Logistics: towards quality data via single repositories

While the COVID crisis has accelerated many changes, it is undoubtedly in the logistics sector that the need for change has been most keenly felt. Regulations are therefore evolving at breakneck speed for this sector. Tools are available to help it achieve compliance.

TURNING CONSTRAINT INTO OPPORTUNITY

Disruptions in established practices, outdated Excel spreadsheets, difficulties in locating stock… “Excuse the expression, but COVID put an end to this makeshift approach,” asserts Frédéric Maurizot, Deputy Managing Director at @GP, a company specializing in the digitization of data exchange. “With the explosion of remote work and healthcare professionals under pressure to ensure supplies, a strong demand has developed for increased efficiency.” At the same time, purchasing groups that have been consolidating their purchases for several years now have the opportunity to recoup their investments in more efficient tools. Logistics, previously considered a low-priority support function in IT budgets, has thus gained recognition.

In this field, two major regulations have changed practices. First, the European FMD (Falsified Medicines Directive), which came into force in 2019, impacted the entire supply chain. To prevent counterfeit medicines, pharmacists in healthcare facilities must scan and decommission each box of medication received. They verify the presence of its unique identifier in the national France MVO database before deactivating it. This cumbersome task has generated discontent within the profession. To address this, @GP implemented a serialization solution that allows for the decommissioning of an entire shipment of medications with a single scan of the barcode label affixed to the logistics unit. “And we went even further, because we transformed the constraint into an opportunity,” says Frédéric Maurizot. Through this scan, the acquired data (batch number, coding, expiration date, etc.) is integrated into the software. It is then possible to automate reminders, prioritize consumption based on expiration dates, and manage alerts.

Another regulation, the MDR (Medical Device Regulation), requires that all medical devices (MDs) processed in information systems be updated. “Trade references must be replaced by a unique GTIN (Global Trade Item Number) coding system,” explains Frédéric Maurizot. “This is a significant advantage for databases. Until now, these databases were difficult to structure because there was no common language.” And by strengthening MD traceability, the supply chain is more secure. In the event of an incident, it will then be easier to assess the impact and alert the patients concerned if necessary.

AN ELECTRONIC PRODUCT CATALOG WITH UNIFIED REFERENCE DATA

The use of unified reference data has opened up numerous opportunities for the healthcare sector, particularly within purchasing groups. “Unifying reference data is a real opportunity for us,” says Camille Labeaune, Head of IT and Data at Resah. “We need to streamline the ordering process, have up-to-date reference data, and integrate it into each organization’s information systems…” This is why, in 2016, the purchasing group formed an interdisciplinary working group. The conclusion was clear: healthcare facilities wanted “comprehensive, standardized, and up-to-date product information.” The idea of an electronic catalog to manage product sheets emerged, and @GP developed it. Now, for Resah, the eCat Santé platform offers reliable and consistent information on healthcare products free of charge. For healthcare facilities, all the data is integrated into their information systems in the same way. For suppliers, this ensures high-quality data and more reliable communication.

In this process, @GP supports purchasing groups at various levels. @GP’s Ficprod.Bee tool, used by RESAH and Helpevia, deploys a GDSN connector to retrieve information from manufacturers. It then directly transfers this information into the catalog and provides suppliers with a PIM (Product Information Management) tool. Suppliers simply upload their catalog in their preferred format. “The process is straightforward and can be adapted to multiple purchasing groups,” explains Yannick Mouline, IT Director of Helpevia, which has also adopted a digital catalog. “It’s a compelling reason to get suppliers on board. In this respect, @GP is a great facilitator.”

Optimizing and streamlining relationships between partners ultimately secures supplies. Fewer errors, fewer disputes, fewer product returns… “It’s also a good marketing tool for a purchasing group,” adds Frédéric Maurizot. “Suppliers constantly have to make trade-offs based on their stock levels. When there’s pressure on a product, they tend to gravitate towards structured and rigorous clients. The catalog ensures a controlled process for them, with fewer resources to dedicate to ensuring the smooth execution of the order.” While the trend is towards logistics deployment, supported by public authorities, it’s therefore important to put management tools back at the forefront of our concerns. Because logistics isn’t just about warehouses; it’s also about a whole organization and controlled data.

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