Abstract Background Procurement processes play a vital role in maintaining the operational efficiency of healthcare institutions for timely access and optimal prices of essential supplies. Despite this, many large tertiary healthcare centres still predominantly use manual procurement mechanisms, contributing to inefficiencies and negative consequences regarding time and errors. Digitisation of procurement has already been successfully implemented and transformed various other sectors, yet it is scarce in healthcare, especially in resource-limited settings. This study thus intends to evaluate current procurement workflows in a 2000-bed tertiary care hospital in South India, to determine drawbacks and propose a digitisation strategy. Methods This is a qualitative process mapping study with two weeks of direct observation in the procurement department. It was augmented by unstructured interviews and focus group discussions with primary stakeholders, including procurement managers, IT professionals, clinical departmental heads, and end-users. Workflow diagrams were prepared using Kaizen burst symbols to identify bottlenecks and further opportunities for a digital transformation. A two-year phased digitisation roadmap was developed with phases focusing on infrastructure, software integration, training, and data security. Results Manual processes, especially indent processing and preparation of comparative statements, were analysed for sources of delay. Electronic procurement platforms, procurement management software, RFID/barcode inventory systems, and automated comparative statement generation were identified as focus areas for digitisation strategies. Stakeholders emphasised the requirement for simple, user-friendly systems compatible with the available IT infrastructure. A two-year implementation schedule was proposed with a budget approximated at INR 28 to 45 lakhs, including software customisation, hardware enhancement, training, and data security. However, certain approvals, such as digital signatures, were restricted due to administrative decisions. Conclusions Digitising procurement functions in a tertiary hospital improves efficiency and transparency and facilitates decision-making. The proposed remapped workflows support phased implementation with stakeholder collaboration and also have the potential to offer foundational frameworks for AI-based procurement optimisation in the near future. Other public and private institutions may adapt this to drive digital transformation in healthcare.
Mohan et al. (Mon,) studied this question.
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