Success Stories: Maastricht UMC+

Creating world-leading surgical logistics with Maastricht UMC+

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PROJECT SCOPE OVERVIEW

  • Client location: Maastricht, Netherlands
  • Operating rooms: 27
  • Number of beds: 715
  • Number of employees: 7,500+
  • Admissions: 23,000+
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RESULTS

  • ​​First hospital globally​ to implement a fully closed-loop MM workflow with Epic

  • Seamless transition ​from SAP i.s.h. med to Epic while maintaining SAP ERP functions

  • ​​Enhanced operational efficiency and reduced administrative burden

  • Improved patient safety and optimised supply chain management 


The challenge

Managing surgical supplies in a busy operating room is complex. Every instrument and implant must be tracked accurately, so surgeons can access critical tools at the right time. 

When Maastricht UMC+ decided to switch from SAP i.s.h. med to Epic, they faced a huge challenge: maintaining their advanced closed-loop MM workflow for tracking and managing surgical materials. Epic and SAP had to communicate seamlessly, data accuracy had to be maintained and operations couldn’t miss a beat. 

Our solution

We partnered with Maastricht UMC+ to embrace the challenge, assembling a team of experts—including Epic managers, SAP consultants, engineers and logistics specialists—to design and implement a seamless and integrated workflow. 

Together, we created an innovative, future-proof solution, which included: 

  • ​​Cleaning and enriching the supply file, creating an accurate, GTIN-based registration system in Epic. 
  • ​​Setting up real-time scheduling updates between Epic and SAP through an HL7 SIU-interface, making sure both systems stayed in sync. 
  • ​​Mapping digital pick lists to specific procedures, making it easier to select the right supplies. 
  • ​​Optimising their existing wristband-scanning technology for fast and accurate stock depletion and logistics tracking, and more efficient material picking before procedures. 
  • ​​​Achieving 90-95% barcode-scanning accuracy during surgeries for tracking implants, capturing critical serial and lot numbers. 
  • ​​​Automating post-procedure stock depletion and cost tracking using HL7 interfaces and CSV exports to SAP, eliminating the need for manual updates. 

Our impact

This project refined how the hospital managed surgical materials—not only by automating processes, but by boosting accuracy and patient safety. 

Thanks to this future-proof solution, operating room staff can spend their precious time focusing on patient care. Real-time supply tracking improves inventory control and prevents delays, while accurate implant tracking enhances patient safety. Meanwhile, seamless updates to SAP have maintained financial and logistical accuracy. 

Maastricht UMC+ is now a global pioneer. They are the first hospital to achieve a fully automated, closed-loop MM workflow with Epic, including real-time updates and automatic stock tracking. This has set a new standard for surgical efficiency and patient care globally.
This solution has transformed our approach. With barcode scanning, we’ve reached 90-95% accuracy, significantly enhancing how we track surgical materials. It’s streamlined our workflow, minimized errors, and ensures that the right supplies are always available when we need them.

JOS BOST, PROJECT MANAGER INTEGRATION EHR-ERP, MAASTRICHT UMC+

 

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