2026 Southeastern Residency Conference

Background:
Accurate inventory management is essential for operational efficiency, yet traditional models relying on periodic third-party counts limit real-time visibility and delay error correction. Over the previous years, several audit processes have been trialed, each with varying trade-offs related to ease of use, time requirements, utility, and interruption of standard workflows. A significant amount of time was spent after the counts were completed, reconciling discrepancies in the third party data including medications that could not be accurately identified based on barcode scans. Our institution recently transitioned from a biannual, vendor-supported inventory process to an internally managed model, revealing workflow inefficiencies and gaps in issue identification due to reliance on delayed data systems and fragmented scanning processes. To improve workflow and data integrity, a real-time barcode scanning tool was developed and iteratively refined to facilitate live inventory validation.

Methods:
The tool enables immediate feedback during both full inventory counts and targeted audits. Key development considerations included optimizing data refresh processes, accommodating large and variable datasets, and enhancing usability through simplified visual indicators to reduce user fatigue.  Over time, improvements focused on minimizing error rates and improving workflow integration.

Results:
Implementation of the tool improved operational efficiency by reducing the need for dual auditors and minimizing workflow interruptions. The system enhanced auditor autonomy by removing the need for individual assignments and enabling users to validate counts independently in real time. It also decreased duplication of counts and enabled immediate identification and correction of discrepancies, reducing the number of recounts required.

Conclusions:
A real-time barcode scanning approach to inventory management enhances efficiency, accuracy, and staff autonomy. This solution addresses key limitations of traditional inventory processes and supports proactive discrepancy resolution. Ongoing evaluation during a full live-count inventory will further quantify its impact on time savings and error reduction.