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Driving change through IT – Dispensary Management System

Driving change through IT – Dispensary Management System. Simon Keady Principal Pharmacist UCLH NHS Foundation Trust. Achieving efficiencies through IT. More with the same is the challenge IT systems are integral for pharmacy “front of house” Embracing IT solutions is the way forward.

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Driving change through IT – Dispensary Management System

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  1. Driving change through IT – Dispensary Management System Simon Keady Principal Pharmacist UCLH NHS Foundation Trust

  2. Achieving efficiencies through IT More with the same is the challenge IT systems are integral for pharmacy “front of house” Embracing IT solutions is the way forward

  3. What we had Poor internal communications Defensive attitude Lack of engagement (internally and externally) Reactive rather than proactive Internal and external pressures A 2 year plan

  4. Pressures • Large number of complaints • Ward • Divisional • Patient • Waiting times (no attempt at resolution) • OP >45 minutes • IP >4 hours • Staff engagement

  5. What we needed • Identify a true picture of workflow • Identify bottlenecks to service • Identify and respond to “true” complaints • Deliver Care Quality Commission standards • Medicine audit trail • Safe and secure storage of medicines • Easy to use • Increase staff ideas

  6. What we developed Originally an electronic booking in system Evolved into a UCH specific IP and OP system Allowed the setting of local Key Performance Indicators Weekly reports sent to HoP and PPPS Local managers responsible for identifying and resolving failures of KPI’s

  7. Staff engagement • Ownership of the system • Visual traffic light system • Undertook “LEAN” review of service • Reduced OP waiting times • 2008 – 80% > 45 minutes • 2009 – 80% < 30 minutes • 2010 - 80% < 20 minutes • No increase in errors

  8. Complaint “I’d like to thank the doctors and nurses who looked after me on the Head and Neck unit and made my stay comfortable. But can you please sort out your pharmacy who take 8 hours to do my prescription. I don’t get that at Boots”

  9. Result Patient told they could go home on the ward round at 10am Prescription not written until 4.15pm Clinical pharmacist screen at 4.24pm Printed in dispensary at 4.26pm Logged into system at 4.27pm Dispensed at 5pm Checked at 5.30pm (ward rung) Collected at 6pm

  10. Trust perspective Mirrors their thoughts on QEP Less queues outside of OP Propelled pharmacy forward in a positive light to the Executive Board “More with the same” System which can be used to promote discharge planning through reporting

  11. Personal perspective • Web based programme now allows personal “access” to six dispensaries • Identify busy times/days for staff deployment • Reduces time spent answering complaints • Make CQC submissions far easier • Nursing staff know the system is available • Reduced phone calls • Track bags to individual nurses (paper based) • Now welcome the IT system and are now the driver

  12. Future plans Individual ward preview of TTA flow Nurse sign off upon receipt Link to divisional scorecards Direct reporting to Trust resus team (EDB) Real live data of EDB throughout Trust Support delivery of NHSLA level 3 standards Integration into UCLH e-prescribing system (Thierk)

  13. Acknowledgements UCLH Pharmacy IT team UCLH Patient Services Team UCLH Nursing staff

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