VALUE ANALYSIS TEAM POLICY PURPOSE The purpose of this policy is to define the structure and operation of the Value Analysis Team (VAT) process, through active participation, facilitation, and support of a multidisciplinary team of stakeholders. POLICY STATEMENT It is the policy of The University of Texas MD Anderson Cancer Center (MD Anderson) to have an organized program for the evaluation, selection, and management of supplies and materials due to the multiplicity of non-pharmaceutical supplies and products available and the complexities surrounding their safe and effective use. Participants should objectively measure, value, and weigh multiple factors in all product and service selection decisions so that cost-effective, high-quality care with the desired clinical outcomes are the primary results of all Value Analysis Team (VAT) processes. SCOPE Compliance with this policy is the responsibility of all faculty, trainees/students, and other members of MD Anderson s workforce. TARGET AUDIENCE The target audience for this policy includes, but is not limited to, all faculty, trainees/students, and other members of MD Anderson s workforce. DEFINITIONS Physician: An individual holding a valid current license to practice medicine in the state of Texas, with either a M.D. or D.O., or a graduate of a medical school of a foreign country who is authorized to practice medicine in Texas pursuant to a temporary license granted by the Texas Medical Board. Senior Executive Steering Committee: The VAT program governing body, reporting to the administration of the institution on matters related to the selection and utilization of non-pharmaceutical materials and supplies. Subcommittees: Multidisciplinary advisory groups of professionals serving as the organizational line of communication between the product users, the VAT, and Supply Chain Management. Page 1 of 6
Supply Formularies: Continually revised compilation of supplies and materials that reflects the current clinical judgment of the users of the particular item. Criteria shall include quality, efficacy, safety, and cost. Supply Formulary System: A method whereby the product users (clinical or non-clinical), working through the VAT, evaluate, appraise, and select from the numerous available products those that are most useful. PROCEDURE 1.0 Organizational Structure 1.1 VAT is composed of a Senior Executive Steering Committee, and a Patient Care VAT that is composed of a multidisciplinary team that represents departments from across the institution. 1.2 The Senior Executive Steering Committee, appointed by the President of MD Anderson, is composed of the following individuals: A. Vice President and Chief Financial Officer. B. Senior Vice President and Chief of Clinic Operations. C. Associate Vice President and Controller. D. Vice President, Nursing Practice and Chief Nursing Officer. E. Vice President of Educational Programs. F. Chair, Patient Care VAT. G. Co-Chair, Patient Care VAT. 1.3 The Patient Care VAT members are selected by the respective departments for a two-year period. All Patient Care VAT members are appointed and include representatives qualified by their training and experience in the specialty areas. Patient Care VAT: The Patient Care VAT consists primarily of members with broad knowledge of clinical care products and services, including Physicians, nurses, Supply Chain Management, and inventory specialists. Also included are members who represent the laboratories, diagnostic services, pharmacy, both primary and satellite locations, and staff familiar with products, services, and associated operations. 1.4 Chairs of the Patient Care VAT are appointed by the Vice President, Nursing Practice and Chief Nursing Officer. The length of the appointments is at the discretion of the Vice President, Nursing Practice and Chief Nursing Officer. Other members of the institution may participate and support the work of the Patient Care VAT program. These expert participants are used only when required on an ad hoc basis, and will report to the Patient Care VAT, as necessary. Examples of areas of expertise include, but are not limited to: A. Physicians. B. Respective Department Administrative Financial Appointee. C. Communications. Page 2 of 6
D. Information Systems. E. Supply Chain Management. F. Clinical Revenue and Reimbursement. 1.5 The Patient Care VAT has a full-time VAT Specialist supported through the Supply Chain Management Department. The VAT Specialist works with clinical, research, and multidisciplinary personnel across the institution on utilization of supplies to ensure quality patient care with most cost-effective supplies and equipment. 2.0 VAT Roles 2.1 The primary role of the Senior Executive Steering Committee is decision-making. The Senior Executive Steering Committee will intercede and bring decision-making to closure if issues cannot be resolved or a decision cannot be reached by the Patient Care VAT. 2.2 The primary roles of the Patient Care VAT are: A. Establishment and Maintenance of Supply Formularies: Continually works towards the review, standardization, and guardianship of a supply formulary. These formularies are confined to products within the Patient Care VAT area of specialty. B. Evaluative: Initiates and/or directs the evaluation of products within its area of responsibility, reviews the results of such, recommends optimal use and selection decisions, and ensures objectivity and thoroughness of each evaluation from both a quality and costeffectiveness standpoint. Current Supply Chain Management policy must be followed when sample product(s) or equipment are identified and brought into the institution for evaluation. The department or committee accepting such product(s) or equipment for evaluation is responsible for completing the appropriate form. C. Advisory: Adopts or assists in the formulation of policies pertaining to supply evaluation, selection, and utilization in the organization. D. Educational: Recommends or assists in the formulation of programs designed to meet the needs of the professional staff (e.g., Physicians, nurses, and other health care practitioners) for complete current knowledge on matters related to supplies and their use. E. Communication: Serves as communicator to staff and departments about product management efforts that are underway and under consideration. As the liaison to product users, committee members receive and carry feedback from users to the committee related to products to alert and assist Nursing Administration and other parties when products are subject to recall, defect, or manufacturer back order status. Page 3 of 6
F. Logistics: Continually works toward the design and implementation of cost-effective logistics systems. Logistic decisions are guided by concerns for the quality of care and the total delivered cost philosophy. G. Contract Compliance: Promotes contractual compliance within the procurement practices of all departments. 3.0 Responsibilities 3.1 Evaluation, appraisal, and selection are the responsibilities of the appropriate Patient Care VAT. Such efforts are not conducted without approval of the Patient Care VAT chair. 3.2 Patient Care Supply Formulary is the responsibility of Supply Chain Management. Materials Management will not change, alter, delete, or add any item or material to the institutional Patient Care Supply Formulary without the approval of the VAT program. Exceptions will be granted by the Director of Materials Management Services on an emergency basis. 4.0 Meetings 4.1 The Senior Executive Steering Committee meets separately on an as-needed basis, as determined by the group, dependent upon workload. 4.2 Patient Care VAT will meet on a monthly basis, or on as needed if determined necessary. 4.3 Written agendas for all Patient Care VAT meetings are distributed to appropriate committee members by the chair at least one week prior to the meeting. 4.4 Written minutes for Patient Care VAT meetings are generated by the VAT Specialist who will post the minutes to the Value Analysis Team site. 4.5 The VAT Specialist for the Patient Care VAT maintains the permanent records of the group, including copies of all agendas, minutes, VAT worksheets, and back-up analytical tools associated with the group s work. 5.0 Review Process 5.1 New products, specification changes in existing products, or other opportunities must be submitted to Supply Chain Management or to the Committee Chair using a VAT New Product Equipment Request Form. Supply Chain Management forwards the VAT New Product Equipment Request Form to the VAT Specialist for review and action. 5.2 For each VAT New Product Equipment Request Form received, the VAT Specialist documents receipt, and develops a customized plan of evaluative action that involves actual users of the product. Each plan of action submitted by the VAT member will, in turn, be informed of the plan of action for said request. Page 4 of 6
REFERENCES Value Analysis Team site. VAT New Product Equipment Request Form. ATTACHMENTS / LINKS RELATED POLICIES JOINT COMMISSION STANDARDS / NATIONAL PATIENT SAFETY GOALS EC.02.04.01: The hospital manages medical equipment risks. Comprehensive Accreditation Manual for Hospitals (CAMH), 2016. LD.02.04.01: The hospital manages conflict between leadership groups to protect the quality and safety of care. Comprehensive Accreditation Manual for Hospitals (CAMH), 2016. LD.04.01.11: The hospital makes space and equipment available as needed for the provision of care, treatment, and service. Comprehensive Accreditation Manual for Hospitals (CAMH), 2016. OTHER RELATED ACCREDITATION / REGULATORY STANDARDS REFERENCES Page 5 of 6
POLICY APPROVAL Approved With Revisions Date: 11/08/2016 Approved Without Revisions Date: Implementation Date: 11/08/2016 Version: 19.0 RESPONSIBLE DEPARTMENT(S) Supply Chain Management Page 6 of 6