(Management Case Study) Implementation of an Electronic Health Record (EHR) Pharmacy Inventory Management System

Purpose: After review of an internal audit, it was found that our institution was overestimating current inventory. This case describes the processes in implementing an electronic health record (EHR) pharmacy inventory management system along with early analysis of associated key performance indicators (KPI).

Methods: An examination was completed comparing current and proposed workflow practices. This included the creation of a current state process map and comparison of the proposed workflow by the contracted entity. From the analysis, workgroups were created to develop education that was delivered in a concerted approach in anticipation of the go live date. In addition, KPIs were developed with collaboration of the workgroups and leadership to create metrics that accurately reflected the anticipated changes. These workgroups comprised of technicians, pharmacists, contractors, and a dedicated pharmacy IT team.

Results: The analysis revealed several areas in workflow needing optimization to support the inventory management system. Workflow areas were standardized for inventory ordering, receiving, and cycle counts across satellite pharmacies prior to implementation. Based on operational needs, additional staff FTEs were approved, and comprehensive staff education materials were developed.

Conclusion: Utilizing a step wise approach of identifying gaps in workflow prior to implementation resulted in successful incorporation of a EHR pharmacy inventory management system.