ASSET MANAGEMENT
wrong hands, or that untrained workers cannot get hold of drugs they are not authorised to administer. From the ward staff’s point of view, it has taken away timely administration tasks, and the frustrations of trying to locate keys when a patient needs medication. “Accountability is also a major part
of the benefits for us. Since installation, the frequency of stock discrepancies has been dramatically reduced. When there are questions raised, the reporting functionality that the system offers lets us know who has accessed what key and when, so we can track down the person responsible and find out more.” Brighton and Sussex University Hospitals NHS Trust also installed a Traka system to manage access in and around the estates. Two large key cabinets situated outside the security office allow authorised personnel with access to sensitive areas of the hospital to easily retrieve the keys they are
Healthcare staff dealing with EPRs.
pillars, each designed to help achieve its vision. The first is about getting front-line staff to approach problem-solving and root cause analysis from a different, ceaselessly inquisitive perspective. We worked with staff to improve the safety and accountability of the drugs issuing process at Brighton and Sussex NHS Trust, by installing its key management solutions. Previously, keys to drugs lockers were issued manually, with one member of staff acting as a steward. This led to human error, difficulties in locating the keys and additional administration duties for busy ward staff. Despite the thorough manual processes in place and most staff remaining vigilant, stock discrepancies did occur, sometimes through genuine human error and in other cases, theft. This had serious security and cost implications for the Trust.
Authorised access After working with us, the keys to the drug lockers are stored within an intelligent key cabinet. Through the ward staff’s existing credentials, only authorised personnel can access the cabinet. Furthermore, the keys inside the system are locked in place by Traka’s secure iFobs, which means a hierarchy of access rights can be given to each key, depending on the strength or skill of administrating each drug. Within the cabinet, only certain keys will be available depending on the pre-determined access rights. To maximise the security, the key cabinet has been
programmed so that two members of staff need to swipe their credential to take and to return a key to the system. This creates greater accountability and encourages an easy-to-achieve best practice amongst ward staff. Chris Robinson, Security Systems Manager for Brighton and Sussex NHS Trust, said: “The Traka system has made a massive difference to the drugs dispensing process on the wards. From a health and safety perspective, we can have greater confidence that drugs do not get into the
permitted to use. This system considerably reduces additional administration efforts from security staff and allows people to access keys easily and safely. There is also a curfew on keys to certain areas, meaning that security staff are alerted if a key is meant to be returned at a certain time, providing greater levels of accountability and health and safety.
Supporting the NHS’s vision for the future The NHS’s vision for a future where accessing critical data and managing assets is seamless and efficient is a crucial step toward delivering better patient care. As the healthcare sector continues to evolve, the need for effective asset management and operational efficiency becomes increasingly important. By adopting innovative solutions and technologies,
healthcare providers can support this vision and contribute to a more patient-centred approach to care. The systems themselves are naturally advancing in line
with healthcare requirements. This is particularly important in areas like palliative care and pain management, where syringe drivers are essential devices used to administer medication in a controlled and precise manner. Their management involves not just storage but also ensuring they are readily accessible to authorised personnel and maintained in optimal working conditions. Healthcare managers have been identified to
experience daily issues of syringe drivers going missing in hospitals and community care settings nationwide. With this crisis costing the sector millions per year when
devices are misplaced or stolen, resources are also used by critical staff coming away from everyday roles to locate syringe drivers, impacting patient care. Effective asset management systems help in achieving
this by providing a structured approach to equipment handling, from storage and tracking to maintenance and usage.
Effective asset management systems can alleviate common issues faced in healthcare settings
38 Health Estate Journal November 2025
n Case Study 2 – HMP Dovegate We have worked in partnership with leading specialists in public health services to develop innovative locker technology to enable inmates at HMP Dovegate to access medicine without seeing a doctor or nurse. Saving essential resources by using biometric access
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