Optimizing One-Time Use Item Spend in Clinical Procurement

HEALTHCARE INDUSTRY

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DECEMBER 24TH, 2025

Baptist Health Is

Northeast Florida’s largest and most preferred health system with six hospitals and ten emergency centers, plus convenient access to more than 200 points of outpatient care.

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THE ASK

Provide visibility into the scale and financial impact of one-time use purchases. In the absence of structured data analysis, it was difficult to quantify the extent of avoidable spending or assess whether equivalent contracted items were available through existing GPO agreements

THE ASK

THE APPROACH

The team initiated a targeted operational review of one-time use item procurement. Key steps included:

∙Data Analysis: Leveraging internal procurement data, the team quantified the total spend on one-time use items.

∙Spend Segmentation: Of the $83M annual spend in this category, approximately $8.3 million was identified as expenditures where equivalent contracted items were available and could be substituted.

∙Policy Review: The team examined existing procurement policies that permitted clinicians to bypass contracts and identified opportunities to strengthen compliance controls.

∙Process Redesign: The team recommended updates to the ordering process which introduced automated checks for contracted alternatives and flagged non-compliant orders for review.

THE APPROACH

The team initiated a targeted operational review of one-time use item procurement. Key steps included:

∙Data Analysis: Leveraging internal procurement data, the team quantified the total spend on one-time use items.

∙Spend Segmentation: Of the $83M annual spend in this category, approximately $8.3 million was identified as expenditures where equivalent contracted items were available and could be substituted.

∙Policy Review: The team examined existing procurement policies that permitted clinicians to bypass contracts and identified opportunities to strengthen compliance controls.

∙Process Redesign: The team recommended updates to the ordering process which introduced automated checks for contracted alternatives and flagged non-compliant orders for review.

THE APPROACH

The team initiated a targeted operational review of one-time use item procurement. Key steps included:

∙Data Analysis: Leveraging internal procurement data, the team quantified the total spend on one-time use items.

∙Spend Segmentation: Of the $83M annual spend in this category, approximately $8.3 million was identified as expenditures where equivalent contracted items were available and could be substituted.

∙Policy Review: The team examined existing procurement policies that permitted clinicians to bypass contracts and identified opportunities to strengthen compliance controls.

∙Process Redesign: The team recommended updates to the ordering process which introduced automated checks for contracted alternatives and flagged non-compliant orders for review.

THE ANSWER

The initiative produced the following results:

∙Cost Reduction: The analysis identified up to $8.3 million in avoidable annual spending, providing a clear roadmap for immediate and long-term savings.

∙Policy Alignment: A proposed policy revision strengthened adherence to GPO contracts, ensuring procurement requests were consistent with negotiated pricing structures.

∙Operational Visibility: The development of a data-driven foundation will enable the future creation of dashboards to monitor compliance, track savings, and support continuous performance improvements.

THE ANSWER

The initiative produced the following results:

∙Cost Reduction: The analysis identified up to $8.3 million in avoidable annual spending, providing a clear roadmap for immediate and long-term savings.

∙Policy Alignment: A proposed policy revision strengthened adherence to GPO contracts, ensuring procurement requests were consistent with negotiated pricing structures.

THE ANSWER

The initiative produced the following results:

∙Cost Reduction: The analysis identified up to $8.3 million in avoidable annual spending, providing a clear roadmap for immediate and long-term savings.

∙Policy Alignment: A proposed policy revision strengthened adherence to GPO contracts, ensuring procurement requests were consistent with negotiated pricing structures.

Key Metrics & Takeaways

Cost Reduction

Identified up to $8.3 million in avoidable annual spending with clear opportunities for short- and long-term savings.

Cost Reduction

Identified up to $8.3 million in avoidable annual spending with clear opportunities for short- and long-term savings.

Cost Reduction

Identified up to $8.3 million in avoidable annual spending with clear opportunities for short- and long-term savings.

Operational Insight

Clinically driven decisions can benefit from structured procurement oversight when supported by data.

Operational Insight

Clinically driven decisions can benefit from structured procurement oversight when supported by data.

Operational Insight

Clinically driven decisions can benefit from structured procurement oversight when supported by data.

Cross-Functional Collaboration

Success required input from procurement, clinical staff, and data analysts to ensure compliance.

Cross-Functional Collaboration

Success required input from procurement, clinical staff, and data analysts to ensure compliance.

Cross-Functional Collaboration

Success required input from procurement, clinical staff, and data analysts to ensure compliance.

Scalable Impact

The methodology utilized in this initiative can be replicated across other spend categories to identify further savings and enhance strategic sourcing.

Scalable Impact

The methodology utilized in this initiative can be replicated across other spend categories to identify further savings and enhance strategic sourcing.

Scalable Impact

The methodology utilized in this initiative can be replicated across other spend categories to identify further savings and enhance strategic sourcing.