Transcript Data Cleansing in Your MMIS

Data Cleansing in Your MMIS
Or…
From “Garbage In – Garbage Out”
To
Valuable, Actionable Information
Presenters
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John G. Hayes, Director of Materials
Management, Caritas St. Elizabeth’s Medical
Center
John P. Walsh, Information Systems
Coordinator, Caritas Christi Health Care
Eric D. Berger, Director of Materials
Management, Northeast Health System
Agenda
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Facility Background
Why Cleanse Your Data?
Who Benefits from Cleansed Data?
What Gets Cleansed?
Who Can Help Me?
Obstacles to Moving Forward
Our Stories
So It’s Clean…Now What?
Questions
Facility Background
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Caritas Christi Health Care System
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6 hospital system
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Caritas Holy Family (Methuen)
Caritas St. Elizabeth’s Medical Center
(Boston)
Caritas Carney Hospital (Dorchester)
Caritas Norwood Hospital (Norwood)
Caritas Good Samaritan Medical Center
(Brockton)
St. Anne’s Hospital (Fall River)
1552 total beds
Meditech for MMIS
Facility Background
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Brockton Hospital
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Standalone community
hospital
268 total beds
Meditech for MMIS
Why Cleanse Your Data?
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Who is impacted by bad data?
Improve data quality to allow…
Why do it?
Who is Impacted by Bad Data?
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End users/customers
Purchasing staff
Contracting staff
Vendor
Receiving
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Accounts Payable
Decision Support
Patient Billing
GPO
IDN
Improve Data Quality to Allow…
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End users – to requisition the right items
Purchasing – to order the right items
Contracting – to quickly determine the impact
of new contracts
Vendors – to process orders without dubious
data
Receiving –to receive the right item in the
correct Unit of Measure
Improve Data Quality to Allow…
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AP/Vendor AR – more accurate invoicing with less
reconciliation
Decision Support – to more easily answer the
question “Is this procedure profitable?”
Patient Billing – to know the supply cost before
mark-up
GPO – volume purchase data and rebate tracking
IDN – item standardization and usage aggregation
Why Do It?
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To streamline EDI transactions
Provide pricing validation
Maximize Tier pricing and contract
qualification
Access contracts quicker
IDN vs. individual hospital pricing
Why Do It?
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Level the field with vendors
Audit rebates given by manufacturers
Improve accuracy/timeliness of patient billing
Reduce manual processing of transactions
Provides confidence and credibility
What Files Get Cleansed?
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Item Master file
Vendor Master file
Manufacturer file
Category file
Contract file
What Drove Us to Cleanse?
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Duplicate items in the system
Duplicate vendors
Innumerable duplicate and unrecognizable
manufacturers
Pricing information that was not current
Multiple prices by hospital for the same item
Obsolete items in the database
What Drove Us to Cleanse?
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Packaging strings that were not consistent
with manufacturer strings
Vendor and manufacturer catalog numbers
were either missing or incorrect
Expense object codes and item categories
were either missing, incorrect or inconsistent
with the actual items
What Drove Us to Cleanse?
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Descriptions or naming conventions were not
consistent and items were often misnamed
End users had a difficult time locating items
in the databases or identifying what the items
were from the information that we had in the
database
Communications of changes to the end users
were limited
What Fields Get Cleansed?
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Item Descriptions
Vendors
Vendor Catalog Numbers
Manufacturers
Manufacturer Catalog Numbers
Packaging Strings
Expense Object Codes
Item Categories
Is it a Matter of “Why” or “Why
Not”?
Who Can Help Me?
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GHX/Neoforma
Cardinal Health
CapGemini
ECRI
Internal Resources
Obstacles to Moving Forward
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Cost
Benefit – soft vs. hard dollar savings
Scope of work
Availability of internal resources
Ability to get the clean information back into
your system
Our Stories…
Caritas Christi Health Care System
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What standards to use?
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IDN: Caritas Christi Health Care System
Resources needed to keep data current and clean
Caritas Christi Health Care System
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Pre-2003
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6 hospitals
6 separate databases
Contract pricing loaded differently at each hospital
Vendor selection not standard
Data elements different
Descriptions of product different
Difficult to extract data for pricing comparisons within
system
Difficult to extract data for contract pricing analysis for
system opportunities
Caritas Christi Health Care System
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2003
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Implemented Meditech Materials Management
module
Moved to a single item file database for hospitals
Central Purchasing implemented
Caritas Christi Health Care System
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Experience Pre-2003 Go Live
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Round One of Data Cleansing
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Contracted with an external vendor
Loaded files
Had many corrupt data fields
Materials Management team assembled to target key
vendor data for editing
Went live on target date of January 1, 2003
Caritas Christi Health Care System
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Problems Found after Round One Clean-Up
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12,787 items had not been purchased in two or
more years and were slated for inactivation
833 items were discontinued
7,225 items needed an updated packaging string
3,939 items needed an updated vendor catalog
number
6,555 items needed an updated manufacturer
catalog number
Caritas Christi Health Care System
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Problems Found in Round One Clean-Up
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651 duplicate items were identified
22,207 items needed an updated product
description
22,207 items were given an UNSPSC category
201 duplicate vendors were identified
1,630 vendors needed updated address
information and/or name changes
Caritas Christi Health Care System
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Data Cleansing Round Two
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Needed to resolve these issues
Involved Neoforma
Develop a mechanism to ensure quality and
accuracy are maintained going forward
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Item Add/Edit Template
Brockton Hospital
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Contract evaluations would take hours and hours
because manufacturer information was incomplete
Couldn’t answer the question “how much did we
spend with Kendall in the last year?”
Needed a standardized way to categorize items
(UNSPSC)
Lack of training of end users in Search functionality
resulted in bad practices
How Bad Was the Data?
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25,000 “active” items in the Item File
6,400 items purchased in the last 2 years
6,400 items had the manufacturer and
catalog number information populated
NOT THE SAME 6,400
No method for adding “MISC” items to the
Item File
Where Did We Look?
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CapGemini = $$$$
Cardinal Health
GHX
Settled on GHX since they are our eCommerce
partner
Process
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Pulled Item File for items purchased in last
24 months
Pulled 12 month purchase history
Pulled vendor file
60 days later had cleansed data in an Excel
spreadsheet
Results
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Cleansed data still not loaded back into Meditech
Able to dramatically reduce time spent to identify
contract savings for current items
Where available, complete manufacturer information
Combined cleansed data with Premier electronic
capabilities to proactively Price Activate contracts
prior to contract start date
Able to proactively load contracts into Meditech for
pricing to be in place at the start of the contract and
for the pricing to be locked
Lessons Learned
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Watch the vendor’s ROI…soft vs. hard
dollars
Can’t upload cleansed data into our version
of Meditech
Need to validate the data that comes
back…not everything was correct coming
back because of how incomplete the
information was going out
So It’s Clean…Now What?
So It’s Clean…Now What?
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How do you keep it clean?
Policies and procedures
“Cleanser Contracted Maintenance”
Limiting Access to the Item Master
Caritas Christi Health Care System
Required Data for Item Adds/Edits
Comments/Instructions
Vendor #
Meditech #
Vendor Name
Description
Vendor Catalog #
Common Name
UOP
Category
Cost/UOP
EOC
Manufacturer
Packaging
Manufacturer Catalog #
Contract
Item File Management
Action
Monitor and research pricing
discrepancies greater than 5%
Consolidate and enter requests for the
addition of new item file products.
Check to ensure items contain the
following details:
 Noun
based item description
 Correctly assigned vendor name
 Underlying manufacturer information for
supplies bought through distribution
 Unit of Measure and related conversion
factor details
 Conforming spend categories
 Contract identifiers
Responsibility
Frequency
Buyers
Daily
Item Master
Administrator
Weekly
Item File Management
Action
Responsibility
Frequency
Monitor contracts expiring in the
next 90 days to identify
alternative products or contracts.
Contract Administrator
Monthly
Track and report on Key
Performance Indicators
Item Master
Administrator(s)
Item File Management
Action
Responsibility
Frequency
Mine purchase history file for
frequently purchased special
orders (off-item file) that should
be added to the item file.
Item Master
Administrator(s)
Quarterly
Inactive products with no 18month history that do not reside
in inventory or on physician
preference cards.
Item Master
Administrator(s)
Evaluate product and vendor
consolidation opportunities.
DMM/Buyer(s)
Who Benefits from High Quality Data?
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End users
Purchasing
Contracting
Vendors
Accounts Payable
Decision Support
Patient Billing
Administration/Finance
Questions?