In June 2021, Welsh Government approved a full business case and associated investment as the first steps to embedding Scan4Safety principles and practices across NHS Wales.
Eluned Morgan, Minister for Health and Social Services commented:
“Patient safety is at the heart of the NHS Wales Scan4Safety programme. The introduction of barcode scanning and the automation of the link between uniquely identified products, places and people, provides real-time data at the point of care and instant traceability of implanted medical devices should a product or patient recall be required. The investment in this Once for Wales initiative will also deliver significant financial savings, improved stock management, removal of time-consuming administrative tasks from clinical staff at the same time as safeguarding our patients from avoidable harm.”
The Scan for Safety Programme is underpinned by data standards, barcode data capture and system interfaces. The product data capture aspect is facilitated via an Inventory Management Solution SupplyX, provided by Omnicell, who were successful in winning the tender exercise that was awarded in September 2021 for 5 years (with an option for a further 3 years).
However, Scan for Safety is far more than just inventory management, in addition to products, SupplyX will also be able to scan patients, staff, locations, procedure codes and enable data capture and linkage across patient pathways. Informed by a pan-Wales multi-disciplinary project team brought together by Prof Chris Jones, DCMO (Deputy Chief Medical Officer), Welsh Government, the solution is flexible in its application and therefore will be tailored to a health organisation’s local circumstances and interfacing requirements.
The key benefit and the primary reason for Scan for Safety implementation is to improve patient safety but there are multiple expected benefits: - Ability to track products to patients
- Ability to swiftly remove ‘recalled products’
- Ability to flag product alerts at point of use
- Reduction of ‘never events’ and improved patient outcomes
- Automated device information linkage to patient records
- Fewer cancelled procedures due to product unavailability
- Increased access to information for clinicians to support decision making
- Increased confidence of having the right product for the right patient
- Learning process augmented by data and insights
- Gateway to further S4S use cases e.g. patient tracking
See this link for a benefits report based on recent experience across NHS England pilot projects: gs1_uk_a_scan_of_the_benefits_report.pdf (gs1uk.org)
Rollout will depend on local health board context and available resource. The intention is to have implemented within each theatre across Wales so that we can have the ability to digitally link product to theatre patient. The first step on any roll out will be engagement with each health board to define a plan and local project team.
As a minimum during the first phases of implementation the focus will be on theatres across Wales. In some health boards such as Hywel Dda implementation could extend to Endoscopy and ICU depts. Catheter labs could also be part of the early implementation plans depending on individual health board preferences. Essentially implementation is required as a minimum in any theatre or lab where devices are implanted into patients.
Initial training will be provided by Omnicell who are the chosen suppliers of the SupplyX solution. As part of the implementation in each health board designated "super-users" will be trained to a high standard in the complete package. These super-users will then have the ability and necessary knowledge to train other users in a type of training "cascade".
If consumables have to be shared with other areas they can be booked out of the current area from SupplyX and the stock in that area reduced. Stock can then be transferred and added to the stock in other areas. If both the sending and receiving area are SupplyX enabled then this can be managed within the application. If only the giving area is SupplyX enabled then stock levels will be reduced accordingly and items re-ordered if needed.
With increased automation and the use of barcode scanning technology all areas involved in the management and issuing and recall of materials will see a reduction in workload. For example clinical staff should be released from duties associated with stock management so that they can focus more on patient care. The time and effort taken to trace recalled products will be reduced from days to hours. Stock counts and patient costing functionality should significantly reduce the work associated with stock counting and patient level costing.
Stock ordering should become far more fluid and automated. SupplyX will positively impact the way stock is ordered.
Not all departments will be taking part in the early stages. Initial rollout will target theatres and catheter labs with some areas (e.g. Hywel Dda) also focusing on ICU and Endoscopy. However as each health board progresses into other use cases such as patient tracking, asset tracking then more departments will be involved. In the early implementation with theatres and catheter labs then the following departments will likely be involved to varying degrees: I.T., Estates, Clinical , Procurement, Finance.
If SupplyX is already implemented in your area and you have a SupplyX related question then please contact your local super-user. You can also contact the central team on the following email: ScanforSafetyWales@wales.nhs.uk
The global standards we will use for Scan for Safety are GTINs (unique product identifiers or Global Trade Identification Numbers), GLNs (unique location identifiers or Global Location Numbers), GSRN (Global Service Relationship Numbers used to uniquely identify people) and also GIAIs (Global Individual Asset Identifiers) can be used to identify many assets such as those managed by a Clinical Engineering dept. If you would like to understand more about GS1 standards and how they might be applied in a healthcare setting then this short 3 min animation and clip is very helpful: https://www.youtube.com/watch?v=vRtizEHU2aE
The SupplyX contract includes the provision of iPhones and specially designed cases that will be used to facilitate handheld scanning. The SupplyX software can also be used on other devices such as iPads and can also be used on Android devices but initially the iPhones procured as part of the implementation programme will be used and delivered to each health board in advance.
Omnicell cabinets are used widely across Wales and are fixed cabinets that register items that are stored in them and then removed, some cabinets use RFID (Radio Frequency Identification) technology. SupplyX uses hand-held devices and barcoding technology to scan products. Using SupplyX and hand-held scanning devices means that storerooms can be different sizes and layouts rather than fixed to cabinet sizes. The handheld devices also facilitate scanning products to patients. SupplyX and Omnicell cabinets are 2 different products.
Yes. Following the successful pilot involving six demonstrator sites over 20 sites in England are now live to varying degrees. These initial six demonstrator sites were: Derby, Leeds, North Tees and Hartlepool, Plymouth, Cornwall and Salisbury.
"Never Events", errors in medical care that are clearly identifiable, preventable and serious in their consequences for patients e.g., product safety alerts on scanning can help prevent such events.
Yes. In June 2021, Welsh Government approved a full business case and associated investment as the first steps to embedding Scan4Safety principles and practices across NHS Wales.
Eluned Morgan, Minister for Health and Social Services commented:
“Patient safety is at the heart of the NHS Wales Scan4Safety programme. The introduction of barcode scanning and the automation of the link between uniquely identified products, places and people, provides real-time data at the point of care and instant traceability of implanted medical devices should a product or patient recall be required. The investment in this Once for Wales initiative will also deliver significant financial savings, improved stock management, removal of time-consuming administrative tasks from clinical staff at the same time as safeguarding our patients from avoidable harm.”
Devolved nations must provide data linking product to patient beginning with implantable devices. NHS Wales is developing the MDIS (Medical Device Information System) that will help Wales comply with The Medicines and Medical Devices Act. Compliance is likely to be mandated from 2023.