoming compliant with
The University of Connecticut Health Center/John Dempsey Hospital vendor policies and procedures.
If you have already registered for Vendormate, due to your working relationship with another participating Vendormate hospital, you do not
need to register again. However, you do need to log-in to your account and ensure compliance with The University of Connecticut Health
Center/John Dempsey Hospital. click here to register today
Sales Representatives or Contractors requesting access to the University of Connecticut Health Center (UCHC) Campus must submit, for
approval, a completed “Background Information Sheet” form. This is necessary to comply with Public Safety Department requirements.
Please see the linked Policy and Procedure and attached form. click here to view policy and procedure
Once you have submitted all of the required credentials and a photo for your badge, you will receive 'approved' vendor status for UCHC. Be
sure to visit www.uchc.vendormate.com with any questions or call 1-888-476-0377. We look forward to continuing to work with you.
Please note that all vendors must be part of the Vendormate compliance network.
Thank you for your cooperation and compliance,
Vendor Tracking Steps
Step 5
Vendor
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Step 2
Vendor
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If approved, the vendor is notified
via email and added to the facility’s
list of approved vendors.
Vendormate will address compliance
documents that are considered time
sensitive and require annual renewal
with the vendor to help expedite their
clearance process.
Hospital is notified of any vendor
non-compliance.
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Step 4
Vendor
1.
The hospital manager consults
with co-workers and physicians to
determine if the vendor’s request
is accepted or rejected.
Vendor logs onto Vendormate
to create their account.
Vendor faxes and/or uploads the hospital’s
required compliance documentation to
Vendormate.
Vendormate agent assists, organizes and
confirms the validity of the submitted
documentation.
Vendor submits certification
request to hospital.
Step 3
Vendor
1.
The appropriate person from the
hospital receives the vendor
certification request, then reviews
their profile and compliance
documentation.
Hall Pass Assigned to Vendor
Representative
Hall Pass includes a picture of the
vendor along with the date, time,
vendor name, UCHC Logo, and
the department, contact or
physician they are there to see
that day. Badge also is time
expiring; after 12+ hours the
badge becomes invalid and is
visibly “Expired”, showing a red
stop sign.