In the healthcare industry, many operations utilize barcodes and QR codes to streamline inventory management processes and protect against human error, which can have serious consequences. In this article, we will focus on how to use QR codes for healthcare inventory.
What is a medical QR code?
The only difference between a medical QR code and a regular QR code is that a medical QR code has been synced to an item in a hospital or other healthcare practice’s inventory. This QR code is usually provided by the manufacturer but may also be generated by the organization using inventory management software.
If you are not familiar with QR codes, they are a more complex and advanced version of a traditional barcode. They can hold more data than a barcode and can also be scanned from any direction, making them the perfect choice for operations that need to scan inventory quickly and on the go.
If your medical inventory currently uses manufacturer-issued barcodes, you can generate medical QR codes instead of using inventory management software such as Sortly.
Why are healthcare QR codes used?
While many industries utilize QR codes for inventory management, they are particularly popular amongst healthcare stakeholders because they offer enhanced accuracy, tracking capabilities, inventory control, safety, and accountability.
This is especially true when these QR codes are utilized alongside medical inventory management software. In this case, inventory record-keeping occurs automatically. Every time an item is scanned in or out via a QR code scanner, that data is added to the archive. These details create a robust chain of custody that can help medical practices gather insights about inventory utilization and more.
Additionally, such reports can be utilized during audits, both internal and external. After all, virtually every medical practice, regardless of shape or size, answers to at least one regulatory board. A standard operating procedure that includes air-tight inventory management processes is all but certainly a requirement. So, too, is an inventory management system that ensures all restricted items and controlled medications are kept secure at all times and that there is a record of such safekeeping.
This easy, comprehensive guide will help you:
Free Ebook: The Complete Guide to Barcoding Your Inventory
How to use QR codes for healthcare inventory
Implementing healthcare QR codes for your hospital or medical practice is a multi-step process, but it doesn’t have to be complicated or overwhelming. This five-step process is a good starting point.
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Label everything or use manufacturer codes
As previously mentioned, many items in your medical practice or hospital’s inventory will arrive with a manufacturer’s barcode or QR code already affixed to them. In this case, inventory management software such as Sortly can scan and sync the existing code. If you wish to upgrade from a barcode to a QR code, you can utilize Sortly’s QR code generator to create and print a new one.
Create barcodes directly within Sortly for unlabeled stock or items you have bundled together. These items will automatically sync to the inventory items profile, and printing the QR codes is simple. No special printer is required; regular label paper and traditional printers will do the trick.
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Pick a system that supports QR codes
To implement a QR code inventory system for your medical practice or hospital, you’ll need to select inventory management software that fully supports QR codes.
You’ll also want to think about how easy that system will be for different employees on your team to use. The more intuitive the system, the easier it is for all employees to collaborate and ensure a better and more accurate inventory management strategy.
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Create a standard operating procedure
As previously mentioned, your practice or hospital will almost certainly be required to create and adhere to a standard operating procedure for handling medical equipment and inventory. Whether regulatory boards or other stakeholders issue this requirement, it’s essential for all medical practices to outline exactly how they will track medical inventory on a daily basis.
This standard operating procedure should include all requirements, from internal to those set by federal law. This includes special handling instructions for controlled substances and hazardous waste.
The standard operating procedure should be posted and regularly updated to reflect current best practices.
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Implement perpetual inventory
Perpetual inventory management refers to an inventory management system in which inventory records are updated every single time an item is checked in or out. In other words, if a case of medication arrives, that inventory is immediately added to the database. If that medication later expires and is destroyed, this reduction in inventory is updated in the database at once.
Perpetual inventory management offers stakeholders more control over their inventory and better oversight of stock levels, cash flow, and more. It also creates incredibly accurate inventory records, making your medical practice safer and more efficient.
Keep in mind that perpetual inventory is virtually impossible to practice without utilizing barcodes and QR codes. Without such codes, your team would have to manually update inventory records every single time an item was used instead of rapidly scanning that item in or out.
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Train and audit frequently
As a medical professional, you already know how important it is to train and retrain staff on a regular basis. The same goes for inventory management. As you update your standard operating procedure and rules and regulations for managing inventory, take the time to train and retrain staff on medical inventory management best practices.
You’ll also want to audit inventory frequently. Regulatory boards and oversight committees have likely issued recommendations or requirements for how often such audits should occur and how to record and handle any discrepancies.
About Sortly
Sortly is an inventory management solution perfect for medical practices and hospitals that helps you track, manage, and organize your inventory from any device, in any location. Sortly builds inventory tracking seamlessly into your workday so you can save time and money, satisfy your inventory-related requirements, and focus on your patients.
With Sortly, you can track medical supplies, equipment, and machinery, and anything else that matters to your pratice. It comes equipped with smart features like barcoding & QR coding, low stock alerts, customizable folders, data-rich reporting, and much more.
Whether you’re just getting started with inventory management or you’re an expert looking for a more efficient solution, we can transform how your practice or hospital manages inventory—so you can focus on your patients instead. That’s why over 15,000 businesses globally trust us as their inventory management solution.
Start your two-week free trial of Sortly today.
