Scan4Safety Inventory Management Team

Nomination

Award Category:

IT & Digital

Individual or Team Nomination?

Team

Qualifying Qualities

In these challenging times, nominators were asked to show how the nominee had demonstrated the following qualities:

Exceptional work ethic - going above and beyond their job description, especially in the past 12 months.
Outstanding achievement/s in work or outside of the organisation where relevant.
Drive for innovation and proactive leadership in these challenging times.
High level of interpersonal skills, such as kindness, empathy, loyalty and thoughtfulness to staff and patients.
A resilience considering Covid to their role and to the health and wellbeing of their colleagues.

Nominators Answer

Nominee's story :

The Scan4Safety implementation team consists of staff who were seconded initially into these new roles in November 2021. With very little experience of the new inventory management system (IMS) that was chosen across West Yorkshire, the individual staff possess collectively years of experience of managing complex volumes of inventory deployed across 23 operating theatres, the incumbent inventory management system and dealing with multiple clinical specialities. They have been nominated because this project has been difficult and frustrating since implementation due to system issues outside of their control and limitations of the original system software. The team have worked in conjunction with the supplier and the other neighbouring WYAAT trusts to help highlight the issues and suggest solutions. Many of the new features and fixes in the latest version and previous versions have come from feedback from our Scan4Safety IM Team, and this demonstrates how much of a driving force in the process they are. The system was recently successfully rolled out in both Cardiology and Coronary Angio departments at Calderdale hospital in June 2023 and the stock system has already demonstrated a number of benefits. Clinical staff no longer have to place manual orders themselves leaving more time for patient care. Financial benefits have demonstrated a reduction in waste and over £150,000 has been reduced from the value of stock on the shelf. From a patient safety perspective, this has improved significantly by providing a full electronic record of which devices and consumables are used in a patient’s procedure. This quickens the process in addressing product recalls. Prior to implementation the team trained the whole department on how to scan, transfer and issue out stock during the patient’s procedure. This was a notable achievement for both the IMS and clinical team as this was the first clinical area to adopt an IMS outside of main theatres and X-Ray. The feedback from the clinical staff was that the training was excellent, very comprehensive and all users are now competent in using their new IMS. Over the last 2 years this team have developed from novice to expert with their product and systems knowledge. The team have tested every possible nuance in the system and broken it many times for necessary system developments to take place. They have produced 26 Standard Operating Procedures and comprehensive test scripts. These have been recognised as vital for the other WYAAT trusts who are implementing currently. Our team has earned recognition due to their determination not only by the suppliers International Director team in France but the other five trusts and are viewed as the ‘go to’ team. The IMS we have now has been a result of this team’s contribution to the development of the system. They are truly ‘Unsung Heroes’ who have continually strived to ensure patient safety, drive efficiencies, and contribute to delivering patient care. They are looking forward to rolling out this system into operating services, X-Ray and beyond!