PERT Committee Charter

A. Purpose of the Steering Committee

Mission

The mission of the Product and Resource Equipment Team (PERT) Committee is to ensure all products utilize evidence-based outcomes, clinical quality, fiscally responsible ideals, and inventory management principles that continue to provide a safe environment of care for our patients.

Governance

The PERT Committee is governed by the OR EDIT Steering Committee which assigns membership and approves changes to the Committee Charter.  The PERT Committee has the authority to prepare appropriate documentation related to requests and make recommendations regarding approval or denial to the OR EDIT Steering Committee.

Primary Functions

The primary function of the PERT Committee is to take responsibility for managing and analyzing all incoming requests for supplies, devices, implants, equipment and technology (“products”) to be used in the Perioperative environment at Duke University Hospital (Duke North Operating Rooms, Eye Center, and Ambulatory Surgery Center

Requests for products may be Physician specific or may impact many or all Physicians.  Examples products include surgical gloves, custom packs, suture, and other Health System-wide Perioperative Services Value Analysis Team recommendations.  

Analysis Responsibilities

• Review new Product and Equipment Request form completed by requesting Physician
  • Ensure completion of form
  • If form is incomplete, provide feedback to requesting Physician, and request re-submittal
• Completed form(s) will be distributed by PERT Committee Chair to the following for analysis:
  • Nurse Manager responsible for surgical subspecialty in which product is being requested for use
  • Financial Analyst – Perioperative Services CSU as well as appropriate surgical subspecialty CSU financial analysis
  • Senior Sourcing Manager, Procurement
  • Business Operations Manager, Perioperative Services CSU
  • Senior Sourcing Manager, Procurement– Complete ECRI product search
• Analysis is conducted prior to PERT Committee monthly meeting (using templates):
  • DNOR Nurse Manager
    • Operational impact
      • Managing product conflicts related to simultaneous utilization and OR turnover time
      • Impact to volume
      • Impact to case duration
    • Assess clinical need
    • Assess training needs
  • Financial Analyst
    • Complete financial analysis to include impact of expense on cost per case and resulting contribution margin for both professional and technical aspects
  • Senior Sourcing Manager, Procurement
    • Assess conflicts with existing contracts
    • Duplication of existing products
    • Assess proposed pricing
  • Business Operations Manager, Perioperative Services CSU
    • Impact to Inventory Mgmt
      • Charge Master
      • Materials Master
• Product Request Package is assembled and distributed by Committee Chair:
  • Product Package consists of completed analyses (as listed above)
  • Product Package is distributed to PERT Committee members prior to monthly meeting

Product Evaluation and Recommendation Responsibilities

Elements to consider are to include, but not limited to, the following related to the recommendation for approval/denial of products:

• Outcome data
  • Supports or refutes the superiority of proposed product (when comparable product is currently being used).
• Existence of technology
  • Comparable technology
  • No competing technology
• Existence of current contract
  • Duplication of product
• Proposed pricing
  • Neutral, increase, decrease
• Impact to overall cost per case and/or margin
  • Impact to operational expense
  • Impact to revenue
• Impact to quality indicators
  • Safety, outcomes, length of stay, morbidity/mortality, etc.
• Impact to volume
• Funding is available with the department to purchase

B. Steering Committee Membership

Membership

Membership will consist of representatives from administration, nursing and operations leadership, procurement, and finance.

Role of a Steering Committee member

Individually, Steering Committee members are expected to:

• Attend all meetings.  The Chair will contact members failing to attend meetings.  Members failing to attend 50% of the scheduled meetings will be subject to performance management corrective action.
• Reach a Quorum which is defined as fifty percent (50%)
• Understand the strategic implications and outcomes of products that are recommended for approval
• Be genuinely interested and engaged in the PERT Committee process and outcomes
• Support the decisions of the PERT Committee
• Help balance conflicting priorities and interests
• Provide feedback to product requestors

C. Steering Committee Meetings

Meeting Schedule and Process

The PERT Committee will meet at least monthly or as required based on the volume of product requests. 

The PERT Committee Chair facilitates the meetings.

Meeting Agenda

A typical PERT Committee Agenda will be as follows:

I.    Old Business

a.    Review of outstanding requests (i.e. incomplete)

II.    New Business

a.    Review of new product request package

i.    Analysis Results

III.    Action Items

a.    Product Analysis Package & Committee recommendation for approval/denial

i.    Submitted to OR EDIT Steering Committee & Requesting Physician

IV.    Future Meetings