Table 3.
Key Steps in Unique Device Identification Implementation at the Point of Care*
| Key Step | Detailed Steps |
|---|---|
| Plan & Prepare | 1. Start early (at least six months) 2. Identify the Purpose 3. Assess all processes and touchpoints for devices in the organization 4. Determine units and stakeholders that will be impacted by UDI implementation 5. Identify ongoing and necessary Relationships 6. Identify potential Leaders & Champions 7. Delineate necessary areas of Expertise & Support 8. Determine leadership and Governance of UDI implementation 9. Pick the pilot site 10. Delineate potential barriers 11. Conceptualize strategy including Education |
| Gain Support | 1. Determine who approves the needed work and provides resources 2. Deliver a presentation, inclusive of Purpose, data, value and key drivers of UDI implementation, a vision, outline of a plan 3. Garner local support with colleagues, impacted stakeholders, Leaders & Champions |
| Develop Database | 1. Determine the location of your organizational device database needed for POC UDI capture 2. Assess the current status as well as resources needed and a plan to reach the desired state 3. Assess data needed to support database accuracy as an organizational source of truth 4. Work with supply chain and IT partners to develop the desired state 5. Consider next steps for a future implementation site and how to close any gaps |
| Assess Information Technology (IT) Systems | 1. Barcode scanners ● Assess technical compatibility with different styles of UDI barcodes ● Assess capability to communicate UDI data with the receiving POC IT system 2. ERP, POC (inventory management), and clinical IT systems (clinical documentation/EHR) ● Define desired state based on UDI data exchange ● Determine UDI data transfer specifications among IT systems ● Assess and determine if upgrades, programming and/or new systems are needed to achieve the desired state 3. Interfaces ● Determine the interfaces needed to achieve the desired state ● Identify protocols, interfaces needed for exchange of UDI data among IT systems ● Enable UDI-based data exchange between the device database and POC IT systems 4. Create the ability to store UDI in a designated field in IT systems and the EHR 5. Work with IT team members and partners to achieve the desired state 6. Consider next steps for a future implementation site, how to achieve the desired IT infrastructure and close gaps, and which IT vendors and systems to work with |
| Engage | 1. Relationships ● Meet with impacted units and stakeholders to discuss purpose, benefits, and implementation of UDI scanning ● Foster ongoing involvement of Leaders & Champions 2. Provide Education 3. Maintain ongoing communication |
| Review Status | 1. Ensure a functional, comprehensive device database that supports POC UDI capture, including daily updates to the receiving POC IT system 2. Ensure that scanners work 3. Ensure the receiving POC IT system correctly receives the UDI barcode and forwards UDI data 4. Ensure that staff have been educated and trained 5. Ensure that support is in place for staff to know what and how to scan and whom to contact for problems 6. Complete end-to-end testing and confirm data exchange among IT systems |
| Go Live | 1. Maintain significant on-site presence during Go Live and for days thereafter 2. Ensure long-term support is clear and easy to access for clinical staff doing barcode scanning, including Education for new staff 3. Listen, react, make changes as needed, continuing to utilize Expertise & Support 4. Be patient and positive 5. Continue to foster Relationships 6. Identify successes and learn from mistakes |
Note: *Key Components are in bolded text.
Abbreviations: UDI, unique device identifier; POC, point of care; IT, information technology; ERP, enterprise resource planning; EHR, electronic health record.