Case Study: Ambulance Tasmania

In late 2023, Ambulance Tasmania completed the first phase implementation of its new Controlled Drugs Management (CDM) software for all paramedics across Tasmania. The implementation and rollout of the HealthCare Software’s CDM solution has been named the Ambulance Tasmania Online Medication System (ATOMS) within the service. ATOMS provides robust and audited management of controlled medications across the Ambulance service, replaces manual paper-based processes, and enables paramedics to increase time on patient care.

The HealthCare Software team worked with Ambulance Tasmania to review its medication management administration processes and objectives, and delivered the configured solution that has now brought faster, accurate medication recording and reporting to the organisation.

The CDM solution was configured with the Statewide Pharmacist and paramedics to make it easy to use and consistent with their work processes and requirements. Implementation will continue in 2024 to incorporate Volunteer Ambulance Officers and reach all Branches in Tasmania. The project will continue to bring lasting and significant benefits to health consumers and personnel of Ambulance Tasmania into the future.

“The system is intuitive, easy to navigate and allows paramedics to record medication administration before they return to a Station where manual Registers were previously held. This saves time at the end of each shift for all paramedics.”

Hamish Crisp

Statewide Pharmacy Manager

A phased approach to implementation for each Region enabled an initial ‘pilot approach’ to be undertaken, with practical and minor improvements to systems and processes made for future Regions. This also allowed the Project Team to provide change management support for Go-Live and directly aided in streamlining implementation on the ground.

As part of the post implementation review process, HealthCare Software and Ambulance Tasmania summarised the high-level benefits of the implementation as follows:

Easy and accurate recording

• Paramedics can now record and verify all aspects of medications administered to patients, delivered to branches, and stock movements into and out of medication safes, saving time and removing manual processes that were prone to error or manipulation and provided opportunity for misappropriation.

Increased access to controlled medication information for paramedics and managers

• The Software as a Service (SaaS) design allows for use across computer and smart devices from any location with internet access, making it easier and more efficient for paramedics to record medication transactions closer to the point of administration.

“This improved capacity by Ambulance Tasmania personnel to manage and monitor stock of specified medications, will reduce personnel costs, enable more hours to be delivered to patient care and reduce medication waste.”

Dr Tim Makrides

Executive Director – Clinical Information Services,
Statewide Pharmacy Manager

Unlimited and instant automated reporting is now possible

• Manager reports can now be generated instantly and without limit, whereas, prior to ATOMS’ implementation, reports were manually prepared following manual compliance check processes or had not been available at the level required.
• The CDM solution has enabled information about medication management, use, storage, and transfers to be available in real-time. Managers can access medication stock levels by station, Region, and other location variables, thereby enabling improved medication planning and use.
• Compliance checks previously undertaken onsite by senior paramedics in each Region can now be completed in the ATOMS system and can be reviewed and audited by Regional Directors in a more efficient manner.
• This has removed the requirement for physical compliance checks and audits by senior paramedics creating significant time-savings.

Increased compliance with legislation and improved accuracy and reliability of medication management registers

• ATOMS enables paramedics to meet legislative requirements for medication recording with ease and enables detailed medication reporting for managers across a range of variables.

“Executive and paramedic confidence in medication management records and reporting has greatly improved. The CDM allows for recording of medication administration closer to the actual activity and, in conjunction with compliance checks and audits, ensures that medication stock levels are accurately reflected”

Jordan Emery

Chief Executive Officer

Cost benefits

• A detailed cost-benefit analysis is underway and will be completed once the appropriate amount of time has passed to ensure all benefits have been captured. The estimated financial benefit from implementation of the CDM solution is expected to be several hundred thousand Australian dollars.

Staff Satisfaction

• Close collaboration between the Ambulance Tasmania Project Team and HealthCare Software improved the level of understanding of requirements and solved key issues to enable a streamlined implementation including high levels of Ambulance Tasmania personnel satisfaction with the system.

The Australian Council on Healthcare Standards (ACHS) recently conducted a pre-accreditation assessment of Ambulance Tasmania (AT) which included a review of their Medication management practices. Their report stated:

“Much work has been undertaken to automate and standardise the medication management systems across AT. Staff indicated that once the initial implementation issues were resolved that they were very supportive of the systems. The ACHS also received a great deal of verbal feedback that the system had been well received by AT’s front line clinicians and that it was both easy to use, and a gamechanger in the way we safely manage and audit our medication management at AT.”