S2: Using UDI in EDI Transactions

  • F1 Use Cases for UDI
  • F2 Uses of UDI Data
  • F3 IT Integration
  • F4 Selecting Scanners
  • F5 Regulatory Guide/Glossary

  • C1 Benefits of Scanning at POC
  • C2 Which Barcode to Scan
  • C3 Handling Scan Failures

  • SC1 Adding UDI to ERP
  • SC2 Using UDI in EDI
  • SC3 Managing UDI-DI Changes
  • SC4 Using UDI in Inventory Management
  • SC5 Using UDI in Contract Management

    • This guide will outline the benefits and provide a technical map for using the UDI in EDI transaction sets. In most cases only the UDI-DI will be used in EDI transaction sets. In the case of ISBT128 transactions some PI is required for traceability. There may be other situations where trading partners agree to include UDI-PI information.

    Benefits

    • The UDI-DI provides a common data link between disparate supplier and provider information systems
    • Reduces rework in the ordering, shipping, receiving, invoicing, and cash application processes.
    • Eliminates the need to create manufacturer specific unit of measure translation tables.
    • Eliminates the need to maintain crosswalks of manufacturer, distributor, and provider internal product numbers.
    • Using UDI-DI in the Purchase Order streamlines the shipping, receiving and put away process by enabling barcode scanning and supporting automation. Scanning also creates an audit trail.

    Terminology:

    See the “Glossary” Quick Start Guide for the definitions to any unfamiliar terms or acronyms.

    Activities to Accomplish prior to Implementation of this Guide:

    • Add the UDI-DI into the hospital’s ERP system. Click here for QSG on adding UDI-DI into ERP system.

    Getting Started:

    Manufacturers and providers should contact the individuals within their organization responsible for managing your ERP system. Work with them and vendor representatives to answer questions such as:

    • What are your ERPs current capabilities for using the UDI in EDI transaction sets?
    • Is the system capable of transacting solely with UDIs or is catalog (vendor reference number) also required?
    • If you are integrating UDI-DI, UDI-PI and associated data as part of ERP standardization efforts, how can you leverage that work to support implementation of transaction sets?
    • Set up SMART goals for the pilot – specific, measurable, achievable, relevant and time-bound – to measure success.

    Set up your ERP to transact using the UDI-DI.

    Click here for the guide outlining transaction set maps for the purchase order (850), purchase order acknowledgement (855), advanced shipping notice (856) and invoice (810).

    Select a trading partner with which to pilot the process

    • Identify manufacturers who provide or healthcare providers who frequently use high volume products.
    • Identify trading partners who are currently using the UDI in EDI transaction set or are looking to implement the process. Your EDI vendor can be a resource for identifying trading partner capabilities and available data sets.
    • Train and/or measure competency of internal staff on technical aspects of EDI transmissions especially those that include UDI-DI
    • Configure ERP systems and conduct a test with a limited number of items to ensure all data fields are operating correctly before expanding the process to all products.
    • Expand the process to other capable trading partners.

    Who Should be Involved:

    • Supply chain – purchasing, inventory management, master data management and analytics.
    • Internal ERP and EDI owners
    • ERP and EDI vendor representatives
    • Manufacturer EDI expert
    • Clinical and Finance & IT representative

    Back to Introduction

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