EVALUATE LABELING SYSTEM? IS IT TIME TO YOUR A GUIDE TO CHANGE MANAGEMENT

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1 IS IT TIME TO EVALUATE YOUR LABELING SYSTEM? A GUIDE TO CHANGE MANAGEMENT F O R H E A LT H C A R E TEKLYNX Americas 409 E. Silver Spring Drive Suite U12 Whitefish Bay, WI USA Tel: (414) Fax: (414)

2 D on t be intimidated by the word change it doesn t have to mean more complicated. In fact, many healthcare businesses find that after they go through the process of upgrading their labeling solution, everything is easier from the design stage all the way through printing. New technology can support complicated industry regulations, print automation and database integration, making it easier for your users to get their jobs done, improve your bottom line, and ultimately promote better patient care. HOW YOU KNOW IT S TIME TO EVALUATE Resisting change in the healthcare industry is near impossible, as rules and regulations are finalized, implementation dates approach, and initiatives turn into standards. Keeping up with industry trends is crucial to maintaining high productivity and low costs. Implementing a labeling solution with a simplified user interface can reduce errors by 50%, therefore limiting expensive customer returns and product recalls. Print automation reduces manual processes by pulling data directly into label templates, development time and associated costs can be reduced by 75%. Can your healthcare business benefit from changes like these? QUALITY CONCERNS Cost is a major factor for many businesses, and some healthcare companies have implemented solutions that cost 50% less than their legacy system and double productivity. With flexible licensing options, you can easily contain the total expense over time while realizing an immediate return on investment. the door. Whether you leverage labels for medical device labeling, lab sample tracking, employee ID badges, file management, patient wristbands, and/or medication lableing; how do you know it s time to make a change? A change in a different area of your business or processes can trigger the need for a change to your labeling system. Some common catalysts include: Have you noticed inconsistencies between the label design you have created on screen and the printed label? A high level of accuracy is crucial to effectively print barcodes for healthcare use, and your labeling software might lack the right printing capabilities to create precise results. This can lead to label reprints, errors in customer orders, rejected shipments and loss of production time. By working with a vendor that provides true What You See Is What You Get (WYSIWYG) results, you can be sure that your labels are accurate when they go out Printer drivers play a significant role in the quality of the printed label. Some software solutions leverage Windows printer drivers, which are inexpensive for the developer to implement but lack the print quality, power and flexibility that embedded printer drivers provide. The type of printer REDUCED ERRORS & CUSTOMER RETURNS driver that your labeling software uses can impact print speed and security. It can also impact the flexibility of your design process by limiting the ability to incorporate new barcode symbologies into your label designs. If you are noticing declining print quality, it might be time to reassess your labeling software along with your hardware. DEVELOPMENT COSTS CUT BUSINESS GROWTH OR ACQUISITION If your organization is merging with another business that has CUT OF OVERALL COST OF LEGACY SYSTEMS a different labeling system in place, this typically requres a change in order to get both sides on a unified and validated system. Ideally, you will be able to make a considered decision and find a solution that meets the needs of all areas of the 2

3 business. In this scenario, it is critical to understand the intricacies of the disparate labeling processes so that you can find a solution that supports healthcare industry requirements and standards, including UDI, HIBC, CFR, and others. Business growth can also drive an assessment of a company s labeling system. Growth can include adding new production sites in different locations or more resources involved in the labeling process. Expanded production equals an increase in the number of labels your company produces. In the event of an acquisition or Changing regulations in the healthcare industry can also rebranding, you might need to redesign your labels to impact the complexity of your labeling process. UDI reflect new brand guidelines or align with global standards. regulations support patient safety by requiring that medical Mergers also lead to database consolidation and software devices are labeled with a Unique Device Identifier (UDI) in reconfiguration. In all of these cases, it is worth reviewing both human readable format and AIDC format. A UDI your current labeling processes and tools to ensure that increases traceability of medical devices, allowing for more they can handle the changes to your business. efficiency during product recalls. Your labeling solution should enable you to quickly and easily adhere to these INCREASED COMPLEXITY regulations. Whether a result of business growth, new regulation implementation or other factors, organizations in the Supplier networks also contribute to the complexity of your healthcare industry often find themselves with an overly labeling processes. Different suppliers have different complicated or unmanageable labeling process. New requirements, and the more vendors you work with, the product lines require new label designs and templates, more rules you have to follow. This also applies to your and as your portfolio grows your labeling system grows customer network as well. When shipping products, you along with it. Over time, as label templates and designs may have to comply with requirements from the receiving are created in response to different business needs, your organization and if you don t, your products could be database can become cluttered with legacy files. shipped right back to you at your expense. Repercussions for This can lead to print errors, wasted stock and costly not following these requirements can include fines and could recalls if the wrong file is selected for production. It can lead to dissolution of the relationship, so it is important to also slow down the process, both in the amount of time incorporate these into your labeling processes. By selecting a the print user must spend to locate the correct file and solution that allows for hosted network label printing, you also by slowing down the software itself. If you have a can give suppliers real-time access to print label templates via growing number of templates or designs, consider a a web-based interface, rather than sending updated files back solution that offers versioning, database integration, and and forth whenever there is a change to be made. This archiving to streamline the process. streamlines the design and editing process and reduces errors. 3

4 CHANGING TECHNOLOGY The purchase of new printers can also lead to changes in When the IT department upgrades your your label design processes. As mentioned earlier, printer company s operating system, business systems drivers play a major role in the quality and precision of the (such as your Enterprise Resource Planning printed label. When new printers are introduced into your (ERP), Warehouse Management System labeling environment, it is important to take the time to (WMS), Electronic Medical Records (EMR) review their capabilities and determine whether you are or Supply Chain Management (SCM) able to retain the same level of quality with the software solution) or decides to implement a new and hardware combination. Often, a simple driver server configuration, it can have a significant installation is all you need but it might be a good time to impact on your labeling processes. Because take a step back and make changes that will drive labeling tends to be a set it and forget it long-term improvements. Selecting a software vendor that effort for most businesses, it is possible that focuses development effort on printer drivers and keeps the version of software you are using to print pace with the latest operating systems ensures that you have labels in your warehouse is incompatible with ultimate flexibility today and in the years to come, so that the latest operating systems. you can take technology updates in stride without downtime or process changes. HOW TO CHOOSE THE RIGHT HEALTHCARE LABELING SOFTWARE PROVIDER If you have decided that it s time to reevaluate your labeling system, the vendor assessment process is an What are your technical support and customer service offerings? It is important to important step that should not be marginalized. The have access to resources when you need them. This starts right vendor will have specific experience that aligns with during the research phase Is an ROI calculator available healthcare industry requirements. It is important to to justify your expense? Additional questions include: conduct due diligence and assess each vendor according - Does the vendor offer label design and conversion to your needs. Some important considerations include services to streamline your transition from your legacy the conversion process of your existing labels, the application? vendor s services and support offering and whether they support current and future healthcare regulations. - If you need custom interface development, does the vendor have resources to assist? - What is the availability of technical support and is The following questions are a good starting point for your there an online knowledge base to support self-service research process. Before you begin, review these criteria troubleshooting? and prioritize them according to your business needs. Some software vendors sell through a value-added reseller network, which can offer additional benefits and support. Include your reseller in the vetting process so that you select the right team. 4

5 What are your software training options? Some software vendors offer on-site training for the resources that will work most closely with the application. Others offer only virtual training options. Ideally, you will find a vendor who offers both, along with ongoing access to videos and resources so that you can easily train new users and educate team members on updates and new features. By equipping your internal resources to use the software effectively, you can be sure that you are getting the most from your investment. What are your payment and licensing options? It is important to consider the quantity of licenses and your long-term expansion plans when purchasing labeling software. When you choose a vendor that offers flexible purchasing options, you are able to more easily adapt to changes in your labeling process. Subscription licensing options allow you to use the software with a lower up-front cost while offering flexibility for future licensing needs. Software maintenance agreements that include updates and upgrades also protect your investment and ensure that you stay current with the latest developments. It is also important to assess whether a vendor offers multiple licensing options, such as single user and network versions, hardkey options for offline workstations, and so on. What does the implementation process involve? Your chosen vendor should make recommendations based not only on your immediate needs, but also according to your future needs (based on projected growth). This can lead to a different software choice and can impact the configuration of your software. Also, be sure to confirm whether the vendor can assist with label design and how easy it is to begin designing in the software. Review the available wizards within the software and determine how these will fit into your design process. When discussing the implementation process, be sure to work through what resources your vendor can provide to support the project and how they will work with your internal team members. An established vendor will have extensive experience installing labeling solutions at a wide range of companies, and can help create a realistic timeline for your implementation project. This should also include the label conversion process and any necessary integration points, whether with external databases, ERP systems or other applications. What type of printer drivers does the software use? Keeping your current and future hardware requirements in mind, ask whether the vendor offers Windows or embedded printer drivers. A vendor that offers embedded printer drivers gives you the ability to retain design quality when switching printers. If the vendor has direct technology partnerships, this means that they can provide access to a broad range of printer drivers, which means that you have more options when choosing your printers. 5

6 Is your software scalable? This question helps determine whether the solution can grow with your business. As we ve seen, business growth can significantly impact your labeling processes. If you choose a vendor that offers different levels of software for basic to complex labeling needs with a clear transition path between each application, future transitions will be seamless. If you have international requirements, vendors with a global footprint can offer additional levels of support and service. ARE YOU READY TO GET STARTED? The process of evaluating your labeling system and choosing a vendor can seem overwhelming, but if you take the time to ask the right questions and come prepared with your requirements, you can quickly determine whether the software is the best fit for your business. Take the time to fully assess your existing processes and tools to determine where improvements can be made, and make sure that your chosen vendor can address your needs. If you are ready to take the next step, contact TEKLYNX for a risk-free, no cost, labeling assessment. Our team will review the key components of your current labeling process to identify where adjustments can be made to improve efficiencies and alleviate your pain points. ABOUT TEKLYNX INTERNATIONAL TEKLYNX International is the world s leading developer of barcode labeling software solutions, and the only provider to offer barcode labeling software subscription licenses. More than 600,000 companies in 120 countries rely on its integrated software solutions for supply chain automation, regulation compliance, warehouse management, shipping and receiving, inventory control and asset management. TEKLYNX is a Microsoft Gold Certified Partner, Oracle Gold Partner, has internal GS1 Certified Barcode Professionals and invests to develop SAP Certified solutions. TEKLYNX barcode labeling software is CFR Part 11 compliant, and is capable of printing GS1 and HIBC required to generate the AIDC technology labels for UDI compliance, with support for thermal and thermal transfer pritners. TEKLYNX is headquartered in France with operations in the United States, Europe, Japan, China and Singapore. For more information on how TEKLYNX can help organizations in the medical device and healthcare industry, visit 6

7 SUPPLEMENTARY CHECKLISTS LABELING ASSESSMENT To determine whether your business is in need of a new labeling system, answer the following questions. 1. What are the primary challenges you are experiencing with your current label design environment? 2. Are there any features that your current labeling system lacks? 3. Are there any current or planned business initiatives that require a change to your labeling processes? (For example, acquisition, globalization, new suppliers, expanded product lines, etc.) 4. Are there any pain points within your labeling process that are costing your business time or money? 5. Is your labeling software fully integrated with your other business systems? 7

8 SUPPLEMENTARY CHECKLISTS WHAT YOUR VENDORS NEED TO KNOW Before you begin researching software vendors, take the time to conduct a full assessment of your current labeling processes. If you come to these conversations armed with the following information, you will be able to ask the right questions and find the right fit for your business. NUMBER OF LOCATIONS IN LABEL DESIGN ENVIRONMENT LABEL DESIGN PROCESS Type of labeling done at each location Number of resources involved Any variation in process or label design (by location) Where label files are stored Approval rules and processes NUMBER OF CURRENT TEMPLATES OR LABEL FILES How labels are released to production Image files PRINTING PROCESS Color Printing from label designer or other interface Special requirements PRINTERS Number of printers or lines Type of printers Age of printers Type of label stock and volume of print SOFTWARE How end users access label files for printing (for example, are labels printed from a single location and distributed to the floor, or are they printed on the floor from various workstations) How suppliers access label files for design and approval (if a network tool is used) Are print users entering variable data at print time? Are print users printing from a workstation with a single or multiple printers? Main operating system Virtual or physical servers ERP or main business system Database connections type and purpose NOTES 8