Authors: (including presenting author): :
TSE SP, SO CS, TUNG YW, LAM SM, TSANG WY, KO YY, PAK CHH, CHUNG KYE
Affiliation: :
Department of Pharmacy, Hong Kong Buddhist Hospital
Keyword 1: :
medication storage
Keyword 2: :
storage location
Keyword 3: :
medication safety
Keyword 4: :
dispensing error
Keyword 5: :
service demand
Keyword 6: :
operational efficiency
Introduction: :
Medication dispensing is a fundamental aspect of pharmaceutical care, with direct implications for patient safety and therapeutic efficacy. Ensuring dispensing accuracy is critical to minimizing errors and optimizing treatment outcomes. A comprehensive and systematic evaluation of medication storage locations within dispensary is essential to enhance medication safety and operational efficiency. Furthermore, the strategic distribution of dispensing workloads across different dispensary stations can improve workflow management and reduce the risk of errors.
Objectives: :
This project aims to develop evidence-based strategies to mitigate dispensing risks by analyzing current storage practices, with particular attention to challenges posed by High-Alert Medications (HAMs), Look-Alike Sound-Alike (LASA) medications, and other high-risk drug pairs.
Methodology: :
This project was conducted through collaborative efforts between the dispensary and procurement teams. The methodology comprised three main phases: preparation and review, implementation of changes, and final verification. 1. Preparation and Review - The senior dispenser and dispenser who were responsible for medication locations drafted a revised medication storage location plan. - The draft plan was developed based on the following criteria: - Overall medication consumption patterns, - Specialty-specific medication usage, - Near-miss records from 2023 and 2024 - Hong Kong Buddhist Hospital (HKBH) non-listed medications, which were one of the major sources of dispensing error, were also reviewed. 2. Implementation of Changes - Station Reconfiguration: - Existing medication stations were redesigned to meet current workload and work distribution. -Storage Expansion: - To enhance picking capacity, new racks and equipment were installed to accommodate bulky items. - Workflow Optimization: - Additional medication collection points were introduced between major stations to streamline the collection of picked medications for Express Dispensing System assembly. 3. Final Verification - The proposal was submitted to different pharmacy team heads for final approval, ensuring adequate storage capacity across workstations and shelves
Result & Outcome: :
The relocation was completed on 14th Dec 2024. Over 300 medications equivalent to 90% of all drug picking locations were reassigned. After the relocation, a 23% drop (30 errors per 12 weeks vs 23 errors per 12 weeks) of picking near miss was observed, reflecting reduced error risks. This project successfully optimized medication storage locations, workflow efficiency and reduced dispensing errors within the dispensary through a structured, data-driven approach. By reorganizing workstation layouts based on consumption patterns, near-miss records, and procurement team input, the new design reduces picking errors, enhances storage capacity, and streamlines the medication assembly process. Ongoing monitoring is recommended to sustain gains.
