CASE STUDY
Introducing a bespoke electronic controlled drug ordering system during COVID-19
This case study describes how a pharmacy team introduced an electronic method of ordering controlled drugs to ward areas during COVID-19 , thereby reducing the need for controlled drug stationery and providing a safer , more efficient , process
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KEY POINTS
• The traditional method of wards ordering controlled drugs is a labour-intensive and paper-heavy process .
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• A benefit was realised by improving this process through design and introduction of an electronic ordering method for nursing and pharmacy staff . |
• Training , engagement and communication are key requirements when introducing a process change . |
• Pandemic-driven innovation can be implemented , refined , and embedded into clinical practice with the appropriate resource and understanding . |
Stephen Dewar MPharm MSc IP MFCI Richard Cottrell BSc ( Hons ) PGDip IP FFCI HEPMA Team NHS Ayrshire & Arran , Scotland , UK
It is widely accepted that heightened infection control measures reduce the rate of transmittable disease . At the outbreak of COVID-19 , national steps were put in place to reduce airborne and surface-surface transmission . Within the NHS , this led to new many ways of working and a radical look at how tasks could be made simpler and safer .
For more than 15 years , Ayrshire & Arran Health Board has benefited from hospital electronic prescribing and medicines administration software ( HEPMA ). This allows users to electronically prescribe and administer medicines to inpatients . Among many of the benefits of this resource , is its paper-lite nature and ability to access the system remotely .
Before COVID-19 , staff had progressively embraced this paper-lite working because of HEPMA , particularly in respect to ward ordering of non-stock medicines and immediate discharge letter production . A process that still relies on the movement of paper is controlled drug ( CD ) request books . In this process , the ward request book is handled by multiple users per order which is then retained for subsequent order and the process repeated . The specific paper-lite / paperless benefit of HEPMA was the inspiration to progress CD ordering to an electronic method , while maintaining the strict governance requirements of CD legislation .
METHODS USED
Utilising current systems NHS Ayrshire & Arran uses pharmacy stock control ( PSC ) and HEPMA in 99 % of inpatient areas , covering 76 hospital wards between eight hospital sites . Staff are familiar with this software and use it frequently throughout the day to prescribe , administer and dispense medicines . A non-stock ordering function ( CareFlow Medicines Management , RxSelect ) is used to trigger pharmacy order requests if a medicine is not present
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