Surgical tracking and tracing systems

Tender description

University Hospitals Bristol NHS Foundation Trust are looking for a replacement system for their current Track and Trace provision. The system ideally needs to be internally hosted with simple and easy to use high-clarity graphics and our preferred option would have picture ability. The system must allow patient to patient traceability of every instrument or set, including quality control features with non-conformance management i.e. ability to record missing / damaged instruments & electronic functionality for reporting to quantify and demonstrate variances in quality. Within the system, modules are to include at least (but not limited to): administration, reporting, costing, stock control, turn-around time, and instrumentation history. The system is also to have full management applications, including the following elements but not limited to; stock control, invoicing, tray list and label production, system reporting and analysis, data interrogation and item history audit. University Hospitals Bristol NHS Foundation Trust (UH Bristol) are looking for a replacement system for their current Track and Trace provision. The system ideally needs to be internally hosted with simple and easy to use high-clarity graphics and our preferred option would have picture ability. The system must allow patient to patient traceability of every instrument or set, including quality control features with non-conformance management i.e. ability to record missing / damaged instruments and electronic functionality for reporting to quantify and demonstrate variances in quality. Within the system, modules are to include at least (but not limited to): administration, reporting, costing, stock control, turn-around time, and instrumentation history. The system is also to have full management applications, including the following elements but not limited to; stock control, invoicing, tray list and label production, system reporting and analysis, data interrogation and item history audit. All reporting needs to be in accordance with ISO9001, along with a full and comprehensive audit trail of all items and transactions. The system needs to facilitate data interrogation by set criteria such as instrument set, staff member, time, volume, etc. Financial management tools are also required to enable costing activity. Full tracking functionality required through to theatres and returns i.e. stores, theatre by name, as well as the following area’s as a minimum; wash area, IAP, Sterilising, Dispatch, Transfers, and Theatres. The system is required to identify items for fast tracking, such as priority tracking, single instrument tracking, along with management of both finite use & limited use items – i.e. loan kit. Multi-site functionality is required i.e. through departments within a trust &/or multiple departments in multiple trusts. The ability to integrate directly with decontamination equipment, washers (thermal and chemical), sterilisers and ultrasonics, scope drying cabinets i.e. Provides proof of a ‘sterile pass’ through an autoclave. Intelligent wired and/or cordless scanners that provide maximum speed of input and mobility, along with the option to explore ‘touch screen’ technology. GS1 or existing user coding systems to be used – i.e. tray tag, etch, laser, RFID. A modular design allows a stepped approach to be used as desired or required by budget constraints, combined with the ability to add new/extra modules as required for additional future services such as the scope to add attachments i.e. pictures, maintenance records, individual instrument and tray set pictures. The ability to easily integrate with existing track and trace systems to enable smooth implementation, dual running, reduced timescales, ease of training etc. combined with the maintenance, updates, and helpdesk support once the system installed all being of low impact to the trust is of high importance. Archive functionality to provide rapid access to records and data, including auto / daily backup to ensure the safety of data is required, as well as enabling the ease of exporting information for reporting or to transfer to a new provider when the time comes. The system needs to ensure Information governance across trusts is met, and licencing models, ideally with each trust, needs to ensure concurrent users can utilise the system at the same time.