GPO contract compliance and product depth per facility for healthcare suppliers

A healthcare supplier sells through distributors under group purchasing contracts and rarely sees one hospital whole. The distributor reports what it shipped; the GPO reports what the contract covered; the supplier's own invoices say what it sold to the distributor. Joined on the facility, the three answer two questions the territory manager cannot answer today: which product lines does each facility buy from us, and which signed contracts are not being used. This guide sets out the join and the roll-up.

The measures

Per facility:

Product depth = product lines bought ÷ product lines in the norm for the facility's type and size Contract utilisation = orders against the contract ÷ facilities covered by it, per contract

Per territory manager:

Coverage = facilities with a logged visit in the window ÷ facilities assigned The gap list, valued at contract price, capped by capacity

The rows you need

• Tracings: one row per facility, product, period and distributor, with units and value.
• GPO and IDN reports: contract, facilities covered, period, volumes where reported.
• Direct invoices: to distributors and to facilities where you sell direct.
• Facility master: type, bed count band, health system, territory manager.
• Contact log: optional, from the CRM.

Facility identifiers only.

The join

Facility names differ across every source. A mapping table from each source's facility name and code to one identifier is the work, and the report counts tracing rows whose facility did not map, because those are sales nobody can attribute. The same for products: distributor SKUs, GPO item codes and your own catalogue map to one product line list.

The roll-up

1. Facility by product line: traced value, direct value, bought flag.
2. Facility: lines bought, depth against the norm, valued; contracts covering it, orders against each.
3. Health system: facilities rolled up, since the contract is usually signed there.
4. Territory manager, region, company: assert that facility sales sum to the manager, managers to the region, and the region to traced plus direct invoiced sales.

traced + direct sales = Σ regions = Σ managers = Σ facilities = Σ product lines

The by-facility equality catches a facility mapped to two identifiers. The by-product-line equality catches a distributor SKU mapped to the wrong line.

A worked example

One health system, four facilities, norm of four product lines.

The system signed a four-line contract. Two facilities have never ordered against it, and one buys consumables only. The territory manager's list opens with FAC-103, on contract, zero orders, and the contract's expected value for a facility of that size beside it.

Where it goes wrong

Double counting across sources. A sale in the tracing and in the direct invoice to the distributor counts twice. Decide which source is the record for each channel and reconcile the other to it.

Facility identifiers. One hospital under five names is the normal case. The mapping table and the unmapped-row count are the method.

Contracts at the system level, orders at the facility level. Join the contract's facility list explicitly rather than assuming every facility in a system is covered.

Bed count stale. A facility that grew is measured against the wrong norm. Refresh from the facility master on a schedule.

Every month, from the tracings

Mapped once, the monthly tracings, the GPO reports and the invoices produce depth per facility, unused contracts and coverage per manager, reconciled to sales. Covirage builds this from the exports as they are, facility identifiers only, in the company's tenant on an enterprise deployment. The healthcare page describes the setup.