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Automatic Narcotics Dispensing Cabinet Tutorial – Pharmacist Functionality

Automatic Narcotics Dispensing Cabinet Tutorial – Pharmacist Functionality

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Watch our new tutorial video on the Narcotics Cabinet to learn how pharmacists can oversee the dispensing of drugs and narcotics by clinicians at the point of care.

IDENTI’s secure, automated narcotics cabinet enables decentralized dispensing in surgical areas while facilitating oversight and control by pharmacists.

Watch the video to see how the Narcotics Cabinet is easy to use and provides a full audit trail per clinician.



The IDENTI Medical Narcotics Cabinet is an innovative, secure narcotics cabinet. It enables narcotics and controlled drugs to be quickly and easily dispensed by clinicians at the point of use, while allowing pharmacists to manage and oversee the complete dispensing process.

The Narcotics Cabinet works with the IDENTI managing system to provide an interoperable inventory management software solution, with full interoperability.

The narcotics cabinet and software work together to provide:

  • full inventory visibility
  • full compliance with all drug administration regulations
  • effective expiry and recall management
  • reports and data insights – usage by patient/doctor/procedure, cost analysis, stock alerts and more

Pharmacy Narcotics Cabinet

The IDENTI Narcotics Cabinet supports decentralized dispensing within the OR and procedure room setting. Designed for quick and easy usage by clinicians, with in-built control and oversight by pharmacists.

It has different functionality for doctors and pharmacists. This video focuses on how pharmacists can use the cabinet and covers four key tasks:

  • filling the cabinet with replacement items
  • removing returned items
  • maintenance of the cells
  • inventory counts and validation

Features of the IDENTI Narcotics Cabinet

Safety and Accountability:

The Narcotics Cabinet is secure, only allowing access to permitted users. It validates staff requesting entry with facial recognition or fingerprint technology.

Once a member of staff accesses the cabinet, their usage is logged, meaning that everyone is held accountable for their actions.

The drawers and shelves are very strong and cannot be opened forcibly without the system unlocking them.

Cabinet Size:

IDENTI’s smart Narcotics Cabinet comes in two sizes so that on-site dispensing can still be an option for smaller spaces. The larger cabinet has 1,000 cells and the smaller one has 200 cells. Both contain a bottom drawer reserved for the management of returned items.

Returning Unused Narcotics:

The IDENTI Narcotics Cabinet provides a simple way to track returns at the point of use, ensuring the quick, efficient and compliant management of controlled substances – right down to the individual doctor and patient level.

It has a simple two-stage process

  1. return of the unused item by the doctor (inc. a system date and time stamp)
  2. validation and authorization by the pharmacist


Any discrepancies can be followed up and discussed with the relevant doctor.

Easy Filling of New Stock:

Filling the narcotics cabinet is easy as the system constantly steers you, for example, there is built-in signposting to direct the pharmacist to the correct drawer and cell for each specific medication being refilled.

Filling the Narcotics Cabinet is easy and includes the logging of the batch number and expiration date of each item. This information is used to carefully control all stock.

  • Routine reports are generated that flag up:
  • close-to-expiring items
  • recalled batches
  • items that are low in stock

The accurate sensing and tracking of items in the IDENTI Narcotics Cabinet enables these high value, controlled products to be carefully managed. The preventative nature of the system ensures proper stock rotation and reduces errors, for example, the dispensing of expired of recalled items. The RFID Narcotics Cabinet and IDENTI Platform ensure efficient inventory management that reduces risk, wastage and cost.


Watch this video on the IDENTI Narcotics Cabinet to see how easy it is for pharmacists to manage a decentralized narcotics cabinet being used at the point of care.

Other articles on this topic: Benefits of an automated dispensing cabinet in the perioperative setting – IDENTI Medical


 Usage capture at point-of-use

Tissue and implant tracking

Medical supplies replenishment

Full control over narcotics and medications


Table of Contents




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Snap & Go is an easy-to-use system that enables medical product identification and charge capture through image recognition technology.

Full UDI information is digitally populated in the hospital’s EMR/ERP/MMIS systems: manufacturer’s name, ref no., batch\lot no., expiration date, and serial number as required by FDA regulations.

SNAP&GO™ Patent-protected image recognition technology
Patent-protected image recognition technology


Snap & Go helps reduce sentinel events by providing safety alerts of expired and recalled items at the point of care, including external inventory. 

Visual proof of use is documented automatically as part of the charge/data capture process. The platform, powered by AI and machine learning, maintains a daily-updated global manufacturer catalog list database including UDI and UPN raw data, which enables the automatic charting of items used during a procedure. 

When the system cannot identify an item a remote human back-office team updates the missing information and corrects “bad data” on the fly, to enhance the integrity of items registered in the hospital item master and to provide more than 99% reading accuracy. Relieving the clinical team of time-consuming data entry and obtaining more precise surgery costs means capturing lost revenue through accurate charge-capture, better forecast planning and timely reimbursement.

Kanban for Healthcare offers a reliable and efficient supply management method that helps hospital replenish their medical inventory while reducing waste and avoiding counting errors.

When the method is applied, RFID technology is incorporated to provide automatic re-order. There is a wide range of solutions that differ in the amount of involvement required by the medical staff. The most autonomous solution is the wireless and smart weighing bin by IDENTI Medical, which offers a portable scale with a digital display that automatically creates an inventory order according to the weight of the items inside the bin. 

The GS1 (Global Standards 1) recently adopted a new standard for item identification that permits for the use of one of two methods to obtain GS1 compliance: barcoding or UHF RFID.

Several multinational medical suppliers, including Johnson & Johnson and Boston Scientific, have opted to use UHF RFID and are now in the process of tagging all their products accordingly.

IDENTI Medical provides a complete solution for the next generation of Smart Cabinets that includes advanced UHF RFID embedded in the cabinet and a seamless connection to cloud services and business intelligence-based management software, connecting all stakeholders in the medical supply chain.

RFID Smart Cabinet for hospitals is an automated inventory system developed to helps cath labs, neurosurgery, ophthalmology, EP labs, orthopedics, plastic surgery, gastro and many more operation rooms with their medical inventory management.

The technology tracks at individual item level tagged items stored inside the cabinet, including batch numbers and expiration dates.

The most advanced smart cabinets incorporate a new generation of ultra-high frequency (UHF) RFID tags that are capable of transmitting longer and can be covered by multiple antennas. This enables every stocked item to be read, no matter the size or placement of the items within the cabinet.

TOTAL-SENSE-smart cabinet
TOTAL-SENSE-smart cabinet


Specialization in such technology requires in-depth knowledge of RFID technology, its capabilities, and applications. IDENTI Medical is one of a few companies that has managed to provide the high level of accuracy required in the medical sector.

The UDI system was intended to provide easier traceability of medical devices, reduce safety errors, to fight against falsified devices, and eventually significantly improve the effectiveness of operational inventory management and waste. There are many options to record UDI data in hospitals, but today, many medical centers chose to capture UDI information through image recognition technology. The technology, which is fully utilized in various industries, has proven to be efficient and accurate because it decodes a digital image of the product without the need to rely on external tagging or a limited barcode structure. Hence the technology can pull all the relevant information—manufacturer number, serial number, batch number, expiration date—directly from the product label without human involvement, and to populate all the hospital’s software systems.

Healthcare inventory management, or supply chain management is an inclusive term for the group of processes by which healthcare providers are able to perform perpetual inventory tracking, purchases, orders, payments, and more.  The main goal in implementing such systems in large and decentralized organizations is the ability to manage medical inventory in a single centralized management software that can synchronize all internal inventory management processes automatically, to save human resources and avoid revenue losses. One of the biggest problems in recent years is the amount of time and effort required from clinical teams. Today the goal is to develop semi-autonomous systems that do not burden the medical staff with these administrative tasks.

Smart cabinets are an automatic method for managing medical inventory in healthcare organizations, which enable digital tracking and full transparency of implants, tissue and medical devices. Smart cabinets, which are based on RFID technology, can manage inventory at the item level and therefore becomes the most appropriate method for transitioning into consignment stock management. UHF RFID is the most up-to-date and accurate technology for this task due to its ability to accurately read the tags on the product regardless of the angle, orientation, or type of product.

Expiration date management is a protocol which is used to ensure that surgical inventory is safe and proper before being used on a patient. Expired products have the potential to harm or cause detriment to a patient’s health. While the importance of removing expired products and supplies from hospital inventory may seem obvious, 7% to 10% of products expired sit on hospital shelves. Hospitals over the years have tried to address the problem by applying automated expiration date solutions, but the real problem begins when expiring products that were not in the original inventory planning and do not undergo validation reach the operating room theatre—emergencies that require immediate products, products that come directly from the supplier, products taken from other kits are most likely to use expired products. It is therefore important to implement an expiration validity solution that addresses these cases as well. Expiration date management is a problem for many hospitals because they continue to rely on manual processes that slow down their staff and leave too much room for error.



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