Inventory Management Systems Guidance - GS1 UK

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Inventory managementsystems guidanceMay 2021

Inventory management systems guidanceContributorsNameOrganisationJackie PomroyJackie Pomroy ConsultancyMarc SaaimanSouth Tees Hospital NHS Foundation TrustJayne GreenUniversity Hospitals of Derby and Burton NHS Foundation TrustPeter SewellUniversity Hopsitals Plymouth NHS TrustPhilip LapishEast Suffolk and North Essex NHS Foundation TrustPaul AllenSalisbury NHS Foundation Trust, Great Western NHS Foundation TrustGeorge LawtonGS1 UKBen ClarkeGS1 UKCopyright informationThis document and all subject matter outlined within this document remain the copyright of GS1 UKLimited or contractors directly associated with it. Copyright covers all methodologies, analysis, approach,data modelling and project specifications outlined within this document, in part and in whole.About the Healthcare User Group (HUG)The HUG is made up of invited senior representatives from healthcare trade associations,providers, suppliers, solution and service companies, and other related organisations. Itspurpose is to promote the adoption of GS1 standards throughout UK health systems,its suppliers and partners, in line with necessary regulatory requirements.2

Inventory management systems guidanceThe objectives of the group are to: Drive adoption of standards across the NHS, starting with acute trusts in England, andextending to health systems in Northern Ireland, Wales and ScotlandSupport implementation of standards to identify every person, product and placeCreate a sharing and learning environmentOffer support and advice to regional groups implementing our standardsBe responsive to the evolving healthcare environmentProvide feedback and advice on GS1 UK’s healthcare plans and activityWork with regulatory and other bodies, to support national and international standardsactivityAct as the UK point of contact for the GS1 Global Healthcare Group and to providehealthcare related feedback into the Global Standards Management Process (GSMP)3

Inventory management systems guidanceContents1. Introduction5ForewordPurposeTarget audience5562. Approach6Principles of the GS1 System63. GS1 standards and inventory managementPurchase ordersReceiptingProduct recallIdentification and trackingExpiryStocktakingTransferNew productsBarcode managementPoint of care47778899101010114

Inventory management systems guidance1. Introduction1.1 ForewordGS1 is a not-for-profit, member-owned association, operating in more than 150 countries. The GS1vision is to enable organisations to speak the same language when it comes to identifying things,including people, products and places, capturing information at the point of interaction, sharing datathroughout a trust’s systems and processes from supplier to point of care/point of use.GS1 defines standards for healthcare in concert with the global healthcare industry. This includesglobally unique numbers, which are used in the identification of patients and caregivers, products,locations, and assets, anywhere within the global healthcare supply chain.These standards enable, among other things, the accurate scanning of medicines at the pharmacy,the recording of medical instruments used in a surgical procedure, and the location of equipment in ahospital that supports patient safety.GS1 understands the importance of having efficient and smooth-running supply chains for healthcare.Barcodes and identification technologies in hospitals are very important with huge patient-safetybenefits drawn from positively identifying patients, their interaction with caregivers, and the items usedin their treatment.Standards have been deployed successfully within healthcare around the globe to drive improvementsin patient care and safety, while at the same time reducing costs through improved efficiencies.The main benefit of implementing GS1 standards is improved patient safety, achieved through: Recording of information scanned at the point of useImproved traceabilityEnabling checks on usageFewer Never Events and critical errorsReduced administration errorsMore efficient processesBetter medicines managementSimplification and enhanced accuracy of order processing and receiptingGS1 standards are endorsed by the Department of Health and Social Care (DHSC), NHS Digital, NHSEngland, and the Medicines and Healthcare products Regulatory Agency (MHRA).1.2 PurposeThe purpose of this document is to provide healthcare organisations with the information required toinclude in a tender specification to enable the use of GS1 standards and not to specify the capability,or scope requirements of, an inventory management system (IMS).This document is produced and approved by the GS1 UK National Healthcare User Group. It is theknowledge of experts brought together in a working group to support the adoption of GS1 standardsin healthcare.55

Inventory management systems guidance1.3 Target audienceThis document is a reference guide to implementing GS1 standards as part of inventory managementsystem implementation in hospitals. It is intended for any hospital who wants to implement GS1standards to improve the traceability of products within the organisation and facilitate interoperabilityacross different parties and systems.It is important to recognise that the GS1 standards detailed in this document will enable traceabilityacross the associated healthcare landscape. As such, any function involved in the procurement, storing,clinical use, and recall of products, can benefit from their accurate identification using GS1 standards.This document is also intended for solution providers. In line with current drives to improve theconsistency, flexibility, and interoperability of technology across health and social care, all systemsdeveloped in house, commissioned, procured, or adopted, should be GS1 compliant (as applicable).The GS1 UK Compliance Specification for the NHS provides guidance for buyers and commissioners onwhat that really means, and how to ensure that new systems are GS1 compliant.New and existing systems will need to utilise the appropriate GS1 Identification Keys as either a primaryor secondary identifier for the required data elements, based on the functionality and purpose of thesystem being considered.If providers are unable to provide GS1-compliant systems in line with the recommendations in thisdocument, then full interoperability and traceability will be unfeasible.2. Approach2.1 Principles of the GS1 SystemGS1 Identification Keys give organisations efficient ways to access information about items across theirsystems and through their supply chains, enabling this information to be shared with trading partners.The Identification Keys allow organisations to assign standard identifiers to products, documents,physical locations and more. As GS1 Identification Keys are globally unique, they can be sharedbetween organisations, enabling interoperability, and increasing supply chain visibility for tradingpartners.GS1 standards in healthcareGS1 standards for identificationGLN – Global Location Number GSRN – Global Service Relation NumberGSRN/GTIN/GLNPatient and oreroomGLNBuildingGLNHospitalGLNGIAI – Global Individual Asset IdentifierLogistics unitSSCCLogistics unitSSCCCaseGTINItemGTINManufacturerGLN DistributorGLN SSCC – Serial Shipping Container CodeTransportGIAIGTIN – Global Trade Item Number6

Inventory management systems guidance3. GS1 standards and inventory managementThe informatic below presents the internal supply chain pathway from product order to point-of-care(POC) scanning with the patient.OrdersReceiptingRecallNew itemsConsumptionQuarantineCataloguePoint of care rdsExpiry managementStandardsStandardsGTINGTINStock takesGTINGTINGLNGLNInternal transfersor transfers toanother siteGLNSSCCGLNGSRN3.1 Purchase ordersThe purchase order must include: Organisation’s GLNSupplier GLNProduct GTIN per line item must be the purchasing unit GTINShip-to and Bill-to GLNsOrderactivatedbased on parlevels usingGTINOrder sent tosupplier viaPEPPOL usingGTIN and GLNOrder shippedby manufacturerusing SSCC/GTIN/GLNOrder receivedand receiptedat hospitalusing GSRN/GTIN/GLNStock putaway andIMS updatedGSRN/GTIN/GLNPOC usageGSRN/GTIN/GLN3.2 ReceiptingWhen the product arrives at the organisation, the organisation needs to know which product has beenreceipted where and by whom.The system: Must be able to scan and/or hold a physical location GLN to confirm the receipting locationMust be able to retrieve the product information from its GTIN when scanning the barcodeMust be able to capture the batch/lot, serial number and any dates from appropriateitems’ barcodesMust have the ability for the GTIN to be scanned at different packaging levels7

Inventory management systems guidanceIf the IMS has the functionality to receive ASNs then the SSCC should be captured. If individual staff areidentified in the IMS, then the GSRN should be captured.Advanced ShippingNotice (ASN)received. SSCCscannedGoods in GLNscanned andcaptured. GSRNscanned andcapturedGTIN to bescanned on itemsreceiptedProduct GTINscanned and capturedincluding lot or serialnumber and expiry/manufactured date3.3 Product recallThe system: Must have the ability to identify any recalled products from the GTIN and any lot/batch,serial number and date provided by the MHRAMust have the ability to quarantine an item via its GTINs in the event of a product recall, inorder to stop it being transacted through the system, issued or consumedMust have the ability to provide the information to the organisations’ supply chain team ornominated staff, to identify the physical areas where the products are stocked to allow forthe physical removal and isolationMust have the ability to provide stock location information via a GLN, so that the supplychain team or nominated staff can remove and isolate the recalled productsIf patients are identified in the IMS then the system should have the ability to capture the GSRN.Identify and extractdata using GTINsIdentify and extractrecalled GTIN andidentify patients usingGSRNQuarantine productsby using GTIN andGLN data3.4 Identification and trackingOrganisations need to have visibility of inventory across the supply chain and across the patientpathway. Each time the product is moved, the GTIN must be used to capture the transaction within theIMS. Must be able to use the GTIN and corresponding barcode to track an item through thesupply chain and identify its locationMust be able to hold physical location GLNs and scan barcode GLNs where appropriateMay also be able to use GLN Extension Components for sub-locations such as bins andshelvesMust be able include GTINs and GLNs in transaction reports8

Inventory management systems guidanceTrack the productinformation and locationusing GTIN and GLNCapture GLNwhen GTIN movedat shelf or room levelProvide reports on GTINsand GLNs for trackingstock/audit purposes3.5 ExpiryAs well as the GTIN, a product’s batch/lot, serial number and date information may be encoded in aGS1-128 or GS1 DataMatrix barcode. Having a barcoded expiry date enables the system to identifyitems with a short expiry, enables easier stock rotation, and facilitates the removal of expired productsfrom stock.The system: Must be able to capture the expiry date by scanning the barcode and extracting the expirydata from the Application Identifier (AI) – 17 and adding it to the expiry date field in the IMSMust be able to extract appropriate date information from a product’s barcode, parsing itagainst the applicable field in the databaseMust be able to report or alert expiry dates against relevant product’s GTINs to ensure wastecan be kept to a minimumCapture the expirydate associated tothe GTINAlert and report on productswith specified short expirationdates using GTINsUse GTIN data to moveproducts and capturelocations using GLNs3.6 StocktakingOrganisations will probably implement a number of types of stock takes in line with best practice,including planned cyclic stock taking and ad hoc stocktakes. All types must be recorded in the IMS.The system: Must be able to identify products by the GTIN when carrying out a stocktakeMust be able identify and validate the specific batch/lot or serial numbers and dates ofmanufacture/expiry when scanned against what is already captured within the systemIdentify stock using GTINsIdentify and validate thebatch/lot or serial numberand expiry date againstGTINs in systemAll cyclic and ad hocstocktakes to be recordedand reported using GTINs9

Inventory management systems guidance3.7 TransferThe system: Must be able to track products that are transferred to another internal or external locatione.g. another hospitalMust scan the product GTIN when transferred and scan the GLN, where implementedShould capture the GSRN of the person carrying out the transfer by scanning the staff IDbadge, where implementedIdentify products transferred to otherorganisations using GTIN (and GLNand GSRN where implemented)Identify products transferred to otherinternal locations (ward, department)using GTIN (and GLN and GSRNwhere implemented)3.8 New productsFor products to be shared accurately across different systems in the organisation it is important thatthe GTIN is uploaded into the product catalogue accurately and maintained along with all the productmaster data and any new products to the catalogue in the first instance so that they are systemgenerated from the master data. All new products added into the catalogue should include the GTIN and supplier GLNThe IMS should hold all product GTINs to enable the products to be scanned and the datacaptured and transacted while carrying out various activitiesNew supplier GTINsadded to catalogueIMS holds GTINs downloadedfrom catalogue and transactsdata as required within the IMSand across systems3.9 Barcode managementOrganisations want to validate the product information when a product is scanned. Organisations arerecommended to check and cleanse their barcode data annually and remove GTINs which are no longerrelevant.The system: Must scan GS1 barcode symbols (EAN/UPC, GS1-128, ITF-14, GS1 DataMatrix)Should cross-reference all the relevant packaging levels of GTIN to the product. This willensure that the purchasing unit of measure can be scanned at receipt through to thestorage location. If broken down further and issued or consumed at each level, the GTIN onthat packaging level can be scanned and recognised by the system, and the relevant datacaptured and allocated to the specific fields.Should have the ability to validate GTINs when scanned and cross reference to a product10

Inventory management systems guidanceIMS receives GTINinformation from regularlycleansed catalogueIMS validates GTINs againstcatalogue information held withinthe IMS when scanned3.10 Point of carePoint-of-care scanning takes place when product(s) are used on a patient. Organisations want theability to capture all products used on a patient, along with the caregiver and the location, to providefull traceability.GTINs have been allocated for OPCS codes by NHS Digital and have been released on the TRUD(Technology Reference data Update Distribution).The system: Should capture the GSRN of the patient by scanning the patient wristband and allocatingthe patient number into an appropriate field in the IMS which can be easily extracted forreporting purposesShould capture the GSRN of various caregivers, as specified by the organisations, byscanning the staff ID badge and allocating the staff number into the appropriate field in theIMS which can be easily extracted for reporting purposesShould capture consumption of products through the scanning of their GTINs, facilitatingmonitoring of: When a product has been issuedPoint of care consumption to a patientWhen a product has been written offProduct wastageShould capture the location where an activity is taking place through the scanning of aphysical location GLN barcodeThe range of locations is to be determined by the organisations e.g. at point of carelocations such as theatres and cardiac catheter labsShould capture an OPCS codes’ GTIN, parsing it into the appropriate field in the databaseCapture GSRNby scanningwristband andstaff ID badgeCapture GTIN(s)on the product(s)either to patientor wastageCapture GLNfor location ofprocedureCapture GTIN forOPCS/procedure11

Inventory management systems guidanceFurther informationGS1 UK Compliance Specification for the NHSGS1 UK GS1 UK Compliance Specification for NHS systemsGS1 UK partner finderGS1 UK partner finder12

Inventory management systems guidanceGS1 UKFloor 3Hasilwood House60 BishopsgateLondon. EC2N 4AWT 020 7092 3501E healthcare@gs1uk.orgwww.gs1uk.orgGS1 UK is a company limited by guarantee and registered in England andWales under company number 1256140. Registered office Hasilwood House,60 Bishopsgate, London, EC2N 4AW. VAT number GB287940215.13

Inventory management systems guidance 6 1.3 Target audience This document is a reference guide to implementing GS1 standards as part of inventory management system implementation in hospitals. It is intended for any hospital who wants to implement GS1

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