Data Cleansing in Your MMIS Or… From “Garbage In – Garbage Out” To Valuable, Actionable...
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Data Cleansing in Your MMIS Or… From “Garbage In – Garbage Out” To Valuable, Actionable Information
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Transcript of Data Cleansing in Your MMIS Or… From “Garbage In – Garbage Out” To Valuable, Actionable...
Data Cleansing in Your MMIS
Or…From “Garbage In – Garbage Out”
ToValuable, Actionable Information
Presenters
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
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
Caritas Christi Health Care System– 6 hospital system
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
Brockton Hospital– Standalone community
hospital– 268 total beds– Meditech for MMIS
Why Cleanse Your Data?
Who is impacted by bad data? Improve data quality to allow… Why do it?
Who is Impacted by Bad Data?
End users/customers Purchasing staff Contracting staff Vendor Receiving
Accounts Payable Decision Support Patient Billing GPO IDN
Improve Data Quality to Allow…
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…
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?
To streamline EDI transactions Provide pricing validation Maximize Tier pricing and contract
qualification Access contracts quicker IDN vs. individual hospital pricing
Why Do It?
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?
Item Master file Vendor Master file Manufacturer file Category file Contract file
What Drove Us to Cleanse?
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?
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?
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?
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?
GHX/Neoforma Cardinal Health CapGemini ECRI Internal Resources
Obstacles to Moving Forward
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
What standards to use?– IDN: Caritas Christi Health Care System– Resources needed to keep data current and clean
Caritas Christi Health Care System
Pre-2003– 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
2003– Implemented Meditech Materials Management
module– Moved to a single item file database for hospitals– Central Purchasing implemented
Caritas Christi Health Care System
Experience Pre-2003 Go Live– Round One of Data Cleansing
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
Problems Found after Round One Clean-Up– 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
Problems Found in Round One Clean-Up– 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
Data Cleansing Round Two– Needed to resolve these issues– Involved Neoforma– Develop a mechanism to ensure quality and
accuracy are maintained going forward Item Add/Edit Template
Brockton Hospital
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?
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?
CapGemini = $$$$ Cardinal Health GHX
Settled on GHX since they are our eCommerce partner
Process
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
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
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?
How do you keep it clean? Policies and procedures “Cleanser Contracted Maintenance” Limiting Access to the Item Master
Caritas Christi Health Care System
Comments/Instructions Vendor #
Meditech # Vendor Name
Description Vendor Catalog #
Common Name UOP
Category Cost/UOP
EOC Manufacturer
Packaging Manufacturer Catalog #
Contract
Required Data for Item Adds/Edits
Item File Management
Action Responsibility FrequencyMonitor and research pricing discrepancies greater than 5%
Buyers Daily
Consolidate and enter requests for the addition of new item file products. Check to ensure items contain the following details:
Noun based item descriptionCorrectly assigned vendor nameUnderlying manufacturer information for
supplies bought through distributionUnit of Measure and related conversion
factor detailsConforming spend categoriesContract identifiers
Item Master Administrator
Weekly
Item File Management
Action Responsibility FrequencyMonitor contracts expiring in the next 90 days to identify alternative products or contracts.
Track and report on Key Performance Indicators
Contract Administrator
Item Master Administrator(s)
Monthly
Item File Management
Action Responsibility FrequencyMine purchase history file for frequently purchased special orders (off-item file) that should be added to the item file.
Inactive products with no 18-month history that do not reside in inventory or on physician preference cards.
Evaluate product and vendor consolidation opportunities.
Item Master Administrator(s)
Item Master Administrator(s)
DMM/Buyer(s)
Quarterly
Who Benefits from High Quality Data?
End users Purchasing Contracting Vendors Accounts Payable Decision Support Patient Billing Administration/Finance
Questions?
