Overview

Procurement in the healthcare industry is a complex process that is subject to many government regulations and frequent shipments of volatile materials. These factors present unique purchasing challenges. Fortunately, such challenges can be surmounted through the implementation of software capable of moving an organisation towards operational success.

Hospitals, clinics, long-term care facilities, hospices/palliative care centres, and even
dental offices all tend to experience similar procurement challenges that are usually
disregarded in the back office. They undergo challenges such as overspending, high
purchasing regulations, and intensive software training, which makes for a complicated
purchasing process that is desperate for simplicity.

This report will serve as a guide to optimal procurement in the healthcare industry.

Challenges

An inefficient purchasing process can trigger confusion and the hurried “rubber-stamping” of requests, which
ultimately puts an organisation at risk for sub-optimal operations.

Overspending can occur quite easily in the healthcare industry. The large number of people throughout the supply chain increases the potential for confusion. It becomes difficult to execute major decisions with full confidence in such a fast-paced and high-stress work environment – this further elevates the risk of budget misjudgements. Purchasing multiple items without a system for approvals is perhaps the most significant factor to encourage maverick spending, ultimately leading to a deficit of funds.

The healthcare industry is subject to an excessive amount of bureaucracy and regulatory hoop-jumping. Not only does this waste employee time, but it can result in the accidental duplication of Requests and POs. Organisations that must purchase items such as surgical lasers, pacemakers, wheelchairs, etc., waste time even further without tools to convey the precise description of these devices – orders are processed for the wrong equipment.

A high employee turnover rate is a reality of the healthcare industry. As a result, software must be intuitive and uncomplicated to learn. The training process for complex software becomes too time-consuming and expensive when a large number of employees must master the technology – the likelihood that purchasing errors will occur increases while productivity decreases. Even worse, healthcare workers already have compressed schedules and cannot allocate time to manually complete extensive reports on spending.

In Brief

  • Purchasing products and services without a system for approvals encourages maverick spending.
  • Bureaucracy and regulatory hoop-jumping can lead to duplicated Requests and POs.
  • Complex medical equipment cannot be obtained without access to precise item descriptions, & historical data on items purchased is difficult to find.
  • Healthcare workers’ hectic schedules don’t allow for time to manually compile purchasing reports or learn new software.

Solution

There’s good news for procurement teams in the healthcare industry. These challenges can be easily solved by implementing the appropriate type of procurement software. Overspending, high purchasing regulations, and intensive software training do not have to be obstacles for hospitals, clinics, and long-term care facilities. Tradogram understands that specific purchasing tools are necessary to address these issues – acknowledgement is given to the demands of regulatory compliance, while ensuring cost reductions and product security.

Tradogram removes any possibility of overspending with several distinct features. Advanced permission controls, enforceable approval routing, and items database management are just a few of the tools that ensure all purchases remain within budget. Permission controls allow users to reduce miscommunication errors and specify who can edit and see what information pertaining to their specific role. The enforceable order approval feature requires purchases over a certain value or in a given category to be approved by a manager, which eliminates any chance of maverick spending. To further reduce overspending, purchases can be monitored by price, product type, branch, and department.

In the healthcare industry, timing is critical. Tradogram’s multi-level management feature supports flexibility by allowing tasks to be delegated – everyone involved in the purchasing process knows exactly what they’re supposed to be doing at any given moment. Additionally, requisitions allow internal orders to be automatically sent to an assigned individual. This process saves time by amalgamating all orders and takes advantage of an economy of scale. Users can reduce errors, save time, and ensure that fulfilling the organisation’s requirements is an effortless task. Tradogram’s strongest feature for efficiency is perhaps the simplest: use the cloud-based software from any device and/or location with Internet!

Tradogram provides fields for specific and varied item descriptions, and buyers always have the option to attach specification files and/or an image. The ability to populate a database of items (that is easily accessible to all employees) ensures that complex medical equipment can be ordered according to exacting requirements. Time, money, and potentially lives can be saved.

Learning new software doesn’t have to be an ordeal, even for new employees – no training manual should be required. Uncooperative, complex “solutions” contribute to escalating levels of frustration, and purchasing teams in the healthcare industry need to follow a preferred workflow to gain a sense of competency. With Tradogram, all parties are kept informed in regard to purchasing activities. Spend reports can even be generated painfree, without putting any extra demands on employees.

Tradogram Understands Healthcare

Healthcare companies can use Tradogram to experience the many advantages of a streamlined procurement process. The right software can ease challenges such as overspending, high purchasing regulations, and intensive software training. The healthcare industry needs to focus its attention on increasing recoveries, not purchasing costs.

Tradogram is very affordable – perfect for companies that need many buyers to have access to the same information in order to make strategic and timely purchasing decisions. Budgets, time, and employees’ skills can all be maximized. Any device and/or location with internet capabilities provides an opportunity for teams to collaborate in a convenient and flexible manner. These features combine to establish optimal purchasing procedures, a very necessary component of an industry.