Research and Patient Specific Items

Is anyone setting up research/trial items and patient specific items in the item master?

We are implementing Epic and some potential issues have been raised around these types of items (how to document, how to bill, etc.). Adding them to the item master was put forward as a potential solution. The concern it that once they are in and active then they are available to the masses. Is anyone doing this? Does anyone know of a way to lock down these items so that only designated departments can order them (short of a massive template rollout)?

Thanks

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Comments

pcesarz

Although we do not have research/trial items in our item master (I believe they are manually set up in Epic), we use Purchasing classes to restrict who can see and order the items. We assign a class to the item in IC11 and then only give that class to certain requesters in RQ04. So all of our active items have ACTI as a class, but our 340B items have 340B as the class. Every requester has ACTI, but only those allowed to order 340B items have that class attached to their requester. We use it for our IT supplies too. That way only our two IT requesters can order a PC or mouse and they can take advantage of templates/contracts.

paula-cochenour

Thanks... We have not leveraged the classes very much and this sounds promising.

unknown

We have trial items in our item master.

To add any item to the Item Master, we use the ticketing system IT's Help Desk uses. Trial tickets stay open until we hear back - that's the main tracking/documentation.

For the trial, we give them a manual item beginning with the word TRIAL. We do not send them to Epic, the users must flex code the billing for the duration of the trial. The PO25 is set with a short expiration date so it will not find pricing once expired. (Thus ensuring they tell us the outcomes or be forever manually processing them.)

If the item doesn't work out, we inactivate it with a note that the trial was rejected. If the trial was approved, we change the PO13 to [PartNumberApproved] - inactivate both that and the IC11 and upload from scratch to a new Lawson number on the correct PO25. We make a note on the Trial item what the new Lawson item is.

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