Top Attributes Unique to Warehouse Inventory Services

  1. Robust, Prompt, Secure, and Unbiased Reports Look for a partner that can provide reports to you within 3-5 business days of project completion. Highly complex projects may take longer, but if this is the case, the partner should be able to provide a detailed timeline. Make sure the partner provides reports through a secure portal. The partner should also provide highly accurate inventory valuations, as well as year-over-year comparison reports (for repeat customers) that help reduce over- or under-stocking. Finally, seek out a partner that can provide impartial audits (with no bias toward manufacturers or distributors). Key reports to require include:
    • Summary and detailed reports (exportable in several formats including Microsoft Excel).
    • Detailed inventory reports, reported at the line item level within buildings, departments, and other areas
    • Unmatched reports, which identify items without a matching reference in your item master or PO history
    • Custom reports based on your needs
  2. A Wide Range of Services While you’re primarily looking for warehouse inventory services, look for a partner that can conduct inventory counts in other areas—such as clinical, pharmacy, and off-site clinics and ambulatory surgery centers. That way, if you ever do need to engage in these services, you already have a trusted partner that is familiar with your policies and procedures. In addition, have one partner that can service all of these areas leads to significant time and cost savings.
  3. Proactively Managing Expired Items and Quality Assurance Look for a clinical inventory service partner that focuses on accuracy and quality by using experienced staff members, barcode scanning, and engages in proactive activities to spot red flags, such as comparing findings to previous counts. Also, seek out a partner that checks expiration dates on all inventory, and that flags and pulls those items. The partner should also provide a report indicating where expired items were found, enabling your health system.

Other Important Attributes for Your Warehouse Inventory Service Provider

  1. Certified, Credentialed, and Compliant Look for a healthcare-specific partner with certified and credentialed inventory specialists and request that your partner provides a current Certificate of Insurance and W-9. The partner should also readily demonstrate their ability to adhere to your health system’s policies and procedures, as well as city, state, and federal requirements. They should also comply with any applicable COVID-19 mandates, including testing.
  2. Customized Pricing and Programs Seek out a warehouse inventory services partner that is eager to work with you to create a customized plan that best meets your needs and top priorities. The best partners will quickly understand your challenges and provide solutions. They will also share savings opportunities, such as rate lock offers for multi-year service agreements. This type of agreement has other perks, including saving you time and resources in the long-term, because the partner will become very familiar with your systems, policies, and priorities.
  3. Superior Customer Service and Project Management Look for a partner that will provide an experienced and dedicated project manager. This individual should serve as your partner throughout the project and oversee key deliverables and milestones, such as planning meetings prior to on-site counts, including a demo of their portal and an overview of key roles and responsibilities, conducting pre-inventory audits and walkthroughs, managing of on-site, tech-enabled physical counts, providing timely, robust reports, organizing and leading post-project debriefs.
  4. Experienced and Unobtrusive When it comes to inventory counts, hospital-specific experience matters. More experienced warehouse inventory services partners will work more quickly, anticipate challenges before they arise, and problem solve without creating burdens on you and your staff. Seek out a partner with more than 20 years of experience, with field members that also have several years of experience, and with staff members that are credentialed and professional on-site. When meeting with potential partners, ask about the top attributes their staff members possess that ensure a high-quality project. If their response doesn’t include words like “experienced,” “quiet,” and “unobtrusive,” it’s time to seek out a different partner.
  5. Strong, Referenceable Track Record With so much at stake when it comes to accurate inventory counts, you must conduct your due diligence. Seek out a partner with a strong portfolio of repeat clients, as well as a willingness to provide references upon request.
  6. Instant Online Access to All Reports and Data When you need to find the latest data or create custom reports, you don’t have time to wait. A partner who provides you with a secure, online portal, through which you can view data, export data, and generate custom reports whenever you need to, is critical. The portal should also enable you to input your own information—such as uploading your item master, PO history, etc.—so all your data is stored in one, secure place.
  7. Ability to Integrate and Innovate While your hospital may not be looking to embark on a supply chain management platform-based approach now, you should seek out a partner that can provide that ability in the future. When all data is stored in one platform, it’s much easier for hospitals to ensure data fidelity, analyze data, improve efficiencies, and reduce waste. This is beneficial to hospitals at all times, but are particularly crucial during a supply chain disruption. A recent Gartner report, which was based on interviews with multiple hospital leaders during the COVID-19 pandemic, noted that having one source of accurate supply chain data analytics and actionable dashboards is key during a significant disruption. According to Gartner, having one source of data enables hospitals to make “more centralized and data-driven” decisions regarding product substitutes and allocations.

Since 1999, Syft has become the trusted provider and is used by more than 245 customers (970 U.S. hospitals). In the last decade alone, Syft has conducted more than 9,200 inventory counts, totaling over $15 billion in inventory valued.

Syft proudly serves these customers and many more:

  • Cleveland Clinic
  • BJC Healthcare
  • Ascension
  • Dignity Health
  • HCA
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