Bill Only POs and HIPAA - LawsonGuru.com

Name	Points
Greg Moeller	4184
David Williams	3349
JonA	3291
Kat V	2984
Woozy	1973
Jimmy Chiu	1883
Kwane McNeal	1437
Ragu Raghavan	1372
Roger French	1315
mark.cook	1244

Kat V

Veteran Member

Posts: 1020

12/17/2013 2:16 PM

What patient information - if any - do you include on POs provided for implanted devices? How are you matching up your bill only POs?

Our current process is: Vendor Rep is told what type to bring in (say AICDs) - rep comes in with a size range, correct size is used, the rest go back with the rep. The reps in question have signed HIPAA statements on file at the facilities.

The reps are leaving a slip with the implant information at the charge desk so the billing/charting process can be completed. As we have multiple facilities with a central Purchasing office - the PO is not generated onsite. As a result, the rep needs some identifying information to successfully match which patient goes with which.

We have been providing the information in a comment on the PO - Last name, DOS, Physician, Serial and Lot. Our internal audit would like to know if we can reduce this.

Michelle Wetzel

Veteran Member

Posts: 183

12/17/2013 2:40 PM

We don't put any patient information in the system. When the PO is generated (we are also centralized), the buyer calls it in and references the patient for the vendor's records. The buyer then keeps a manual file with the PO number and the copy of the case information that the vendor sent in case there are any invoice issues.

Kat V

Veteran Member

Posts: 1020

12/17/2013 2:46 PM

How does the buyer know the patient info to tell the vendor?

Michelle Wetzel

Veteran Member

Posts: 183

12/17/2013 3:00 PM

Its provided on the paperwork the vendor gives us. Each bill only case lists out the items used as well as the patient name and date of surgery.

JonA

Veteran Member

Posts: 1163

12/19/2013 11:22 AM

We have one buyer located at our main medical center for all ORs and Cath Labs. For the Cath Lab the buyer writes the PO number on the vendor's implant sheet. No patient/encounter information is entered on the PO. For the ORs the buyer puts the patient's initials and the implant serial number in the PO line comments which the vendor matches to the rep's info.

Kat V

Veteran Member

Posts: 1020

12/20/2013 7:35 PM

Thanks to you both!

Patricia Mane

Basic Member

Posts: 24

2/5/2016 2:41 PM

Good morning!!

Based on all of this I am assuming your Bill Only's are a manual process. Does anyone have their Bill Only's Automated? We currently have a process automated for our Trauma MFG< but want to add additional MFG's. How are you identifying in the Item master what items are Bill Only's, etc.

JonA

Veteran Member

Posts: 1163

2/5/2016 8:08 PM

We don't identify an item as a bill only in Lawson so yes it's manual for us I'm interested in how you automated this for Trauma. Are you on Infor 10 using the Bill Only flag?

I will say that we changed our process regarding issuing POs to the rep. We recently created a security class that allows adding the PO header but no access to PO lines. We've given the purchasing coordinators in the ORs and Cath Labs this security so they can create PO headers to give to the reps. Then they reference the PO number in the deliver to field on the bill only req for the buyer.

Patricia Mane

Basic Member

Posts: 24

2/9/2016 12:09 PM

We receive a file from our Clinical System (Surginet) daily and process using RQ500. This file only pull items specific to our primary Trauma MFG. Within that file, we have item numbers, procedure information, DOS, provider, etc. We create a requisition and it process to a PO automatically, then we fax the PO to the vendor...

Now they want to do all vendors we do Bill Only's for and I can't see trying to maintain the MFG's in this file, it would be a nightmare.

We are on Lawson 10...

JonA

Veteran Member

Posts: 1163

2/9/2016 3:02 PM

I don't know how you currently maintain the data for Trauma mfgs so I can't say if it would be a nightmare but it would be more work for sure. Do you have someone in Materials that maintains item data in Cerner? We have a person who maintains IC11, IC12 and PO13 in Lawson and also maintains the item master in Surginet so that the data remains clean between the two systems.

Kat V

Veteran Member

Posts: 1020

2/19/2016 2:21 PM

We have a separate req loc for the bill only - so OR has 2 req locs to the same AU - one for reorder, one for bill only. We have no buyer in the OR as a result - only requesters. (Hence the original thread.)

But if you are getting an automated RQ500 on v10, can you not just map their manufacturer information to the Supplier free text fields on the Procedure tabs? (RQ11 on the header and RQ23 on the line) - that way they can call it whatever they want.

I assume the actual vendor numbers are valid as they must be paying them somehow?