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Hillel Yaffe Medical Center – Snap & Go Testimonials

Hillel Yaffe Medical Center – Snap & Go Testimonials

Videos, Case Study

Listen to Drora Ben Michael-Winkar, Deputy Chief Operating Officer and Inbar Weitzman, Head of Surgical Nursing, as they share their personal experience with Snap&Go technology.

What is the most important thing to have in the system?

“This is the first time we are using a system that documents all the items we use in surgery. Operating rooms are our most expensive “product line.” And until today, we don’t fully know what was going on. The system must be user-friendly. The system must work quickly, with a minimum time of expensive nursing staff. We can quickly replenish all items and document everything in patients’ records like regulations require. This equipment, which is the bulk of equipment in a large organization like a hospital, needs to be managed much, much more precisely and save time on manual labor.”

What is the advantage of the system?

“Everything is saved. I see the photos. If there’s a mistake, I can cancel. Everything is saved in the patient’s record. There wasn’t a connection between the patient’s record and the implant and this system enables it simple and easy. It’s important for the patient and for the future. It’s the Ministry of Health’s regulations that we know what was used and if there is an item that is recalled it’s easy to find.”
“It’s revolutionary in my opinion. The greatest advantage is the logistics. Stock management in a department that sees millions of Shekels worth of products that in reality, no one knows what happens to these items. We can know if a surgical procedure was very expensive or if a surgeon’s procedures are overly expensive and someone can ask him to explain. . . . Today, I don’t have this information. And what about the stock that was ordered and just sits on the shelves? Stock that has expired or not managed correctly. . . . . .. A very large part of our budget goes to surgical supplies and we’d like to manage it better.”
“In the broader picture of the whole hospital, we’d like to know the true costs of all our activities. . . . How to better budget surgeries, how much the procedure cost? As a director, this is very important to me.
The operating room has been a real “black hole.” We stock them with supplies and don’t know what is used and what is not.”

What was before the system was installed?

“Often, we have situations in which we are missing items because the Material management employee just comes and looks at the shelves and sometimes misses things. We’ve even had to call him in at night. In the past, they tried to implement systems for tracking and reporting. They were not easy to use and the staff did not cooperate.”
“All the experiments failed – big time! The usage reporting was near zero. We had huge discrepancies in stock management and we stopped using them. This time, this very user-friendly system easily allows us to reach almost 100% reporting . . . . 96, 97%. This system is excellent! Easy to photograph each item. It reports correctly and, in the background, computers handle everything.”

How does the system adapt to the current workflow?

“It’s not dependent on our ERP system. If an SKU does not match our master records, the item is transferred to another folder, not to stop the flow of data. It knows how to connect the implant manufacturer’s catalog number with our internal SKU, and in our case, also with the GPO’s SKU.
The system reports items that could not be paired and our Materials coordinator quickly fixes them. We have 10 operating rooms. We added the devices to all rooms on the same day, at the same time they all began reporting immediately. It took three days, because we have a large staff, to train everyone, and afterward there were very few problems.”

“We’ve been working with IDENTI for 4 years, I believe. We introduced several devices into our operating rooms that effectively improved our inventory management from end to end. . . . Everything is reported automatically to our suppliers; they replenish on time. We’ve reduced time and effort to zero – REALLY ZERO..”

Hillel Yaffe Medical Center Case Study for Snap & Go

INNOVATIVE MEDICAL SENSING SOLUTIONS

 Usage capture at point-of-use

Tissue and implant tracking

Medical supplies replenishment

Full control over narcotics and medications

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FAQ

Snap & Go is an easy-to-use system that enables medical product identification and charge capture through image recognition technology.

Full UDI information is digitally populated in the hospital’s EMR/ERP/MMIS systems: manufacturer’s name, ref no., batch\lot no., expiration date, and serial number as required by FDA regulations.

SNAP&GO™ Patent-protected image recognition technology
SNAP&GO™
Patent-protected image recognition technology

 

Snap & Go helps reduce sentinel events by providing safety alerts of expired and recalled items at the point of care, including external inventory. 

Visual proof of use is documented automatically as part of the charge/data capture process. The platform, powered by AI and machine learning, maintains a daily-updated global manufacturer catalog list database including UDI and UPN raw data, which enables the automatic charting of items used during a procedure. 

When the system cannot identify an item a remote human back-office team updates the missing information and corrects “bad data” on the fly, to enhance the integrity of items registered in the hospital item master and to provide more than 99% reading accuracy. Relieving the clinical team of time-consuming data entry and obtaining more precise surgery costs means capturing lost revenue through accurate charge-capture, better forecast planning and timely reimbursement.

Kanban for Healthcare offers a reliable and efficient supply management method that helps hospital replenish their medical inventory while reducing waste and avoiding counting errors.

When the method is applied, RFID technology is incorporated to provide automatic re-order. There is a wide range of solutions that differ in the amount of involvement required by the medical staff. The most autonomous solution is the wireless and smart weighing bin by IDENTI Medical, which offers a portable scale with a digital display that automatically creates an inventory order according to the weight of the items inside the bin. 

The GS1 (Global Standards 1) recently adopted a new standard for item identification that permits for the use of one of two methods to obtain GS1 compliance: barcoding or UHF RFID.

Several multinational medical suppliers, including Johnson & Johnson and Boston Scientific, have opted to use UHF RFID and are now in the process of tagging all their products accordingly.

IDENTI Medical provides a complete solution for the next generation of Smart Cabinets that includes advanced UHF RFID embedded in the cabinet and a seamless connection to cloud services and business intelligence-based management software, connecting all stakeholders in the medical supply chain.

RFID Smart Cabinet for hospitals is an automated inventory system developed to helps cath labs, neurosurgery, ophthalmology, EP labs, orthopedics, plastic surgery, gastro and many more operation rooms with their medical inventory management.

The technology tracks at individual item level tagged items stored inside the cabinet, including batch numbers and expiration dates.

The most advanced smart cabinets incorporate a new generation of ultra-high frequency (UHF) RFID tags that are capable of transmitting longer and can be covered by multiple antennas. This enables every stocked item to be read, no matter the size or placement of the items within the cabinet.

TOTAL-SENSE-smart cabinet
TOTAL-SENSE-smart cabinet

 

Specialization in such technology requires in-depth knowledge of RFID technology, its capabilities, and applications. IDENTI Medical is one of a few companies that has managed to provide the high level of accuracy required in the medical sector.

The UDI system was intended to provide easier traceability of medical devices, reduce safety errors, to fight against falsified devices, and eventually significantly improve the effectiveness of operational inventory management and waste. There are many options to record UDI data in hospitals, but today, many medical centers chose to capture UDI information through image recognition technology. The technology, which is fully utilized in various industries, has proven to be efficient and accurate because it decodes a digital image of the product without the need to rely on external tagging or a limited barcode structure. Hence the technology can pull all the relevant information—manufacturer number, serial number, batch number, expiration date—directly from the product label without human involvement, and to populate all the hospital’s software systems.

Healthcare inventory management, or supply chain management is an inclusive term for the group of processes by which healthcare providers are able to perform perpetual inventory tracking, purchases, orders, payments, and more.  The main goal in implementing such systems in large and decentralized organizations is the ability to manage medical inventory in a single centralized management software that can synchronize all internal inventory management processes automatically, to save human resources and avoid revenue losses. One of the biggest problems in recent years is the amount of time and effort required from clinical teams. Today the goal is to develop semi-autonomous systems that do not burden the medical staff with these administrative tasks.

Smart cabinets are an automatic method for managing medical inventory in healthcare organizations, which enable digital tracking and full transparency of implants, tissue and medical devices. Smart cabinets, which are based on RFID technology, can manage inventory at the item level and therefore becomes the most appropriate method for transitioning into consignment stock management. UHF RFID is the most up-to-date and accurate technology for this task due to its ability to accurately read the tags on the product regardless of the angle, orientation, or type of product.

Expiration date management is a protocol which is used to ensure that surgical inventory is safe and proper before being used on a patient. Expired products have the potential to harm or cause detriment to a patient’s health. While the importance of removing expired products and supplies from hospital inventory may seem obvious, 7% to 10% of products expired sit on hospital shelves. Hospitals over the years have tried to address the problem by applying automated expiration date solutions, but the real problem begins when expiring products that were not in the original inventory planning and do not undergo validation reach the operating room theatre—emergencies that require immediate products, products that come directly from the supplier, products taken from other kits are most likely to use expired products. It is therefore important to implement an expiration validity solution that addresses these cases as well. Expiration date management is a problem for many hospitals because they continue to rely on manual processes that slow down their staff and leave too much room for error.

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