(Management Case Study) Innovate to Operate: Transforming Pharmacy Data Management

Purpose: This study aims to explore the critical role of evidence-based practices in pharmacy operations, emphasizing the importance of data extraction, transformation, and manipulation in enhancing patient care. It addresses the challenges posed by regulatory demands, fiscal constraints, and workforce shortages, highlighting the necessity for specialized teams in managing the burgeoning data within electronic health records. In addition, this study evaluated the critical elements in recruitment, training, team structure, and project management required for successful implementation.

Methods: To address the need for specialized skills in pharmacy data management, we established a team of highly trained IT personnel proficient in data structure. This process began with identification of the necessary skills and qualifications, emphasizing both technical expertise and a strong understanding of healthcare contexts. We assessed the impact of team members with varied backgrounds, comparing those with and without healthcare experience as well as those with and without formal data management training. A standardized project intake process was instituted to prioritize and manage projects based on clinical, operational, and regulatory requirements. This process included mechanisms for project initiation, scoping, and approval to streamline the workflow and ensure alignment with organizational goals. Additionally, we established reporting and documentation processes to track progress, outcomes, and lessons learned. These processes were designed to facilitate continuous improvement and knowledge sharing within the team. Initial projects were selected to address critical operational and regulatory requirements, serving as pilot initiatives to test and refine our approach. This iterative process allowed for adjustments and enhancements, ultimately optimizing outcomes and setting the foundation for sustained success in pharmacy data management

Results: We have implemented several use cases that will be highlighted throughout the presentation. These use cases address current practice gaps that are not fully covered by commercial solutions, such as barcode training validation, controlled substance reconciliation, and invoice screening. The findings suggest that pharmacies with dedicated teams proficient in advanced IT solutions can achieve improved operational outcomes. These teams effectively bridge the knowledge gap, aligning pharmacy operations with evolving technological landscapes and ensuring compliance with regulatory standards.

Conclusion: Establishing specialized informatics teams is paramount for the strategic positioning of pharmacy operations. These teams not only enhance data management capabilities but also contribute to navigating regulatory, financial, and workforce challenges. Their expertise is essential for leveraging data as a competitive advantage, positioning pharmacy teams for sustained success in the dynamic healthcare environment.