Background Current manual inventory management systems for controlled drugs are time-consuming and error prone. The Pyxis C¹¹Safe is a computerised controlled drugs system. Evaluation of this technology using a structured observational methodology to assess efficiency, safety and security is required to support adoption.

Purpose To compare the efficiency, safety and security of the Pyxis C¹¹Safe system with the current manual systems for controlled drugs using ‘time and motion’ observational methods.

Materials and methods Pre and postimplementation methodology was adopted.

• ▶ Stage 1: Map the process and quantify existing processes.

• ▶ Stage 2: Develop ‘best practice model’ using Pyxis C¹¹Safe; procedures are simulated, documented and implemented.

• ▶ Stage 3: Conduct a time and motion study of existing and new processes to evaluate aspects of efficiency, safety and security using an independent observer.

Results Controlled drugs inventory practices were process-mapped and standardised in an acute care government hospital. An independent observer then conducted a time and motion study of the manual system, over a one month period. The time taken to complete a range of transaction types (receipt, distribution, discharge dispensing, returns and destruction) were recorded for 680 transactions. A best practice model for Pyxis C¹¹Safe was developed, simulated and refined. Pharmacy staff were trained and the Pyxis C¹¹Safe procedures implemented with 350 transactions observed and timed. Statistically significant time saving (20%, p=0.0001) was identified in the processing of controlled drug prescriptions distributed to patient care areas (5 min 3 s with Pyxis C¹¹Safe vs 7 min 11 s for existing processes). Non-significant time savings were demonstrated in other transaction types.

Conclusions A structured observational methodology has facilitated the assessment, and demonstrated significant efficiencies, of the Pyxis C¹¹Safe system compared to the current inventory management systems for controlled drugs.