GPS Technology and Digital Signatures Eliminate Paperwork and Improve Service to Hospitals. Learn how.
Receiving, fulfilling and tracking blood product orders – from intake to delivery – is complicated without the right technology. InVita’s HemaControl system changes all that, which will make your hospital partners happy. Beginning with easy ordering, HemaControl enables your hospital partners (and you) to follow the progress of every order as it makes its way through your internal process, while in transit, and upon delivery to the final destination. Customers are raving about the GPS technology, digital signatures, and paper-free tracking. They’re efficient, costs are controlled, and they’re providing great service.
Join us to learn:
Why most blood centers use HemaControl for their hospital ordering needs.
How the industry leader continues to invest and evolve to meet the needs of blood collectors.
How HemaControl
Presenters:
Mike Deming, Vice President of Client Services
Caitlin Fox, Manager of Compliance Products
thank you for joining us for today's Webinar on Global Positioning System, or GPS technology, digital signatures and the new features of In Vidas Hema Control 1.6. Before we begin, I'd like to let you know the questions for the presenters could be submitted at any point during the Webinar. Just type them into the chat box at the bottom of your screen. Our presenters will address questions at the end of this webinar to ensure that we can get through all the material. With that, let's begin. Our presenters today are in Venus. Own subject matter experts might Demming and Caitlyn Fox. Mike Demming is the vice president of Client Services for In Vida and has been working in the software industry on behalf of blood and plasma clients for more than a decade, Most recently at Hema Terra Technologies, which is now in Vida Caitlyn. Fox is in Vidas, manager of compliance products. She specializes in Venus compliance software, including Hema control for hospital ordering and inventory management. Hema comply, Lab manager and Hema comply Equipment manager Now I'll turn it over to Mike Deming to begin our presentation. Mike, take it away. Thank you, Peter. and welcome everyone to today's webinar and thank you for being with us toe lay the foundation for our discussion and in Vidas experience and expertise. In this space, I'd like to give you a brief overview of and Vida health care technologies. And for more information, please check out our website and vida health dot com. As we've expanded our software solutions and resource is for blood and plasma, as most of you probably know. And Vida Health Care is the re brand of two successful companies. Humanitarian technologies and Champion health care technologies in Vida delivers health care technologies to complex medical environments, making processes safer, more compliant and more cost effective. With more than 800 product installations are leading edge software manages the full life cycle of blood, plasma tissue and implants. Products are used by more than 600 customers across blood and plasma centers, hospital blood banks, hospitals and health systems. Working for years with both community based blood center and hospital blood bank customers has given us insight into their unique operational challenges and the service improvements that are vital to strengthening their partnership. And now let's turn to our agenda today. We'll begin by discussing the realities that make receiving, fulfilling and tracking blood product orders so challenging. We'll explore the benefits for both blood centers and hospitals of managing orders in a digital environment where information flows freely and automatically, and why most blood centers use him a control for their hospital ordering needs. Finally, we'll discuss the Hema Control, online order, entry and inventory management system in more detail and how the system can improve the ordering and tracking experience for your hospital partners while saving you money and streamlining your operations. For those less familiar, Hema control launched in 2013 and processes a million plus hospital blood and plasma orders annually. Last year, our system was enriched with GPS tracking, digital signatures and other capabilities our customers have asked for. Especially last year. As the cove in 19 Pandemic unfolded, it became. It quickly became vital that hospitals have increased visibility into their status of their orders, some of which were convalescent plasma units for their patients fighting the disease in their hospitals. With limited access to hospitals, delivery drivers were communicating their position every step of the way and to the exact location at which the hospital was receiving the blood product deliveries, and especially last year, when other companies did not innovate, did not develop and did not invest in products in Vida, invested heavily across our entire product lines for our customers have access to cutting edge software and technology. Our investment in him a control has resulted in new features that are inspired by companies like Amazon and FedEx but designed to address the unique needs of blood and plasma centers at a cost that they can afford. Features that increase efficiency and improve the ordering and tracking experience for hospital partners and features that enable both partners to provide their standards of service and care in their community. And with that, I'd like to turn things over to Caitlyn Fox in Vidas, manager of compliance software products, to take everyone into the features and benefits of Hema control. Thanks, Mike. We'll hear a lot of references to GPS technology throughout this discussion, so let's get everyone on the same page. Conceived in the late 19 sixties, GPS was designed by the US military, but the first satellite wasn't launched until early 1978. In 1989 the Magdalene Corp introduced the first handheld GPS receiver in in 1992 GPS was used in Operation Desert Storm, 1996. President Bill Clinton made GPS free for civilian users. GPS is the Onley system today that can show your exact position on the earth anytime in any weather, no matter where you are. Now think of GPS technology on a delivery drivers mobile app, sharing every point along the route, detours and time to delivery. It's a true benefit for both blood and plasma centers and their hospital partners. GPS sounds great, right? So what are the challenges in the process? Connecting data, tracking order, progress and providing visibility toe all stakeholder seems easy enough on the surface. But there are many factors that work against process simplicity, especially especially when data and processes air managed by stand alone systems are several spreadsheets responding to changes in demand, blood type shortages and manual or redundant data entry are all culprits. That tax organizational resource is further. They impede the ability of blood and plasma centers to be equipped internally to provide the best possible service to their hospital partners and maintain control of costs. Managing blood product orders from receipt to fulfillment and delivery tracking is challenging enough in stand alone systems or with various spreadsheets. Multiply these challenges by the number of hospitals being served each submitting diverse product orders and scheduling pickups and returns from various sites, then complicate the already challenging process with product order changes, specialty and stat orders and every activity that takes place between order placement to delivery. It doesn't take long to see the mounting responsibilities of the blood center, and particularly the Hospital Services team, to keep order statuses updated and share the status of orders or make it accessible to all stakeholders, including hospital partners. Taken one step further is the issue of reconcile ING returns and rejected deliveries and responding to changes in other areas. Day in and day out. Changes in staffing shifts, equipment, service issues, donor recruitment and the like. Inventory management for blood and plasma centers is a huge undertaking. Inventory management runs the gamut of every activity associated with the ordering, storing, handling and issuing of blood products. The perishable nature of blood products makes proper management of inventory crucial to avoiding waste and in current costs, and this is only about managing what's on the shelf are known to exist. What about returns back orders, changes and collections, staffing, shipping delays, unforeseen closures and other factors that challenge optimal operations. The great challenge here beyond what is considered to be normal operations and easily managed offline the unpredictable events that happened multiple times per day. And it is the unpredictable, costly nature of inventory management that has moved blood and plasma centers to all sorts of all size to adopt human control. As the distribution arm of blood and plasma centers, Hospital Services has the responsibility of being the main contact for blood bank staff in hospitals and other facilities. While personal interaction is important and professional relationships access to current information, where and when it's needed is equally important for hospital partners. Human Control engages hospital teams with an integrated portal designed just for them and accessible on their time. The hospital portal provides a collaborative environment of shared information for both parties, reinforcing a stronger relationship. The hospital portal makes it easy to create blood products product orders that best meet hospital needs, from standing to recurring orders to creating custom orders for specialty and reference lab products beyond order forms. There's also flexibility in setting the priority for the order to ensure stat and a stop orders are processed with urgency. Automated email reports sent daily toe all stakeholders helped to keep them engaged, informed throughout the order process included in human controls Latest features is the ability for hospital staff to edit service forms prior to submitting them to the blood center to ensure accurate and up to date up to the minute submissions. Hospitals can also add an agent attributes to regular standing orders for special use cases. Every challenge we've mentioned can only be resolved fully in a digital environment where information is connected and moves quickly to make updates. As change occurs within the paper free environment of human control, ordering and processing or captured digitally and packing and delivery information such as location and signature are collected through barcode scanning item barcodes air scanned in each record is date and time stamp so that delivery records can be searched by date time Signer Pio, delivery person, etcetera. Proof of delivery and every activity prior is maintained with the product order. Stand alone systems and spreadsheets become outdated shortly after the last manual entry or document print, and they're typically isn't a timely mechanism for sharing the information with all stakeholders by centralizing information in one online location, the use of automated processes can take place to move order data at the speed of hospital demand and to address the other challenges we've discussed. One system also provides both blood centers and hospital partners with visibility into the progress of their orders, not Onley through the blood center's internal process, but also through to delivery to the hospital. In Digital Signature, a digital signature captured adds an extra level of accountability for blood centers to improve their service toe hospital partners and to provide actual data in a situation where there may be questions about the order, blood and plasma customers have returned Onley positive feedback, and the happiness seen across their hospital partners is evident. The paper free environment and ability to follow their order through to delivery are among the most favorite enhancements. There's also an area from managing return unit credits, providing complete disclosure and billing and credits Dio combined with robust GPS order tracking in a driver mobile app. Human control creates an ecosystem. That strength strengthens customer satisfaction beyond sharing in the hospitals order tracking experience. Blood and plasma centers have resource is to ensure that nothing is missed, regardless of the pace of the day. Resource is like alerts that signal a priority review of stat orders that are unacknowledged or not yet approved for processing helped to make sure nothing slips through the cracks. Users users also have the ability to schedule driver pickups on the fly while the driver is in route and in the vicinity of other order pickups to efficiently service the needed timeframes of hospital partners. These are just a few other benefits to blood and plasma centers. Better understand how the newer features reinforce the main features. Let's quickly run through them. As with all our solutions, we address individual operational needs of blood and plasma centers with individual products. Unique to Mbita, however, is the way our systems integrate to connect the disparity information and present it in a more useful way. We informally refer to this as connecting the pipes. Since 2015, human Control has been a world class hospital order entry system that provides real time views of demand Compared to inventory, the system offers exceptional control and large scale features at an affordable price as we touched on earlier. The process of receiving, fulfilling and tracking blood product orders from intake to delivery is complicated. Without the right technology. Human control changes all that, beginning with easy ordering. Human control enables hospital partners to follow the progress of every order as it makes its way through the internal process while in transit and upon delivery to the final destination. It is also compliant with FDA. CFR 21 Part 11 Regulation Human Control incorporates blood and plasma product and order fulfillment data from every beck system in the industry to provide critical insight into the products coming in and going out As mentioned, our system leverages mobile first technology to provide geo location and time information beyond the physical boundaries of the blood or plasma center. It also includes an integrated billing module that makes invoicing and transfer seamless. Using the human control driver app information could be captured as the driver is in route and making deliveries to hospitals within transit information in digital delivery, signatures and receipts. The handoff of blood products is quick documented, invisible toe all stakeholders at every point, a native APP scanner and delivery rejection option as for the resource is available right from the driver's smartphone. An icon in the GPS tracking feature indicates whether the driver is active so staff can see in real time where the orders are in the process and on which route to the final destination. The digital signature features feature captures all receipt information, such as the hospital staff accepting the delivery or the reason if in order was rejected, time saving barcode scanning efficiently transfers information to the printed details, shoot as verification of correct delivery. With all the attention spent on the larger features, I would be remiss if I didn't get into the everyday features that makes the system used easier and further enhanced service to hospitals. These new features include Search with hospital code filter to manage specific hospital users. Search by product unit number to provide a detailed audit history, including orders and returns. If a hospital partner completes the unit history in the hospital portal that will also be available, creating multiple distribution groups, enabling distribution sites to view their orders regardless of where the staff is located. A detailed history log for hospital partners displaying the activities performed by the blood center well, not new to human control. Recurring order and part levels that correlated with the inventory updates provided by hospital partners helped to ensure that hospital partners always have the blood products they need. The true power of human control is in its ability to assemble information from all sources, then organize it into a format that in one glance provides a real time glimpse of where inventory stands. The information is presented by product in a video and provides a virtual tour of what's on the bloods in ourselves. Inventory tools support the management of product out dates, quarantine units, imports and a new exported products, and the specialty products and inventory. Another way human control helps is by tracking hospital demand against current inventory levels in real time. The system gives hospital services the ability to check inventory a any time from any device, including a smartphone, providing them quick access to current inventory levels for each product type and taking into account in progress units, expected standing orders and imports and exports. Human control also includes planning tools for easy forecasting of demand and production needs, keeping track of which procedures give which type of blood products is an important part of your planning process. Human control makes it simple to define the links between procedures and products, which play a significant role in the calculations. For many of your reports, the short term production plant focuses on the needs in the coming days and weeks. There's a projected end of day inventory based on your real time inventory, prior day distributions and recruitment goals and projections. All of these resource is support strong partnerships with your hospitals. As I mentioned earlier, human Control integrates within Vidas other systems systems that managed donor recruitment, staffing, mobile drives, product you see and equipment maintenance. Perhaps the most important of them is human controls. Integration with the Hema Connect donor recruitment CRM, which is used by both blood and plasma centers as well as hospital blood. Banks with Hema Connect staff can recruit specific donors as blood product needs arise, handling all aspects of donor recruitment from text messages to cloud calls and donor scheduling, push notifications or another great way to boost a recruitment strategy. Using human connects campaign tools, you can add a push notification to supplement your text or email blast, alerting the donor instantly on their mobile device that you have a critical need to fill. By integrating donor recruitment to your inventory tracking system, you can position yourself to meet changing demand in real time. Another integrated system, called him a collect, also has the ability to leverage the deep product level inventory stored in Hema control. Dr. Management Software already receives procedures, shows and no shows, and many other pieces of data from Hema connect automatically with human control collections. Information has expanded significantly. Users will know exactly which products were generated from each drive, providing detailed information about which accounts had the best collections by blood type and byproduct. Human control expands the level of deferral information of their available and Hema collect, letting users bring deferral information back to the staff management level to help identify and track trends. Before they became a greater concern after blood and plasma centers have collected the products, they need human comply. A pair of solutions for all things quality and maintenance make it simple to manage labs and equipment. He would comply. Lab manager, monitor monitors, products you see plans, tests and monthly sampling requirements, platelet qualification, manufacturing and failure management. One of the challenges blood collectors faces, extending the important information generated in the laboratory to the rest of the operations. For example, what happens if a product fails? Required QC tests and is determined to be a failure in human comply lab? Shouldn't your hospital services staff be alerted that this will impact their supply chain? Of course, Human Complies solves this issue by automatically alerting hospital services staff using human control that a product they may be attempting to distribute has failed QC, thus preventing any service issues with their hospital partners. Human Comply Equipment manager handles equipment and device inventory scheduled preventative. Oftentimes, what is happening on equipment maintenance has a big impact on other areas to ensure service isn't interrupted Because of an equipment issue, you've likely encountered the scenario at your own operation. Ah collection device has gone through its scheduled calibrations and maintenance tasks and has come up short. Now it needs to be taken out of service. This has ripples throughout blood and plasma center operations, especially if all stakeholders air not notified. As the change happens, the system will alert the human control staff who see the expected collections that changes may impact the products they can expect to receive. So what are the takeaways? One on Lee? A digital and into in order tracking solution can keep pace with the changes in demand and other forces that work against it to human controls. Latest features enable you and your hospital partners to follow the progress of every order as it makes its way through your internal process while in transit and upon delivery to the final destination. Three hospitals have long awaited the order, tracking visibility provided provided by human control as well as the GPS technology, digital signatures and paper free tracking for human control is efficient compliance and controls costs five above all human control. Help split in plasma centers, provide great service. The hospital partners, without breaking the bank and did A has a long standing reputation for listening to our customers to better understand their needs, including them in product roadmap priorities and meeting their challenges with every release. Human Control is the latest example of affordable software solutions that rival the capabilities of some of the largest companies in the same space, and we're not done at this point. I'd like to offer you a personal discussion or demonstration of human control. Please reach out to us at the email address you see on the screen again, feel free to read up on human control and our other systems on our website at vida health dot com. Now we'd love to take questions from the attendees, so we'll open up the floor. Thank you, Caitlin and Mike for a great presentation today. We've already received some questions, and we'll get to as many of your questions as we can. If you'd like. Additional questions could be added in the chat box at the bottom of your screen. We'll get to as many of them as we can on the first question that came in. Mike, I believe, is directed toward you. That question reads What has been the biggest benefit of blood Center has seen thus far from providing the GPS tracking of deliveries to their hospitals. Thanks, Pete. From the early feedback we've received, the benefits have been twofold. First and foremost, the hospital the visibility into where those much needed blood product units borders are currently are, and the estimated time it will take for them to arrive has helped them immensely. When it comes to planning on for the blood center. It's it really comes down to. They're able to see where their drivers are and plan accordingly. So for any upcoming deliveries, and it really just makes the logistics aspect of the business on the blood center side much easier with that much increased visibility. Thank you very much for that, Mike. The second question, Mike, you spoke about the importance of inventory being tracked in Hema control. Aside from the obvious and hospital services, is this information readily available for other departments at the blood center? That is a great question s Oh, yeah. The current inventory feature has its obvious benefits within human control and the hospital services area, but it also plays a key role in recruitment. Miss Caitlyn has spoken about, um, if you're using the Hema connect CRM that integration where those two products talk to each other, it allows the recruitment team to basically use actionable data that comes out of him a controls demand planting area and also the hospital ordering area, um, to instantly respond to shortages of specific blood products. Um, you can also create recruitment lists on the fly from human control right into him a connect. So if request from a rare unit comes in from one of your hospitals, you can instantly turn that into a You know, a search into Hema. A search for that particular donor inhuman connect and reach out to that dog or instantly. So some huge benefits if you're running both human connected human control with the visibility in both areas with recruitment and hospital services. Okay, great. Thank you. The third question Mike is directed to you as well. Eyes the driver at that you mentioned available in the APP stores through in Vienna. Or would it be part of my organization? So we would actually publish the app in both the apple and Android stores where your drivers can then go and download the app to their smartphone device and then to avoid any confusion? Um, the app would actually be in the app store under your particular blood center name and be branded with your blood center logo and colors. So great. Great. Our next question is directed towards Caitlin. Caitlin. The viewer asks if we are interested in using him a control and the driver apus soon as possible in our operations. How long is the typical implementation. Take great question. Eso The typical implementation takes around three months from kickoff to go live. But we do also offer a fast tracked implementation plan that takes on Lee 4 to 6 weeks where we expedite the process for you. Great. And then a follow one question Caitlin for you. Does he even control had any tools that assist with hospital billing and invoicing? Um, yeah. Building your hospital customers and handling all those invoices is a huge aspect of hospital ordering. And human control definitely provides tools to help you with this. In the current version of the software we have building for returns and reconciliation on, we have more features being added to build up the module on the way fantastic. Well, that finishes or completes the list of questions that we have for today. We do encourage viewers. If you have other questions, please send them in. We'll be happy to follow up to get you those answers. I'd like to take a moment to thank both Caitlin and Mike for a great presentation today. We'd like to thank you all for taking the time and being with us and ask you to please reach out if there's anything that we can do to help you. We hope you all have a great day. Thank you again. Okay. Okay.
