Case Study Outline 3 Major Israeli Hospitals Using the Narcotics Cabinet

Case Study

Pharmacies and anesthetists affirm: “Safe, comfortable and efficient – the new narcotics management system in operating rooms”

In investigating the above case we chose to present the background that preceded the decision to purchase the system, the solution that was tailored and the benefits that have accompanied the team since the automated system was installed.

 

The problem

In the year the system was installed, safety procedures for the treatment of narcotic drugs, that require hospitals and pharmacies to store the anesthetics in maximum protection, in addition to managing the process of controlling and associating the drug with the patients and procedure numbers, came into force.

The lack of an automatic reporting procedure, that was present at the time, induced several problems: valuable work time was lost for physicians filling out the forms and worrying abought signing the superiors at the end of the drug destruction or return process. For pharmacy staff, which is required to keep track of the information, the same problem ensued; managing the issuance process with each physician individually; Difficulty in estimating inventory quantities; Avoidance of deficiencies and difficulty in keeping track of expiration dates requires much time.

Describes a Chief Pharmacist:

“The problem was that the manner in which each doctor conducted himself in front of the pharmacy was individually, he was responsible for his own daily inventory and for reporting the ‘transactions’ on forms. When it comes to a large team, manual follow-up became quite complicated.”

The solution

An automated drug management system that includes a secure storage cabinet, inventory management software and a full interface that can access the patient file.

The hospitals were looking for a solution that would give them control over the entire drug issuance process from start to finish, including monitoring the operating staff. A solution which will facilitate the cumbersome procedure of dealing with paperwork, and more importantly will ensure full compliance with the necessary security conditions for storing narcotics.

The results

  • Full report to the patient file: The automated medication taking process requires physicians to enter the patient’s name and procedure number, all reporting data being automatically filed into the patient’s medical file. The pharmacy can perform segmentations and retrieve past data in an easy and convenient way.

“To me it was important that there wouldn’t be a personal inventory for the each physician, but one central inventory that is automatically managed with clinical correlation. Therefore, the great advantage is the system’s logical ability to manage a computerized database. Says an anesthetist.

  • Treatment of returned drugs and destruction: Each doctor securely returns and records the medications to a separate cell, so that the pharmacy has the option to keep track of the doctor’s name, patient’s name, procedure and the medicine that was returned / destroyed, all simultaneously.

“Entering the report directly in the system and the electronic signature closes all the corners. The chance of error decreases to zero”

  • Remote inventory management and real-time alerts: The system issues warning reports, inventory quantities and lists expired items that are all updated and accessible in real time, helping the pharmacies do not miss a thing. Treating “exceptions” such as broken ampoules or withdrawing a large amount of medication at once are also neatly documented in the databases.
  • Pharmacy working relationship with doctors: The issuance process is preformed to all doctors in a centralized manner via the system. The pharmacy is responsible for filling the cabinet and controlling the reports created.

“The dynamics with the doctors have greatly improved. Today I have the tools to complete with the doctor the missing information.”

  • Maximum security, minimum time: Access is only possible through a personal and secure identification procedure. You can choose between face recognition, biometric access control, personal tag or user information entry. The double-locked storage compartments ensure maximum protection for the narcotic drugs. The system meets all the requirements of the Ministry of Health and meets all the most advanced and strict safety standards in the world, along with huge savings in the work time of the medical staff.

Since its launch a year ago, the system has been installed at ten sites across the Israel and is a comprehensive and protected solution to the complex and high-risk reality faced by pharmacies and anesthesiologists.

“The implementation process of the system was fast, the IDENTI team helped and allowed us to make changes so that the system would suit our personal needs. Since the system the number of exceptional cases has dropped to a single case per month.”

Case Study

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