Digital material requests in daily hospital operations

Around 30 minutes less logistics effort per week – with just one pilot product category. Material requests directly at the point of storage, without adding extra workload for nursing staff.

Hospital profile

Klinikum Forchheim – Fränkische Schweiz operates healthcare facilities at its Forchheim and Ebermannstadt locations. The Ebermannstadt site includes, among other services, a specialist hospital for internal medicine and geriatric rehabilitation.

Initial situation

The supply of consumable materials to the wards was previously managed entirely by the logistics team.

Several times a week, logistics staff checked stock levels on the wards at fixed times and manually recorded material requirements. While this process was reliable, it regularly tied up resources for routine inventory checks.

Together with MOYAFLOW, the hospital wanted to find out whether this effort could be reduced without burdening nursing staff with additional systems or complex ordering processes.

Project implementation

For the three-month pilot, a suitable product category was selected together with the hospital. The team chose incontinence products.

The required number of electronic shelf labels was then determined, master data was entered into MOYAFLOW STREAM, and the system was prepared for the pilot.

Together with the hospital’s IT team, suitable gateway locations were identified on site to ensure reliable wireless coverage throughout the pilot areas.

The first test phase deliberately ran independently of the hospital’s existing IT systems. During the pilot, material requests were processed via MOYAFLOW’s integrated shop system. This made it possible to test the new process quickly without having to implement interfaces to existing systems from the outset.

During the first three months, the logistics team continued to manage the process. Instead of manually recording stock requirements, material requests could now be triggered directly at the storage location using the electronic shelf labels.

Regular feedback loops with users helped further adapt both the process and MOYAFLOW STREAM to the practical requirements of everyday hospital operations.

Results

After successful completion of the pilot phase, the process was handed over to the nursing staff following a short training session.

Required materials can now be requested directly at the storage location at the push of a button. For the pilot product category, the logistics team’s previous routine inventory checks are no longer necessary.

With just one product category, around 30 minutes of logistics effort are saved every week – equivalent to approximately 25 hours per year.

At the same time, the process remains intentionally simple for nursing staff: no additional apps, mobile devices or ordering lists are required.

This frees up logistics capacity without shifting additional administrative tasks to the wards.

Results at a glance

• Approx. 30 minutes less logistics effort per week
• Around 25 hours of logistics capacity freed up per year
• 1 pilot product category as the starting point
• 3 months of testing under real operating conditions
• Material requests made directly at the storage location
• No additional apps or mobile devices required
• Short training for nursing staff

Testimonial

With MOYAFLOW, we can trigger material requests directly at the storage location and significantly simplify a process that was previously manual. It is particularly important to us that the system is easy to use and integrates well into our day-to-day hospital operations. Our experience during the pilot has been very positive.

Klinikum Forchheim – Fränkische Schweiz

Next steps

Following the successful pilot, MOYAFLOW is planned to be expanded to additional product categories and wards.

At the same time, integration into the hospital’s existing system landscape is being prepared. This will allow the process successfully tested during the pilot to be gradually extended to additional areas.

Digitizing hospital logistics without adding unnecessary complexity

The experience in Ebermannstadt shows that digitizing hospital logistics does not necessarily have to start with a large-scale IT project.

A clearly defined use case, simple operation and the early involvement of logistics, nursing and IT enable a fast and practical start under real operating conditions.

MOYAFLOW combines electronic shelf labels at the point of storage with the cloud-based STREAM platform. Material requirements can be reported exactly where they arise – at the push of a button.

This reduces manual processes and frees up valuable resources in hospital logistics.

Want to find out how much potential there is in your ward supply processes?

Together, we identify a suitable use case and assess which product category could be the right starting point for a pilot in your hospital.

Simplify material supply. Relieve logistics teams. At the push of a button.