ASSET MANAGEMENT
features include real-time tracking, secure access controls, and comprehensive reporting capabilities. Real-time tracking enables healthcare
staff to monitor the location and status of equipment at any given time, reducing the risk of misplaced or unaccounted-for devices. Secure access controls ensure only authorised personnel can access critical equipment, protecting against unauthorised use and potential tampering. Comprehensive reporting capabilities
provide valuable insights into equipment usage, helping facilities optimise inventory management and maintenance practices. By integrating these advanced
technologies, healthcare facilities can achieve greater transparency and control over their assets. This not only improves the management of individual pieces of equipment but also enhances overall operational workflows, contributing to a more efficient and responsive healthcare environment.
Case study 1 – Brighton & Sussex University Hospitals NHS Trust Brighton and Sussex University Hospitals NHS Trust is one example of how healthcare facilities are making key management an embedded aspect of its health, safety and security procedures, and working towards more efficacy in the future. The Trust itself has highlighted its own agenda, with a dedicated ‘Patient first programme,’ supported by five 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. 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
36 Healthcare staff dealing with EPRs.
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 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 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
Effective asset management systems can alleviate common issues faced in healthcare settings
IFHE DIGEST 2025
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