Ohio Hills Health Services (OHHS) is a community-funded organization providing accessible and affordable care to anyone in need of physical health, dental, or behavioral health counseling services. Its team of dedicated staff are genuinely passionate about fulfilling its mission:
OHHS supports anyone in need of its wide range of services, regardless of their financial situation. Patients can access everything from family medicine, internal medicine, behavioral health, and preventive care to financial assistance for the uninsured.
Like all healthcare providers, OHHS must procure medical supplies, medicines, and other materials to operate its facilities.
CHALLENGES FACED BY HEALTHCARE FACILITIES USING TRADITIONAL PROCUREMENT PROCESSES:
Because the organization depends on donations to operate, the OHHS procurement team works with limited resources, so every cent, spent or saved, counts.
Before implementing Tradogram, OHHS managed all procurement activities with paper and Excel spreadsheets. Because of this, basic tasks like requisitions and purchase approvals were manual processes. This was very time-consuming and limited the procurement team’s ability to add value and improve the quality of care OHHS provides.
Michael Carpenter
Chief Operating Officer
OBJECTIVES OF A PROCUREMENT SYSTEM:
When OHHS began to evaluate e-procurement software systems, they came across Tradogram. The organization quickly saw the value and cost-saving potential the system could provide.
“We could easily see that Tradogram was an effective platform that was easy to use,” said Mr. Carpenter. “One thing that helped convince us to go with Tradogram was its great data collection and organization capabilities. Plus, since it’s an online system that you can access from anywhere, we knew it would allow us to be more efficient and dynamic in how we procure the materials we need.”
In the end, OHHS did select Tradogram to manage its procurement efforts. The organization identified the following goals as ways to verify whether they’d made the right decision opting for Tradogram:
- Remove bottlenecks in their existing approval process
- Expedite the time involved in processing a purchase order
- Better data collection and tracking to facilitate improved decision making and cost reduction
- Streamline their inventory tracking process to reduce the volume of supplies needed on-site
RESULTING BENEFITS FROM IMPLEMENTING TRADOGRAM’S PROCUREMENT SOFTWARE SOLUTION:
After implementing Tradogram, Mr. Carpenter shared a before and after picture of their procurement efforts, highlighting the impact Tradogram made.
Before Implementing Tradogram
After Implementing Tradogram
Approving Purchases
Bottlenecks resulted in a slow approval process that negatively impacted multiple functions within the organization.
Automated approval workflows streamlined the process and eliminated maverick spending.
Time Required to Process a Purchase Order
5+ Business Days
A few minutes
Data Collection and Tracking
Data was collected using paper forms and tracked with Excel spreadsheets, making it difficult to identify cost-saving opportunities.
With everything now tracked digitally, they can analyze spending patterns and identify new ways to cut costs.
Inventory Tracking and Costs Involved
Inventory management was time-consuming and, at times, inaccurate, resulting in overstocked supplies and a lack of visibility into stock levels.
OHHS has now reduced on-site inventory levels while cutting the costs involved in inventory management.
CLOSING REMARKS FROM MR. CARPENTER
With Tradogram in place, OHHS has streamlined its entire procurement process. The system enabled OHHS to realize new cost-saving measures and free up time staff can now spend caring for patients.
“Tradogram has assisted with improving our outdated processes,” said Mr. Carpenter. “The system provides us with a great framework for purchase approval documentation and tracking.
“Plus, it allows our multiple locations to reduce overall on-hand inventory as well as costs. It has reduced procurement-related costs by over 10% while making us a more effective team in the process. I would highly recommend it to any other organization operating in the same space as OHHS.”
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