7.0 Maintain Inventory

Question 1

What two records are required to keep track of inventory in Epic?

Answer 1

• surgical inventory item (SUP)

* A balance (BAL) record is

Question 2

What is a surgical inventory item (SUP) record?

Answer 2

A record representing a single inventory item including its name, manufacturer number, clinical information, and more. This is like shopping for a particular sweater. You can describe the sweater including size, color, and brand. That is the surgical inventory item (SUP) record.

Question 3

What is a balance (BAL) record?

Answer 3

A record with location‐specific information about an inventory item, such as where it is stored. When you arrive at the store to buy the sweater, you will need to find on a specific shelf or table. That is the balance (BAL) record.

Question 4

What department in charge of ordering, receiving, storing, and issuing inventory from manufacturers and suppliers?

Answer 4

Materials Management

Materials Management System (MMS)

Question 5

What tool helps you quickly create the thousands of inventory records you will need based on data extracted from your MMS?

Answer 5

Interface Item Mapping tool.

Question 6

What are the build steps for maintaining inventory?

Answer 6

1. Extract supply data from the Materials Management System (MMS).
2. Use the extracted data and Interface Item Mapping tool to create surgical inventory item (SUP) and balance (BAL) records.
3. Run audits and test to identify surgical inventory items with issues.
4. In Epic confirm the build issues and update the information in the MMS.

Question 7

What is SCUBA?

Answer 7

The Supply Charging Underlying Build Audit

Question 8

What does SCUBA do?

Answer 8

quickly check that surgical inventory items records:

1) can be documented on, and
2) can be charged for.

Question 9

True or false: The SCUBA identifies records that: Are missing supply types. Are missing balance records. Have misconfigured charging that would lead to wrong charges or errors?

Answer 9

True

Question 10

True or false: The name of the SUP record, which is Enhanced Record Lookup (EnROL)‐enabled?

Answer 10

True. EnROL, or Enhanced Record Lookup, gives nurses the ability to not only search on the beginnings of each word in a supply name (like completion matching), but allows them to search on them in any order.

Question 11

What are the minimum items to make an inventory item record chargeable?

Answer 11

At minimum, an inventory item record must have a charge code and be flagged as chargeable to send a charge.

Question 12

What are the two ways a charge will be calculated?

Answer 12

1. If an override charge is set, that will be the charge for this item.
2. If an override charge is not set, then the charge code and the cost per unit will be used to calculate the charge.

Question 13

What are Inventory Markup Tables?

Answer 13

Inventory Markup Tables control how much markup is given to an inventory item when calculating the charge that generates.

Question 14

How do Inventory Markup Tables Inventory Markup Tables work?

Answer 14

This is done by defining the percent markup for an item based on its cost. This table is then listed in the Inventory Settings form of OpTime System or Location Definitions (EAF).

Question 15

How does Epic reconcile balance and supply records?

Answer 15

When comparing these fields, Epic looks to the BAL first; if it finds information in that field, it ignores information in the SUP’s corresponding field. If Epic finds that these fields are blank in the BAL, it will look to the SUP for the information.

Question 16

What are two key fields that must be filled out for a location to be able to store and use inventory:

Answer 16

• Inventory location?

* Inventory Locations.

Question 17

What are Associated Inventory Locations?

Answer 17

This item specifies from which locations your OR Location can pull supplies. It answers the question: “Where does this location get its supplies from?”

Question 18

True or false: The order is NOT important as it determines which inventory location will be chosen by default for an item?

Answer 18

False: The order is important as it determines which inventory location will be chosen by default for an item.

Question 19

What else must happen when Inventory Location? is set to “Yes” for an OR Location?

Answer 19

It must also be listed in an Associated Inventory Locations field for at least one OR Location to be able to create a balance record.

Question 20

What does Merge criteria field of “Combine” mean?

Answer 20

This tells the system how to determine the item’s quantity on combined pick lists.

Question 21

Suppose that there are two procedures in a panel. The first procedure requires two of this item and the second procedure requires three of this item. If you choose “Add,” how many of the item will appear in the pick list?

Answer 21

Five.

Question 22

Suppose that there are two procedures in a panel. The first procedure requires two of this item and the second procedure requires three of this item. If you choose “Combine,” how many items will appear in the pick list?

Answer 22

Three

Question 23

If a supply is stored differently in two locations, which master file allows you to store different shelf and bin information for the supply?

Answer 23

Balance (BAL) record

Question 24

What must you do before you can create a balance record for a specific location?

Answer 24

Set up the location as an inventory location in OpTime Location Definitions For each of the following, write “SUP”, “BAL”, or “Both” to indicate which master file stores the information.

Question 25

Like inventory items, implants are sterile and consumable. However, implants require more detailed documentation, including…?

Answer 25

Including:
* serial or lot number,
* manufacturer number,
* catalog number, and
* expiration date
because they are surgically inserted into a patient.

Question 26

What types of data records feed into the Surgical Inventory Item (SUP)?

Answer 26

• Balance records (BAL)

* Charge Code (EAP)

Question 27

Where do supplies appear in OpTime?

Answer 27

Preference cards, surgical cases, the Intraprocedure Navigator Use the following scenario to answer questions 2 and 3: You have a 6‐0 vicryl suture that is stored at three different OR Locations.

Question 28

How many SUP records would you have to build to make sure that users at all three locations could find the suture in the system?

Answer 28

You only need to build one SUP record.

Question 29

How many BAL records would you need to build?

Answer 29

You should need to build 3 balance records to have it authorized at all locations.