Electronic cabinets can do more than capture charges

Source: H&HN’s Most Wired Survey and Benchmarking Study, 2007

Automated supply management systems and electronic cabinets can track supply use to patients in real time for a more accurate procedure cost and to manage inventory levels. These point-of-use technologies have reduced the time materials managers and nurses spend assessing inventory levels and restocking and reordering supplies. They also decrease waste and theft and improve staff efficiency.

Few organizations, however, are using the technology to its full potential. Although many of these cabinets can track an item’s lot, serial number and expiration date, few hospitals have implemented and used this functionality. In fact, only 20 percent of Most Wired hospitals and health systems report using electronic cabinets to manage equipment and implantables recalls and monitor expiration dates, according to 2007 survey data. 

In some cases, the cabinet doesn’t have adequate data storage capacity for tracking recalls and expiration dates. One organization plans to implement recall management with the next phase of an electronic documentation system for perioperative management.

At Greenville (S.C.) Hospital System, the electronic cabinets are used for implant storage in the operating room. But, the system can’t track the serial or lot numbers of items as they are placed in the cabinet; it can only do so as they are removed. The hospital is working with the vendor on a program that would enable full use of the tracking capabilities plus expiration dates. In the meantime, the hospital uses a Microsoft Access database to track items in the electronic cabinets.

Two organizations are taking advantage of the cabinets’ full functionality. Kootenai Health, Coeur d’Alene, Idaho, can track recalled implants. “The item is placed into the electronic cabinet by our materials management team based upon par levels we have set,” says Kate Wang, director of surgical services. “We then run reports to determine the outdates and keep rotating stock through in a first-in-first-out system.”

When Kootenai receives a recall notice, staff can use the system to find any items that are on hand and identify any patients on which the item was used. When an item is dispensed to a patient, the tracking data is linked to the patient’s demographics in the admitting system. The risk management department is notified and follows through the recall process.

The Department of Veterans Affairs uses a comprehensive electronic supply management system that includes an automated database that tracks medical prosthetic equipment and recalls. This system can quickly identify patients who received prosthetic devices that have been recalled.

“The system in use by the VA Heartland Network, Kansas City, Mo., is quite exhaustive,” says John Burke, network CIO. “It has the ability to search on medical product recalls of all types, not just prosthetics, as well as on the status of its facilities in terms of compliance with the recall or advisories.” 

The VA system also provides educational materials on advisories and links to compliance organizations, such as the U.S. Food and Drug Administration. Local facilities can enter custom advisories.

This article first appeared in the Spring issue of HHN's Most Wired Magazine.

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