Title: Transitioning RFID Medication Tray Solutions: A Nine-Hospital Network Implementation
Authors: Nina Desai, PharmD.; Hiren Shah, PharmD., BCPS; Craig MacDonald, PharmD.
Objective: To address the conversion between RFID systems and the challenges that arise during this process.
Self Assessment Question: True or False. Vendors will always be able to transfer currently tagged products to a new system during a vendor conversion.
Background:
RFID (radio-frequency identification) in pharmacy enhances the accuracy and efficiency of medication management. By tagging medications with RFID, pharmacies can automate the tracking process and reduce human error. AdventHealth utilizes RFID technology for code trays and anesthesia station trays. Trays and medications are equipped with RFID tags containing unique identifiers for precise tracking and inventory control. The goal of the system is to monitor tray and medication inventory and notify staff when items are nearing expiration or trays need restocking.
AdventHealth is in the process of transitioning vendors for RFID tray solutions. The key benefit of System B is the ability to purchase pre-tagged items directly from AdventHealth’s established wholesaler.
During a brand-new RFID go live a drug library would be built and the items required in the pharmacy would be tagged and entered into the system. With a conversion the existing information and tagged products would ideally be transferable to the new system, removing potential work and redundant inventory. While most published information focuses on implementing new RFID system, this presentation addresses the conversion between RFID systems and the challenges that arise during this process.
Methods: AdventHealth’s Central Florida Division is transitioning from System A to System B in a structured three-phase approach. Each phase includes three hospitals and phase three includes sites using mobile solutions for anesthesia-station trays, including the 1,366-bed flagship hospital. The conversion is led by the pharmacy informatics team, vendor representatives and local pharmacy leadership.
System A was not able to transfer existing drug registry information into System B, requiring a conversion process for existing tagged inventory. The preparation of tagged items for the conversion involved commissioning medications previously tagged in System A, purchasing pre-tagged items from the wholesaler, and newly tagging items by the pharmacy.
An action plan was developed for the six weeks preceding the go-live. The first two weeks were spent gathering and preparing tray, NDC, user, and site data. The next week was dedicated to training users, with each site completing buyer, superuser, and general staff training. The following three weeks focused on commissioning to ensure tagged medication was available during go-live. Additionally, sites were encouraged to purchase additional inventory pre-tagged through the wholesaler associated with System B. The existing tagged inventory was separated by lot and commissioned, with daily tracking of commissioned items.
These commissioning weeks provided enough items to reach the project milestones (three-tiered progression):
- Completed at least one of each tray template.
- Completed at least three of each tray template.
- Completed high-priority trays.
Results:
Phase one was completed in December 2024, and phase two will finish by mid-March 2025. The team initially faced a steep learning curve, including commissioning bottlenecks. During some commissioning steps, we are limited to a single System B kiosk, which caused significant bottlenecks. For reference, a smaller site with nearly 200 beds has an inventory of nearly 3,000 tagged items in System A that needed to be commissioned into system B.
The action plan was adjusted after each go-live, leading to significant improvements in preparation and execution. As the flagship hospital transitions to a mobile solution in phase three, the plan will continue to evolve.
Conclusion: In progress