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Supply Chain Management

Surgical & Procedural Services CVA

The Committee will be called the Clinical Value Analysis Committee for Surgical and Procedural Services (Surgical and Procedural Services CVA).

Purpose

The Surgical and Procedural Services CVA is created for the purpose of working with clinical staff and administration in aligning clinical initiatives, medical equipment and supply requests that impact surgical and procedural care, to the University’s mission and core values.

The specific responsibilities of the Committee include, but are not limited to, the following:

 Review Item Requests: Evaluate new products and/or device for clinical adoption based on appropriateness, evidence-based support, and alignment with procedural standards of care.

Trial Requests: Recommend, approve, oversee, and evaluate, applicable, product or device trials; develop standardized trial tools and collect feedback from end-users

Programs & Clinical Initiatives: Support clinical-led initiates (e.g., orthopedics, cardiology, surgery, etc…) by ensuring the right products are available.

Standardization & Utilization Review: Assess opportunities to reduce variation in nursing/clinical supplies and equipment use.

Cost & Financial Impact Review: Partner with Supply Chain/Finance to evaluate total cost of ownership, reimbursement impact and ROI.

Communication & Feedback Loop: Establish channels to share committee decisions with frontline nursing, clinical leadership, and other committees for cross-disciplinary requests.

Collaboration with Other Committees/Subject Matter Experts: Interface with system-level Value Analysis, Supply Chain, Nursing, finance, infection prevention, and applicable procedure-based service lines, and their department chiefs.

 

Organizational Structure of Sub-Committee

The committee shall have an executive sponsor: Senior Director, Supply Chain.

The committee shall have a Clinical Value Analysis Project Manager (CVAPM) who will act as committee chair and be a permanent non-voting member. The CVAPM will oversee the agendas, presentations, minutes and ongoing tracking of projects as approved by the committee.

Committee Makeup

Standing (Voting) Departments Include:

  • Director Surgical Services
  • Director Cardiovascular Services
  • Clinical Leader
  • Finance
  • Infection Prevention Manager
  • Staff Development/Clinical Nurse Educator
  • Supply Chain Director
  • Radiology
  • Sterile Processing
  • Materials Management
  • Director Quality Improvement & Patient Satisfaction

Ad-Hoc/SME (Non-Voting) Departments Include:

  • Procurement
  • Bio-Med
  • IT
  • Perioperative Nursing/Procedural Areas
  • Environmental Services (EVS)
  • Director Food and Nutrition Services
  • Occupational & Physical Therapy
  • Clinics
  • Pharmacy
  • Facilities
  • Rev Cycle
  • Respiratory

Procedural Rules of Engagement

Meetings

  • The committee will meet monthly. Written notices/agendas of upcoming meetings will be included in calendar via TEAMs at least three (3) days before meeting.
  • Meeting will only start when a quorum is established. A quorum is defined as having at least 50 percent of voting members present
  • Meeting discussions will remain confidential. This confidentiality will allow for open and honest dialogue and will ensure a well-informed decision.
  • Meetings will start and end on time, duration will be two (2) hours.

Membership Responsibilities

  • Members will attend meetings on time and be prepared
  • Members will attend at least 80% of scheduled meetings
  • Members will communicate with CVAPM for scheduled absences
  • Members who are absent without reasonable cause from three successive meetings will be considered to have resigned their seat. The committee will move to fill the position.
  • Members will respect each other’s opinions and ideas
  • Members will be accountable and responsible for delegated tasks and will complete them on time
  • Members will be transparent about their outside interests and involvement. A signed conflict of interest form must be on file with the CVAPM
  • Annually review and evaluate the committee’s usefulness and performance.

Chairperson’s responsibilities

    • (Intentionally Left Blank)

Clinical Value Analysis Project Manager responsibilities

  • Facilitate each of the sub-committee meetings and report its activities to the CVAOC at monthly meetings
  • Prepare materials for distribution prior to each meeting
    • Agenda
    • Financial analysis
    • Champion/Vendor Presentation
    • Samples
  • Clinical data analysis as provided by ECRI, Quality Department, etc.
  • Facilitate the Committee meeting after Chairperson calls to order
  • Communicate any changes in timelines and project plans as needed
  • Track all projects approved by committee and report on quarterly basis on their impact on the organization.

Presentation and Approval Process

  • Clinical/Business Champion must be the presenter of any supply, equipment or service requested
  • CVAPM will excuse the presenter and any non-voting members present
  • CVAPM will open floor for discussion in order of agenda
  • Each member will be given an opportunity to speak
  • Members must be present to vote.
  • Approval will be granted or denied by a simple majority vote
  • Decision will be based on verifiable and accurate data, information, literature, and/or demonstration of evidence-based medicine and standards of care.
  • The committee can, at the behest of senior leadership, temporarily limit requests that are shown to have a negative financial impact.

Minutes

  • Minutes of each meeting will be kept by the CVAPM in digital audio form. Copies of these minutes will be available upon request.

Reports and findings 

  • A quarterly review of approved items (to include outcomes and financial analysis) will be presented by the CVAPM to the CVAOC.
  • The CVAPM will present same data quarterly to the Senior Leadership Team and share the presentation with the Medical Executive Committee.

Requirements to go to Surgical and Procedural CVA

All new product introductions, clinical initiatives, equipment purchases, vendor changes, or technology implementations – regardless of scope or department origin – fall under the prevue of Value Analysis and its designated sub-committees for review and approval prior to acquisition or implementation, unless clearly exempted under this policy.

Definitions:

Surgical and Procedural CVA: Interdisciplinary committee responsible for the formal review and recommendation of products/services based on value-driven criteria.

Product/Initiative: Any item, supply, equipment, service, software, device, or clinical protocol change that affects patient care, workflow, cost, or resource allocation.

Streamlined Review: An expedited review track for low-impact, department-specific, or pre-approved requests.

Bypass Approval: Alternative path for emergency or family expansion procurements, with documentation and post-purchase CVA review.

General Requirements:

  • All Product requests must be submitted through the approved Value Analysis Request Form.
  • Requests must include clinical justification, estimated cost, volume, vendor details, and any known workflow or training implications.
  • CVA will evaluate based on criteria including outcomes, patient safety, regulatory compliance, financial impact, supply chain feasibility, and alignment with organizational goals.
  • Final decisions are documented and communicated to requesters and stakeholders.

Alternative Approval Pathways:

While CVA is the default approval mechanism, alternative review paths may be permitted in the following scenarios:

  1. Department-specific streamlined review

Requests may be eligible for streamlined review if they meet ALL of the following conditions:

  • Used exclusively by a single department (e.g. respiratory)
  • Cost per unit is under $500 and total annual spend is under $5,000
  • No impact on other departments, workflows, IT systems, or patient safety
  • Not subject to an existing contract or standardization

In such cases:

  • The Department Director and Supply Chain director must review and sign off
  • Documentation must be submitted to CVA as an informational item
  • CVA reserves the right to request full review at its discretion
  1. Emergency Purchases

In emergent clinical or operational situations

  • Departments may proceed with immediate purchase of necessary items
  • CVA will conduct a retrospective review for transparency and accountability

Product Trials and Pilots

All clinical or operational product trials must be formally requested and approved by the Value Analysis Project Manager (VAPM) prior to initiation. Trials are an essential step in evaluating the clinical, operational, and financial viability of new products before organizational adoption.

Trial Approval Pathways

There are two approval pathways for trials, based on scope, impact, and risk level:

  1. Standard Trial Process (Default)
  • A full CVA-reviewed trial process is required when a proposed product:
  • Impacts multiple departments or service lines
  • Requires changes to documentation, IT, workflows, or policy
  • Involves capital purchase, high dollar spend, or potential standardization
  • Has potential safety or regulatory implications

Process:

  1. Trial request submitted to VAPM using the approved form
  2. Request reviewed by VAPM and scheduled for CVA input/approval
  3. Upon CVA approval, the requesting department conducts the trial
  4. Post-trial evaluations and supporting documentation submitted
  5. CVA reviews post-trial findings and makes a final recommendation
  6. Streamlined Trial Process (Limited Scope/Low Risk)
  • A streamlined trial process may be permitted when the proposed product:
  • Is department-specific, used exclusively by a single clinical area
  • Has a cost per unit below $500 and annual projected spend below $5,000
  • Does not require IT integration, workflow changes, or multi-disciplinary use
  • Poses no known patient safety or regulatory risk
  • Has limited or no vendor commitment

Process:

  1. Department submits trial request to VAPM indicating eligibility for streamlined review
  2. VAPM reviews and may approve the trial without full CVA review
  3. Department conducts the trial with oversight by the VAPM
  4. Post-trial summary and user evaluations are submitted to the VAPM
  5. If requesting adoption, department must follow CVA policy for approval, including providing:
  • Post-trial evaluation data
  • Clinical justification
  • Any workflow or financial impact documentation

 Note: The CVA reserves the right to escalate any streamlined trial to full review at any time based on clinical, financial, or organizational impact.

 Important Notes:

  • Approval of trial does not constitute approval for purchase
  • No product may be purchased or implemented beyond trial scope without formal CVA approval
  • Trials must be time-limited, clearly scoped, and monitored for compliance with hospital policy and patient safety standards.
Last Updated: 2/19/26