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GPO Conversions & Contracts

Learn how to prepare for a GPO conversion, understand its impact on departments outside the pharmacy, and locate useful tools for a smooth transition.

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GPO Conversions & Contracts

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  1. GPO Conversions & Contracts Do’s, Don’ts, & How to Prepare

  2. Objectives E Identify Steps and strategies to prepare the pharmacy for a GPO conversion Explain How a GPO conversion will impact departments outside of the pharmacy Outline How and where to locate various tools that can be useful during the transition. Define The role of the Pharmacy Buyer I D O

  3. GPO- Group Purchasing Organization A GPO is an entity that helps health care providers (such as hospitals, ambulatory care facilities, nursing homes and home health agencies) realize savings and efficiencies by aggregating purchasing volume and using that leverage to negotiate discounts with manufacturers, distributors and other vendors. Number of GPO’s? Responsibilities or service?

  4. “Personal Experience” Oct. 2012 MHS-UCH DEA and State License GPO Conversion begins Wholesaler Conversion Update records of vendors and manufacture Update purchasing to current contracts Update WIN in ordering & inventory systems C

  5. Discovery Wholesaler accounts Memorial Hospital Central-7 Memorial Hospital North- 4 Children’s- 1 Out Patient Surgery Center -2 Out Patient Retail Pharmacy -2 Total = 16 GPO = 6 340B = 5 WAC = 5 -At least 1 out of 6 accounts that didn’t have a contract loaded. -Some contracts not loaded at all -Some loaded sporadically -Ask for a contract load comparison report, Wholesaler End of month summary with contract compliance 72% of purchases are on GPO contracts - (non 340b, WAC) GPO on average save 10% to 15% off purchasing cost

  6. Preparing and organizing for the GPO Conversion “You have been notified” Contacts-Representatives Vendors Wholesaler- Contracts GPO LOP- LOC From GPO dated and signed by all parties. listing facilities; name, DEA, address License- Copies of all facilities state and DEA license -Looking ahead- Who else will be affected, inventory automation, Pyxis, Epic, Cerner, Bedside barcoding -Template of facilities, license, name, address, account number etc. -email template -Organize -sales representative -contract representative -notify of change & date -ask about LOP/LOC & contract specifics

  7. Template Examples Licensing and Facility Information Memorial Hospital UCH 1400 E Boulder St Colorado Spgs, CO 80909 DEA Number Wholesaler Name Account 2136, 2334, 6579 GPO and date of change Memorial Hospital North UCH Children’s Hospital Memorial Outpatient Surgery, Dr… Outpatient Pharmacy • List all information for one DEA separate. • Include all wholesaler account numbers associated with that DEA • Complete address and name as it appears on license • Date change is or has occurred

  8. Template Examples Email Memorial Hospital and the affiliated hospitals changed GPO on April 1, 2013. I have attached the Letter of Commitment showing the date of conversion and entered into agreement between the GPO and all facilities listed. The DEA and state license for each facility are attached for your records. Each hospital and it’s information is also listed to include DEA and corresponding wholesaler account numbers. Please forward this information to your contracting department to see that the correct information has been updated as reflected. • Attach copy of LOP/LOC • Attach copy of DEA and State license • Include licensing and facilities document • Copy GPO and Wholesaler representative • Document trail-Start an email folder

  9. During the conversion Keeping it outlined and organized “Stress Free” Communication- Check in with contacts notify that the Hospital GPO change has occurred. Monitor- Wholesaler contract changes, Unload GPO1 load GPO2 Update- Weekly with GPO representative include Wholesaler as needed -email correspondence - follow up & confirm required documents received - LOP or LOC needed? - meet to review if needed - available reports and access -know how to read and understand -all accounts • review contract loads • where additional work is needed • suggested meetings

  10. GPO Contracts Know your contracts -who to contact -Representatives -Central Supply/Contracting -reports to run in Wholesaler Why -Cost savings -Compliance Types -LOC-LOP -Standard GPO -Individual -Tier level Non GPO Contracts/Pricing -340b -WAC • Primary responsibility for a GPO conversion is? • Buyer • Wholesaler • GPO • Central Supply • Prepare for road blocks and bumps along the way. • Document with email

  11. Internal and External Departments Informatics • Automation systems update • Pyxis, Epic, Cerner • NDC, WIN, Cost, package size Bar Code Scanning • Possible packaging if not UD • Bar code scan created Hospital Personal • Billing department • Nursing • Color or form change; vial to amp

  12. Completion of the conversion and wrapping up loss ends “Changes are continuous” Monitor- For contract change. Current and new. Follow up Any remaining updates Credits/Rebills Audit for those that were loaded late. -keep departments updated -changes made -inconsistences among accounts - continue reporting -date LOP was signed -Wholesaler credit report

  13. Continous Measures Wholesaler • Monitor updates to contracts • Reporting availability • Contract compliance • Product availablity GPO • Monitor contract changes • Communication to Wholesaler • Email updates, reports, Conference calls Both are providing you a service that requires equal and continuous corroboration and communication to keep it successful.

  14. Buyer Role “Key Holder” “Buyer Role” Key Holder Wholesaler purchases GPO updates email, mail, representatives 1st line in Inventory changes -Reflect of cost on drugs purchased -Increase in drug spend -availability of product -GPO contracts for compliance -consistency on all accounts -communication -Communication to departments -changes in ordering system C

  15. Answers Number of GPO’s • 600 organizations that participate in group purchasing. • 30 of those are one that negotiate sizeable contracts similar to ours. First GPO- 1909 Hospital Superintendents in New York considered a purchasing agent for laundry services 8 Largest GPO’s Novation Amerinet Premier MedAssets Broadlane Health Trust Consorta Child Health Corporation of American

  16. References http://c.ymcdn.com/sites/www.supplychainassociation.org/resource/resmgr/research/gpo_primer.pdf http://www.beckershospitalreview.com/hospital-management-administration/7-largest-group-purchasing-organizations-for-hospitals.html 2014 NPPA Conference GPO Wholesaler Vendor Rep

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