Find Contract Information within 3 Seconds, Quickly Finish Process Approval and Archive......The Internal Control Informationization Construction of Our Hospital Marches toward A New Step

Find contract information required within 3 seconds, quickly finish process approval and archive……resort to a brand-new smart management platform,our hospital has tasted the "sweet" of internal control and management reform and innovation.

Internal control is the internal need of the sustainable development of hospitals, and also an important means to strengthen external supervision, which plays a pivotal role in hospital management. With the rapid development of our hospital in recent years, especially since the opening of Sandun Hospital, the information construction of the internal control work of the hospital has also stepped to a new level. With the strong support of the Party committee of the hospital led by Secretary Yan Jing, the information construction project of the internal control and management system of our hospital was officially launched on October 9, 2019, clarifying the project construction objectives, project construction requirements and construction plan. He Xiaobo is totally responsible for the project construction, Secretary of the Commission for Discipline Inspection, and the Audit Department leads the implementation of the process design, post authority setting and maintenance, communication and coordination between organizational departments, basic data and other maintenance. Finance Department, Information Center, Medical Engineering Department and other functional departments to participate in the demand research. On December 24,2019, internal control management system officially launched in the two districts, through work application, approval process and approval authority, control rules, implement the purchase application, approval, execution and contract review, signing to financial settlement of economic activities process, process, from "control" to "control", across campus, cross-economic behavior business activities of the whole process of online control and information sharing.

Tackle Internal Control Management Difficulties

Complete Upgrading of Internal Control Management at the Hospital

Previously, the internal control management of our hospital still adopted the traditional way. The approval link of internal control related processes was mainly completed through offline paper methods. The circulation efficiency was low and the management was not scientific enough.

Since the launch of the new internal control management system, it has realized the unified management of application examination and approval, procurement execution, contract conclusion and contract execution from the hospital within a short time, involving the hospital office, medical work, information, logistics, finance and other departments. Realizing the electronic registration and archiving of contract information, online operation of approval process, intelligent management and contract early warning management of suppliers, the upgrade of internal control construction has been completed, and the management efficiency has increased by geometric times.

Find the Contract Information Required within 3 Seconds, finish process approval within 1 minute

More Scientific and Transparent Internal Control and Management

01 Move Contract to Online

“Xiaozhou, please find me a leasing contract previously signed, I need it now”.

If it is put more than half a year ago, "Xiaozhou" of our hospital would be busy for a while, but now only need to input a few keywords to do it.

With the help of the "process query / monitoring" function of the internal control management system, our hospital has moved all the application, contract, settlement and other information in the paper and word to the system to "archive".

In the need to query, especially cross-departments, the relevant personnel only need to find immediately according to the applicant, centralized functional departments and other key words. “Before, we have to go to the warehouse to search contracts signed 3 years ago, but now I could find the contract contents required within 3~5 seconds with the computer”, said Xiaozhou.

Behind the convenience is not just the informatization of contract management. Because of the interconnection characteristics of the business module of the internal control and management platform, it meets the data exchange of hospital informatization and breaks the barriers between different systems. In addition to inquiry, personalized data statistical reports can also be generated through the internal control system, which can clarify the hospital economic activities at a glance and provide intelligent decision-making basis for hospital management.

02 Flexible configuration plus accelerating approval process

Take the procurement process approval as an example. Due to the many hospital procurement links and slow approval process, leaders signed on paper materials, involving many links, especially in the case of leadership meetings and business trips, the process will delay for a long time and affect the work progress.

Nowadays, through the procurement application process of the internal control management system, applicants can initiate the procurement application through the login system and nail the PC terminal / mobile terminal anytime and anywhere. So is the approver. Approval operation with one button to make the approval faster. A process approval from a week or longer, to online approval can be solved within one day as soon as possible.

03 Smart Management of Contract

Every year, our hospital has hundreds of procurement contracts. If it is still a traditional management model, the supplier management will be very messy: when does the contract expire? What balance payments need to be paid in the near future? Who should you look for if the supplier contact changes?Information can not be obtained in time, important things are easy to be ignored, more serious will directly cause economic losses.

However, supplier information must be maintained in the internal control management system.At the expiration of the contract, we can liberate relevant personnel from simple and trivial work, and put more time and energy on data analysis and evaluation of execution.

As introduced by Wang Binyuan, Chief of Audit Department of the Hospital, “As an important link of the internal control and management system, the contract management is an important starting point for the hospital to improve the internal control system, drive the innovation of the management system, and establish a standardized management”. Through the internal control management system, it can not only improve the internal control system of the hospital, but also further improve the level of fine management and improve the efficiency of staff.

04 Have An Ace up Sleeve, Fight against the Epidemic through Internal Control and External Assistance

Stand the test in a special period. After the outbreak of the COVID-19 epidemic this year, the internal control and management system not only reflects the sound mechanism of emergency procurement, but also writes a solid sum for the hospital to achieve a comprehensive online office.

During the epidemic period, there were more than 2,000 processes transferred through the internal control and management system, which greatly improved the process efficiency of the hospital, mainly reflected in:

1. The business staff don’t need to go to different departments, and realize paper-free office;

2. Keep tracking transfer opinions, with clear flow process analyses;

3. Clearly demarcated powers and responsibilities, and enhance the internal control and management awareness.

As pointed out by He Xiaobo, The construction of internal control management system is of great significance for the check and balance mechanism of power operation, improving operation efficiency, improving supervision and management, improving management results, key control points of the system, upgrading of management ideas, and moving forward the threshold of internal control responsibilities.

Cover the Entire Administrative Management Work of the Hospital into the Platform

Comprehensively Improve the Scientific Management Level of the Hospital

As pointed out by Hong Chaoyang, director of our hospital, based on the internal control and management platform, the hospital will comprehensively improve the scientific management level of the hospital, and gradually bring the overall administrative management of the hospital into the platform, for example, the work of the director's office meeting and the party committee will be included, recorded and tracked from the issue submission, meeting decision-making, resolution related work arrangement, implementation, feedback and supervision from the platform, strengthen the analysis, evaluation and assessment of the executive power, execution efficiency and execution results of the hospital administrative management; at the same time, more management business of the hospital will be connected to the platform to build an industry benchmark and strive to achieve "the first in the province and the leading in the country".

Next, the hospital will also connect with the equipment management system through the internal control and management platform, and record and track the equipment maintenance; conduct unified management of the special equipment in the whole hospital; connect the key control links of the budget management system and the infrastructure management system. Through the information management of hospital administrative, personnel, economic and other powers, improve efficiency and standardized operation, and provide a powerful starting point for the realization of the construction of clean government, business conduct and the construction of clean hospital, so that the hospital can comprehensively improve the construction of internal control and scientific management to a new level.

Source: Audit Department

Written by Zhou Jingqing from Audit Department; Guo Jun from Propaganda United Front Work Department