Presented by: BeeLinda L. Temple CPhT How Radio Frequency Identification Improves Pharmacy Efficiency and Performance Presented by: BeeLinda L. Temple CPhT

Disclaimer This presentation has no affiliation with any specific RFID brand.

Objectives To learn how Jefferson Regional Medical Center (JRMC) uses Radio Frequency Identification technology to improve: Patient safety Pharmacy staff performance Inventory management Expired medications Recalls Drug shortages

Definitions Radio Frequency Identification (RFID)- A technology that incorporates the use of electromagnetics to uniquely identify an object, animal, or person. Radio Frequency Identification System- A system consisting of three components: an antenna and transceiver (often combined into one reader) and a transponder (the tag). The antenna uses radio frequency waves to transmit a signal that activates the transponder. When activated, the tag transmits data back to the antenna.

Definitions Radio Frequency Identification Reader (RFID Scanner)- A device used to gather information from an RFID tag, which is then used to track individual objects. Radio waves are used to transfer data from the tag to a reader. Radio Frequency Identification Chip (RFID tag) – It is a tag, label, or card that can exchange data with a reader using radio frequency signals. It usually has a built-in antenna and an integrated circuit.

RFID’s Use in Health Care Tracking: Medications Medical equipment Employees Patients Pharmacy inventory control Combating counterfeit drugs RFID’s are used in everyday items like credit cards, key fobs, speed pass tolls, and even on clothing to discourage shop lifting.

JRMC’s Use of RFID Safety Timely Restocking of: Crash cart trays Operating Room trays Rapid Sequence Intubation boxes

Prior to JRMC’s Implication of RFID Crash Cart Trays A pharmacy technician visually checked and wrote down the missing medications in each tray. A pharmacy technician then refilled the tray with the appropriate missing medications. A pharmacy technician visually checked and wrote down the expiration dates for each medication to determine the earliest date of expiration. A pharmacy technician replaced the missing medications in each tray. A pharmacist then repeated the process to double check the expiration date and to make sure that trays were filled properly. The tray was then wrapped up and placed back into the cart. As you can see, this process required regular upkeep and was very time consuming, usually taking several hours on top of the other pharmacy duties that had to be done daily.

Prior to JRMC’s Implication of RFID Operating Room Trays A pharmacy technician went to each OR suite with heavy totes loaded with operating room medications. The pharmacy technician would open the drawer and visually inspect which medications were missing. The pharmacy technician would then replace missing medications with appropriate medications from tote (No record was kept of what medications were replaced, had to rely on anesthesia records to determine patient charges). As you can see, in the old process there were numerous opportunities for error.

Prior to JRMC’s Implication of RFID

JRMC’s Implication of RFID Process of tagging the medications (RFID chip) Pull the medications to tag with the same lot number and expiration date (Up to 50 items). The pharmacist scans the barcode of the medications with the barcode scanner connected to the RFID System to pull in the drug. The pharmacist then enters the lot number and expiration date into the system and prints off the correct number of tags. These tags contain the RFID chip. These tags are then placed on the medications and stored for later use. In addition, a pharmacy technician can complete the process of tagging the medications; however, an additionally step is needed where the pharmacist double checks the tags before they are placed on the medications.

JRMC’s Implication of RFID All trays A pharmacy technician cleans out any trash or used medications in the tray. A pharmacy technician places the tray into the RFID Scanner and scans the tray to identify missing medications. The pharmacy technician then prints out a sheet from the RFID System that shows them what medications need to be restocked and what medications the patient should be charged for. However, anesthesia records are still used for OR charges. A pharmacy technician then fills empty slots in the tray with already tagged missing medications. A pharmacy technician then places the tray into the RFID Scanner again and scans the tray. The pharmacy technician then prints out another sheet of all medications in the tray that a pharmacist then double checks for errors. The tray is then wrapped up and placed back into the cart.

JRMC’s Implication of RFID

JRMC’s Implication of RFID

JRMC’s Implication of RFID

JRMC’s Implication of RFID

Advantages of RFID Faster process Greater accuracy Allows pharmacy technician and pharmacist more time for other duties Greater accuracy Improves patient safety Reducing adverse events The report the system generates aids in the process of managing shortages and recalls of medications The system’s report is more accurate than human reporting.

Disadvantages of RFID Cost Tags can fall off if not attached securely Nurses may accidently tear tags off RFID System cannot distinguish which medications have been used For example, at JRMC our cost is $1.25 per tag. The cost per tag decreases or increases based on quantity tagged. At JRMC in 2015, we printed 19,000 tags with 14,000 tags being consumed. During 2015 we only tagged crash carts, so this is what those numbers reflect. Since then, we have started additionally tagging OR trays.

Question RFID is used in healthcare for all of the following except: Tracking medications Pharmacy inventory control Reducing cost of medications Combating counterfeit drugs

References RFID Streamlines Refilling of Drug Trays. Pharmacy Practice News. Google. RFID Definitions.