Two-Bin Kanban: Supply Management Inpatient Staff

Two-Bin Kanban: Supply Management Inpatient Staff

Objectives Understanding of the purpose of the Tecsys Two-Bin Kanban system Understand what is changing from the current state Understand the two-Phase change process Understand the nurse's role in the new processes Understanding how to escalate unit-specific issues/questions

What is Tecsys Point of Use A supply scanning system used to track patient supplies in the department Tecsys Point of Use system enables you to ensure you have the right supplies, in the right place, at the right time.

Why are we changing? Improved integration of systems *Replacing our current system, Optiflex *Part of a bigger project called Workday *This project will help create more integration between many of our systems, including eStar, in late 2022 Improved communication regarding supply needs Improved insight into PAR levels that need to be adjusted *Future state will include automatic notification to the service center of supply needs in department *Current state – call service center for immediate needs *Par levels are split into two equal parts – primary & secondary bins *Movement of white/ primary tag indicates half-way through PAR inventory Improved time/process steps to locate needed supplies when out of stock *Future state – Smartboard panel will allow you to quickly and easily search nearby locations for supplies

Rollout Process Phase 1 Includes installation of hardware only Bins, Static Kanban Boards, and Tags Requires a manual process for moving tags from bins to Kanban board as supplies run out Tag movement initiates the replenishment process Still requires staff to call for critically low supplies Phase 2 Includes software go-live Software go live will include: RFID boards* that will automatically notify the service center of supply need Scanning of some chargeable items Training plans and rollout timelines to be communicated soon *RFID boards delayed until 2023 due to global supply chain issues

Color Families Supplies are organized into colored categories Standardized across the Hospital!

Corresponding Wall Signs, Bins, & Tags Wall signs/color families correspond to Bin labels Bin labels/color families correspond to bin tags

Phase 1 Rollout: Key Points Each Supply has Primary bins (White tags) and Secondary bins (Red tags) Take supplies from Primary Bin first Note: supplies may be organized with all primary bins in front of all secondary bins. Move white tag to Kanban board when primary bin runs out Take supplies from Secondary Bin last Move Red tag to Kanban board when secondary bin runs out

Phase 1 Rollout: Key Points Do NOT move bins around. Instead, escalate to unit leadership any requests/concerns. Blue Bins are for Service Center staff only – do not place tags in bins Continue to call service center for supplies needed immediately

Go-Live Date & Next Steps Phase 1 Go-Live date: ENTER DATE Next Steps: Review Education Flyer here Know who your unit point people are Enter names of identified staff/leaders Visit other units already live (implementation schedule here) Look for future communication regarding software training (Fall ‘22) Tecsys Implementation Website: https://vumc.org/pou

Questions?

Appendix: Phase 2 Coming Fall 2022 Tecsys Software Go-Live Identification of Tecsys Super Users Online training in Learning Exchange for staff Installation of RFID Smartboards* RFID tags immediately send replenishment request Include a smart panel to search nearby locations for product Future state video here *RFID boards delayed until 2023 due to global supply chain issues