SOx Surgical Order
Reducing Friction in Surgical Supply Chain Management

Achieving optimal patient care in an operating room relies on perfect harmony in the surgical team. It is a symphony of collaboration, expertise, and unwavering dedication among specialty surgeons, certified scrub nurses, anesthesiologists, and OR circulating nurses that forms the foundation for exceptional patient outcomes.

This same level of synergy is vital in the surgical logistics workflow as well. When all stakeholders involved in the surgical supply chain—surgeons, hospitals, and suppliers—work in tandem, patients benefit from superior care experiences.

Enter Surgical Order (SOx), epitomizing this spirit of synchronization in surgical logistics workflow.

Bringing surgeons, practices, hospitals, and suppliers together on a unified, patient-centered platform, SOx serves as the hub that guides the flow of information, ensuring seamless communication and coordination among all stakeholders.

With a visionary outlook, the firm strategically positions itself as a healthcare innovator, driving the digital transformation of surgical logistics. By embracing the power of connectivity and cutting-edge technology, SOx paves the way for a revolutionary shift in the global supply chain landscape, propelling it into the modern era.

“Our goal is to foster effective teamwork within hospitals to not only cultivate a patient-centered approach but also a modern-thinking practice that prioritizes the well-being of patients,” says Dr. Paul Athanasiov, co-founder and director of SOx.

One Platform, Many Benefits

All stakeholders in the surgical logistics workflow can seamlessly collaborate and coordinate, with real-time visibility, ensuring everyone is on the same page. While surgeons can easily communicate their requirements, hospitals can accurately monitor stock levels, anticipate demand, and optimize inventory management. Suppliers can then attend to needs promptly and efficiently. This level of transparency can significantly reduce errors, optimize resource allocation, eliminate duplication, and prevent delays and shortages, ultimately translating into an improved healthcare experience.

A significant benefit of implementing SOx is reduced labor and inventory costs. By eliminating manual transcription and the duplication of information, as well as replacing outdated communication methods, such as email, fax, and phone, with a secure and integrated communication platform, the need for excessive human effort is minimized. Hospitals also benefit from improved compliance programs, ensuring that no expired items remain in stock or are used, aligning with stringent safety standards.

More importantly, implementing SOx ensures the uninterrupted availability of necessary supplies, avoiding disruptions in surgical procedures. A notable example is the National Implant Registry, a comprehensive database that tracks the utilization of medical implants across the country. SOx adds predictive functionality to the Registry, empowering surgeons and hospital staff to effortlessly check the availability of required products and receive timely alerts regarding recalls or stock level declines.

Breaking down these communication barriers reduces friction within the healthcare ecosystem.

By seamlessly interfacing with various software vendors used by hospitals, healthcare practices, and suppliers, SOx streamlines processes, optimizes workflows, and enhances communication between different entities involved in the surgical supply chain. It also reduces frustrations, improving work satisfaction and staff productivity.

Designed by and for Clinicians

The inspiration behind Sox stems from Dr. Athanasiov’s personal experiences and observations as an ophthalmic surgeon.

He encountered numerous situations where incorrect, delayed, or shortages of implants on the requested day disrupted his scheduled surgeries, leading to rescheduling or cancellations. These challenges fueled his determination to design SOx as a connected surgical ecosystem that simplifies the complexity of the implant supply chain.

User-Defined Interfaces – Unified Workflow

The SOx platform offers a range of interfaces that seamlessly connect the software of surgeons, hospitals, and suppliers. These interfaces provide intuitive and efficient ways for each stakeholder to access and manage the necessary information for surgery preparation and supply chain management.

Surgeons leverage the platform’s intuitive practice interface to seamlessly connect with hospitals and suppliers. This user-friendly interface empowers surgeons to effortlessly schedule ORs and curate personalized surgical lists tailored to their specific requirements. By accessing real-time information, including estimated arrival time for inbound stock, surgeons gain valuable insights to effectively track and plan surgeries with precision.
Hospitals benefit from a comprehensive dashboard that offers real-time access to the equipment requests uploaded by surgeons. The intuitive portal lets the staff effortlessly manage upcoming surgeries, make necessary adjustments, and even automate the pre-ordering process for required supplies. This streamlined workflow not only saves valuable time, but also instills confidence, with the assurance that all necessary preparations are in place for successful surgeries.

In addition, the platform’s advanced scanning algorithms and comprehensive third-party database of surgical equipment contribute to enhanced accuracy in billing and settlement processes. Staff can easily scan product packaging using a variety of scanning technologies—barcode, QR codes, data matrix, or RFID—eliminating the need for manual data entry into inventory management systems. This efficient system enables them to identify rebateable items, monitor stock levels, manage expirations, and process electronic charge sheets with ease and accuracy.

Even suppliers benefit substantially from a dedicated portal that promptly notifies their representatives to prepare and dispatch the exact surgical equipment needed for each surgery. The portal facilitates efficient supply chain management while preserving patient privacy. By providing real-time visibility into stock levels at hospitals and clinics, suppliers can proactively collaborate with hospital staff to optimize inventory management and reduce the need for on-site reserve inventory. In addition, the portal streamlines the ordering process through automated online ordering, supported by predefined product codes. This integration significantly reduces the likelihood of transcription errors, ensuring accurate and seamless transactions.

Walking the Talk with Proven Results

The implementation of SOx has significantly improved the efficiency, accuracy, and cost-effectiveness for Melbourne Day Surgery hospital.

Previously, the hospital dedicated approximately 12 hours per week, to manually preparing ophthalmology OR lists. This involved printing out lists received via email from various surgeons and manually checking the need for orders. Despite having around 70 percent of the required items in stock, there was always uncertainty regarding availability for the following week, leading to additional stock orders. The process of ordering stock also involved emailing the supplier-customer service team, and providing details such as the surgeon’s name, hospital name, and the date of the OR list, which was quite cumbersome. At the same time, the CFO was concerned about the alarming number of prepaid items being purchased but not billed for. It was estimated that this cost the hospital an average of $100,000 per year.

Since the implementation of SOx’s platform, 10 hours per week have been freed up for the nursing staff. Ordering and updating of OR lists are done automatically whenever a surgeon uploads a new list. And stock levels are considered according to prior usage levels and upcoming bookings. With the native scanning and synchronized platform provided by SOx, as soon as an item is used, the accounts team is notified, allowing for accurate and timely billing to the patient or insurance provider. This streamlined process has reduced operational costs and established digitalized and more efficient processes for the hospital.

Top-Tier Partnerships and Growth Plans

SOx has established partnerships with renowned industry suppliers, including Zeiss, to offer surgeons access to top-quality medical instruments. Its platform also seamlessly integrates with leading medical practice management software like Genie and Shexie, allowing surgeons to import OR lists directly from these systems. Such integrations save valuable time that would otherwise be spent on manual list preparation. SOx continuously evolves its platform by collaborating with software vendors and integrating with other databases and hospital networks to reduce the occurrence of transcription errors and minimize the double handling of information.
In its commitment to innovation and growth, SOx has exciting plans ahead. It is set to launch a new and improved platform, specifically designed for cardiac surgeries. Dr. Athanasiov also shares the firm’s vision of expanding its presence in other medical fields, including orthopedics, injections, gastroenterology, and even veterinary medicine. This expansion will enable SOx to bring even more benefits and synergies to surgeons who practice multiple types of surgeries.

On the road to advancing medical care, SOx is demonstrating its role as a key game-changer within the healthcare supply chain space, blazing a trail for others to follow. As it continues to advance and revolutionize the industry, it is poised to make a lasting impact on the delivery of medical care and further establish itself as an indispensable force in the field.