KitCheckCorePracticeGuide3 0

Kit Check
Program
Practice Guide
TABLE OF CONTENTS
Introduction 3
Implementation Timeline 4
Building an Effective Program 5
Desired Outcomes 8
Start With The End in Mind 8
Self-Assessment 8
Outcomes, Success Criteria, and Measures of Success 10
Workflow Optimization 11
RFID Tagging 12
Shelved Inventory Management 12
Restocking Kits And Trays 15
Kit Check For Crash Cart, Kits, And Trays 15
Assigning Locations And Locks 18
Crash Cart Tracking With Kit Check 20
Kit Check For Procedural Areas 25
Reports And Analytics 31
Success Plan 34
Appendix 36
Resources 43
(786) KIT-CHECK (786-458-2432) | help@kitcheck.com | kitcheck.com 2

INTRODUCTION
Welcome to Kit Check powered by Bluesight and congratulations on adopting an industry leading
inventory management solution! Kit Check powered by Bluesight integrates RFID technology that
prioritizes patient safety and optimizes medication management. Kit Check can help you accomplish your
hospital-specific goals aimed to advance patient safety, improve workflow efficiency, and optimize
inventory.
The intent of this practice guide is to support your hospital in the transition to inventory automation and
ensure you capitalize on all available resources to achieve your goals. This guide works to engage
subject-matter experts and key stakeholders to support a comprehensive program with data analytics,
reporting and auditing, and increased efficiency.

IMPLEMENTATION TIMELINE
To ensure a successful automated inventory program, a 3-phase implementation approach is

recommended.
1. The first phase (Pre-Go Live) includes activities to set up and operationalize the Kit Check system.
a. Kit Check provides a scanning station and handheld barcode scanner that seamlessly
integrates with any PC and a printer. The Kit Check hardware is remotely set up by one of our
specialists and does not require an IT personnel on your end.
b. Kit Check is cloud based and can be accessed using any PC with internet access.
c. Kit Check utilizes a ‘single sign-on’ (SSO) login which creates a single set of credentials to
access different apps with the appropriate permissions.
a. The SSO login will be utilized to access the Kit Check system.
b. The SSO login is an optional feature.
d. Upon completion of the remote setup, a 30-minute introductory training session will be
scheduled for initial staff members and a designated group of Super Users.
e. After the training session is complete, new inventory can be tagged and encoded.
● For each tray, the content definition and par levels should be shared with your
Implementation Specialist who will add it to the system. Based on that shared
data, Kit Check will generate and share a recommended order sheet to ensure
a complete stock.
● Pre-existing stock can be utilized in non-Kit Check environments to ensure a
seamless onboarding experience.
2. Our team will suggest several pharmacists and technicians to assist with the second phase (Go-Live)
based on the scope of the project.
a. A clear and open space will be needed to empty and refill trays (ex. Conference room).
b. All untagged items will be removed from trays and replaced with ‘tagged items.’ These trays
are now ready to be scanned and dispatched.
c. All remaining General User and Super User training will be conducted.
d. Kits are ready to be dispatched and assigned to their locations.
3. After going live, the third phase (Advanced KC/Optimize KC/Beyond the Basics) will be initiated
which enhances your workflow beyond the basics through analytic tools that are already built in.

BUILDING AN EFFECTIVE PROGRAM
An effective automated inventory management solution is based on three components. Depending on

the hospital, some of the following elements may already be in place.
Whether your goals are to improve workflow, inventory management, or patient safety, it all starts with
a strong foundation:
1. Workflow Planning
a. An effective workflow clearly outlines the procedures for each associated task and tray type
and is accessible for team members to reference as needed. Kit Check Standard Operating
Procedures (SOP’s) have been prepared to help facilitate each individual hospital’s policy and
procedure documentation needs for the following:
● Kit to Cart Scanning
● Pharmacist Verification
● Printing tags and tagging items
● RFID seal instructions
● Scanning Trays and Kits
All SOP documents can be found in the Kit Check Application under the ‘HELP’ tab.
2. Team and Task planning

a. Ownership and appropriate designation of tasks helps to ensure all team members are set
up for success.
● User role(s) should be determined based on designated responsibilities.
● In certain states, the need for pharmacists to verify a tray is not required.
b. Designate a group of individuals as ‘Super Users’ who will have in depth knowledge of Kit
Check and the capabilities it provides
● Examples: Informatics Pharmacist, Inventory Technician, Technician Supervisor
● Who will be the ‘Super Users’ at your site?
c. Operational tasks should be assigned to specific individuals, including expectations on
completion and communication
d. Use the space on the next page to organize and designate tasks and responsibilities to suit
the needs of your operation
● See Appendix I for an example of team and task planning

Team member Task Time

3. Training
Training is provided by the Kit Check Implementation team and can be conducted onsite or remotely.
The Kit Check team will work around your site-specific needs, offering as many sessions and training
times as needed to accommodate each shift. We recommend limiting training to groups of 3-8
individuals. There are also plenty of e-learnings and other resources available in the application.
Users are given different distinctions based on their role and usage of the application. There are two
types of training sessions available: General User Training and Super User Training.
General User Training:

▪ 30 min
▪ Pharmacist and Technician
▪ Encompasses most users involved or participated in the day-to-day operations
Super User Training:

▪ 60 min
▪ Pharmacist and Technician
▪ Typically limited to a handful of users that are subject matter experts and point of contact for the
remainder of the team
▪ Typically leverage more reporting and analytic features
▪ Trained to become the trainer
Maintaining Competencies
Post-implementation, it is important to maintain competency of each employee performing Kit
Check activities. Our recommendation is to evaluate each employee on a quarterly basis, keeping a
record of all continuing education. Please see appendix II for an example of an employee evaluation
for maintaining competency.

DESIRED OUTCOMES
Start with the End in Mind

Discuss, identify, and confirm the future vision of your inventory management program. Ask yourself,
what does your ideal program look like a year from now and what will it accomplish? What are the
expectations in terms of patient safety, workflow efficiency, and inventory management?
Self-Assessment
To ensure all hospital needs are met, let’s first assess your program specifically. Utilize the questions
outlined below to guide your thinking:
▪ What are your desired outcomes?
▪ What are the success criteria of your program?
o SMART: Specific, Measurable, Achievable, Relevant, and Time-bound
▪ What are the identified measures of success for each criterion? Near and long-term?
▪ What metrics will be used and when will you measure them to gauge progress?
Outcomes, Success Criteria, and Measures of Success

The key to building an effective program is establishing goals and objectives that work in tandem to
achieve success.
Most commonly, our partners build their goals on three main principles:
1. Prioritizing patient safety
2. Reducing time and manual labor
3. Reducing costs and improved budgeting
Common Desired Outcomes Include:

Use the space provided below to brainstorm desired outcomes:
Additional Notes:

Now that you have completed the brainstorming activity, let’s determine how to achieve desired
outcomes with specific criteria and measures of success.
Example
Desired Outcome: Improve insights on drug utilization
Success Criteria: Understand the usage of 503B compounding syringes over the course of 4 months
Measure of Success: Run the ‘Advanced Segment Optimization’ report every month to determine syringe
turnaround by specific tray type to then quantify average monthly usage to guide future purchasing
Use the outline below to create your own outcomes and measures:
Outcome
Success Criteria
Measure of
Success
Outcome
Success Criteria
Measure of
Success
Outcome
Success Criteria
Measure of
Success

WORKFLOW OPTIMIZATION
Prior to Kit Check integration within your hospital, tray and kit management was a process that required
multiple manual tasks and an extended amount of time. Technicians are responsible for checking each
kit-pocket for restocking and retrieving the necessary restock items individually from inventory. Between
the manual restocking process and time constraints placed on the team, there was a high risk of human
error, ultimately impacting patient safety. Pulling expired medications is also reliant on human-entered
data and can lead to over-or-under dated medications.
With Kit Check, a quick scan determines which medications are missing, expired, or recalled all in one
screen. Items are removed and replenished as needed and the kit is scanned again averaging a total of 3
minutes per tray. Stocked inventory for replenishment can also effectively be managed to ensure
accurate quantities are available, as well as expiration date tracking.
Outlined in this section is the recommended workflow from our partner hospitals, beginning with the
scanning process to the restocking of various trays and kits.
The workflow can be customized based on your hospital’s policies and procedures.

RFID Tagging
▪ Process and procedure from tech to pharmacist for RFID tagging should be defined and
accessible to all users.
o Leverage Kit Check SOP’s, if needed.
▪ If possible, RFID tagging should be completed in batches of inventory with the same lot and
expiration dating.
▪ Determine where technicians will store tagged inventory awaiting a pharmacist check.
o Tagged medication cannot be added to bin inventory until verified by a pharmacist.
▪ Define the quantity of stock (min and max) that should be tagged and ready for tray/kit
restock.
RFID Pre-tagged Items

▪ Process and procedure from tech to pharmacist for RFID pre-tagged product should be
defined and accessible to all users.
o Leverage Kit Check SOP’s, if needed.
▪ It is not required to scan pre-tagged items prior to use in a kit or tray.
▪ If utilizing the shelved inventory functionality, after receiving pre-tagged product from the
wholesaler or 503B, it must be scanned in the scanning station to add the product quantity
to bin level inventory.
o After it is scanned by a technician and the product quantity is added to the shelved
inventory, the product is ready for use and does not require a pharmacist check.
▪ Visit https://kitcheck.com/pre-tagged-catalog/ to review the most up to date list of all
available pre-tagged items
Shelved Inventory management

▪ Establish a designated location or shelving unit for the RFID tagged bin inventory.
o Location of bin inventory should be near the scanning station to improve restocking
workflow.
▪ Managing bin inventory:
o For initial setup, leverage financial reports to determine bin par levels and
replenishment levels (min and max).
▪ Your Implementation Specialist or Solutions Consultant can help upload a
spreadsheet of the bins, associated pars, and low alert levels to get you
started
▪ After go-live, bin levels should be re-evaluated on a quarterly basis by
leveraging Kit Check report.
o Auto add new tagged inventory to bins to maintain accurate counts.
o Decide how communication will be occur between Kit Check users and pharmacy
buyer(s) when more stock is needed.
▪ Leverage reporting
▪ Managing expiring medications:
o Set a specific expiration threshold to align with workflow.
▪ How far in advance do you want to be made aware of expiring medications
in order to appropriately take action?
▪ Establish ownership of expired medication verification process.
o Establish a plan of action for all soon-to-expire medications to minimize waste.

▪ If inventory in the bin is expiring in one week, in what kit or tray will most
likely be used?
▪ To standardize workflow activities, individuals managing stocked and tagged inventory levels
can subscribe to inventory reports:
o Items Tagged
o Item Batch Summary
o Item Expirations
o Item Recalls
o Bins Inventory Report
o Expiration analytics
Note: Kitted Inventory is managed similarly through the restocking process outlined below.

Restocking
The replenishment of all kits and trays within the hospital is completed with a standard restocking
process1, although each type of tray and kit may require a specific restocking cadence and supply of back
up trays. This section outlines best practices and recommended workflows for crash cart trays, various
kits (i.e., rapid sequence intubation kits), and anesthesia workstations or OR trays. This information is
meant to serve as a guide in establishing best practices that work for your specific hospital site.
1
For more information on the restocking process reference the Kit Check User Guide found in the program
application

KIT CHECK FOR CRASH CART, KITS, AND TRAYS
Crash cart inventory is often a set of medications and medication quantities that is pre-determined by a
multidisciplinary team within the organization. Although the medications and their associated quantities
cannot be adjusted, the workflow and inventory management can be streamlined through Kit Check.
Executing best practices will aid in establishing a successful workflow for crash carts with the Kit Check
solution:
● Establish a procedure for ownership of tray restock when a used tray is returned to the
pharmacy.
o Who is responsible for restocking a used tray?
o When must a tray be restocked after it is returned?
o Where will the restocked tray be stored upon completion?
● When a backup tray is dispatched from the pharmacy, the dispatch location and lock (if
applicable) must be updated in the Kit Check system.
● Leverage bin inventory functionality and reports to ensure all items needed for restock are
tagged and in an accessible location, close to the scanning station.
● In the event of a medication shortage, use shortage management functionality to set
appropriate medication quantity range and acceptable alternative agent(s) to minimize
disruption to workflow.
● Subscribe to expiration reporting to be notified when kit/trays are expiring soon.
o Establish ownership of expired medication verification and response.
o Visibility to expiring soon kits/trays will assist in the planning and allocation of resources
and inventory management, as needed, for tray replenishment.
● If possible, re-allocate expiring soon medications to area of high usage prior to the item
expiration to minimize waste.
● Review kits and trays on a regular (monthly/quarterly) under ‘Inventory’ tab and ‘kits’ to
determine if any kits/trays are not in use (have not been scanned) and can be deleted or edited.

Current Manual State
Prior to Kit Check integration within your hospital site, kit and tray management was a process that
required multiple tasks and an extended amount of time. Technicians are responsible for checking each
kit/tray-pocket for restocking and retrieving the necessary restock items individually from inventory.
Pulling expired medications is reliant on human-entered data and can lead to over-or-under dated
medications.
Workflow – Manual Process

Kit Check Enhanced Workflow
With Kit Check, a quick scan determines which medications are missing, expired, or recalled all in one
screen. Items are removed and replenished as needed and the kit is scanned again, averaging a total of 3
minutes per tray. Technicians are now only required to ‘touch’ items that need attention, improving
operational efficiency and removing the risk of human error. The workflow can be customized based on
your hospital’s policies and procedures.
Workflow – Kit Check

ASSIGNING LOCATIONS AND LOCKS
The utilization of the locations feature is crucial for effective management of expiration dates and recalls.
The solution can optimize a variety of workflows and accommodate multi-department involvement.
Leverage the kit activity report to electronically track all locations and locks that have been assigned and
returned.
Pharmacy Department Location and Lock Workflow
Above is a best practice workflow example. At the end of this section, you will have an opportunity to
create your own workflow. Please work with Solutions Consultants to optimize workflow based on your
specific site needs.

Assigning Locations When a Different Department Delivers the Cart
Workflow Example:
Every hospital has different operational needs to be considered when establishing a workflow. In the
next section, we will provide a step-by-step guide to tracking crash carts using barcoding. This technique
is being used by many hospital teams to streamline their operations. Work with your implementation
team and Solutions Consultants to create a workflow that works for you.

CRASH CART TRACKING WITH KIT CHECK
Below is a step-by-step guide to tracking your crash cart with the use of barcoding and Kit Check. Please
see Appendix II for details on how to generate a barcode.
Tray in Custody of Pharmacy (Pharmacy Staff Workflow)

Step 1: Dispatching a replenished crash cart tray to Central Sterile
● Login to Kit Check
● Scan the QR code located on the Tray’s Kit Check tag using a handheld barcode scanner
● Immediately after, scan the QR code for “Sent to CS” location assignment
Step 2: Tracking
● Go to Inventory → Kits page in Kit Check
● Any Crash Cart trays that have been sent to Central Sterile will be assigned to “Sent to CS” in the
Location column
Reporting
The Kit Activity report will provide a record of all trays sent to CS, the date and time the tray was sent,
and the staff member who sent them.

Tray in Custody of Central Sterile (CS Staff Workflow)
Step 3: Confirmation of receipt

● Log in to Kit Check
● Scan the QR code on the tray’s Kit Check tag
● Immediately after, scan the QR code for “Received by Central Sterile” (a fake cart in Kit Check)
o Assigning the tray to the cart “Received by Central Sterile” will also, by transitive
property, assign the tray’s location to Central Sterile.
● **The “Received by Central Sterile” Cart should always be assigned to “Central
Sterile” as it’s location.**
● The tray’s cart and location assignment on the Kits Inventory page will show it has been received
by CS, and that the tray is now located in Central Sterile (see below).
In the example below, there are two trays that have been received by Central Sterile, and one tray that
still has yet to be marked as received.
Step 4: Tracking
● Pharmacy can easily track how many trays are stored in Central Sterile at any given moment
using the Manage Carts page.
o Go to Inventory → Carts
o Select the cart “Received by Central Sterile”
o All kits currently in Central Sterile will be listed

Reporting
The Kit Activity report will provide a record of all trays received by CS Staff, the date and time the trays
were received, and the CS staff member who received them.
Step 5: Assigning trays to Crash Carts & Dispatching to a location in the hospital
● When a tray is ready to be put into a Crash Cart, and dispatched from Central Sterile to
somewhere in the hospital, CS Staff will perform the following steps:
1. Log in to Kit Check

2. Scan the QR code on the tray, and immediately following scan the QR Code on the Crash Cart the
tray is being assigned to. This will remove the tray from the “Received by Central Sterile” cart.
3. Immediately following Step 2, scan the QR code for the location the Crash Cart is being
dispatched to. The tray will now have been assigned to a crash cart, and the crash cart to a
location.
The date, time, and staff member who dispatched each Crash Cart out of Central Sterile to a location in
the hospital Manage Cart page.

● Go to Inventory → Carts
● Click on a Crash Cart - this will bring you to the Manage Cart page
● Select the Cart History tab. This will show you the date, time, and CS staff member who
dispatched the Crash Cart, and where in the hospital the Crash Cart was dispatched.

Use the space below to brainstorm your crash cart workflow

KIT CHECK FOR PROCEDURAL AREAS
Kit Check creates many benefits in the OR and Procedural areas. These benefits can be seen with
non-automated cabinets as well as with automated dispensing cabinets with open matrix drawers.
Current State:
▪ Labor intensive with a heavy FTE burden for appropriate and thorough restocking.
▪ Lack of consistent performance and difficulties with cross-training employees leads to potential
safety issues.
▪ Absence of NDC/lot data leads to increased difficulty in managing recalls.
▪ Expiration date tracking is a manual process leading to the risk of human error as well as
workflow inefficiencies.
▪ No usage reports or analytics to assist in inventory management.
▪ Results in under-dated medications, over-dated medications, potential for over and understocks.

Current restocking workflow:
WHAT ARE YOU INTERESTED IN IMPROVING?
Pharmacy
▪ More visibility and control
▪ Eliminate extra inventory and waste
▪ Ensure accuracy and compliance
▪ More efficient recall handling
OR/Anesthesia:
▪ Fewer stock outs
▪ Reduce time spent handling medications: daily restocking, expiration checks, recalls
To capitalize on these areas for improvement, you need to implement a solution that increases visibility,
maximizes efficiency for both pharmacy and anesthesia, all while improving patient safety. The good
news is that Kit Check has helped over 500 hospitals improve medication management in the OR and
other areas of the hospital by increasing visibility, efficiency, and safety:

Visibility Efficiency Safety
▪ Optimal PAR Levels ▪ Leveraging Technicians and ▪ Drug Validation
▪ Expiration Patterns Technology ▪ Kit Accuracy
▪ Shortage Management ▪ Alignment with ASHP Practice ▪ Pro-active Recall
Advancement Initiative Management
▪ Benefits Anesthesia and Pharmacy
There are two workflow options that can be customized based on your specific needs: Centralized
Workflow Model and De-centralized Workflow Model. The next section highlights the specific benefits of
each workflow.

CENTRALIZED WORKFLOW
The Centralized workflow is also referred to as a Tray Exchange. Set up and workflow are similar to that
of crash carts but can be utilized for Anesthesia Workstations by removing the liner of the open matrix
drawer and replacing it with a tray. By shifting the restock of the open matrix drawer to a tray restock,
you bring the process into the main pharmacy versus when the technician is out on delivery. Not only
will you achieve all the benefits the RFID solution offers, but you will improve operational efficiency and
restock time.
▪ Decrease in delivery/restock time
▪ Improves patient safety
o Captures all expiration dates by unit
o Provides consumption data to aid in eliminating stock outs
o Creates consistency amongst staff
▪ Access to data and analytics on drug turnover in hospital ORs
▪ Allows for reallocation of resources
o The same technician/shift does not need to complete all restocking activities
▪ Resources can be reallocated to accommodate the demands of the entire hospital

DECENTRALIZED - MOBILE CART
With the mobile cart you get all the benefits of Kit Check without the burden of having the extra liners.
▪ Perfect for space-strapped pharmacies and workroom
▪ Optional locking storage space for all restock inventory
▪ Access to data and analytics on drug turnover in hospital ORs
▪ Wi-Fi and battery power all in one minimal footprint
▪ Maintain current staffing model and existing workflows
▪ Decrease in delivery/restock time
▪ Improves patient safety
○ Captures all expiration dates by unit
○ Provides consumption data to aid in eliminating stock outs
○ Creates consistency amongst staff
▪ Provides unit level detail on all medications stocked in cart
▪ Can be stocked by main pharmacy and utilized by satellite pharmacy
There are many ways to leverage Kit Checks RFID solution to improve OR Workflow. Please see Appendix
IV and V for a best practice example of an OR Workflow. Use the space provided on the next page and
work with your Solutions Consultant to establish a process that meets your specific site needs.

Use the space below to create your enhanced workflow with Kit Check

REPORTS AND ANALYTICS
With Kit Check, tracking and reporting is simplified. Pharmacies can quickly and easily view data pertaining to kits and medication usage, which
enables decisions that can improve patient safety, lower costs, improve accountability, and streamline processes.
The Kit Check solution includes customizable analytics and reports so you can easily view the data that is most important. Reports can be
subscribed to by individual users or can be accessed as needed
Desired Report Report Description Report Utilization

Outcome
Item Expiration This report shows kits which, during their last scan, This report provides peace of mind to hospitals teams,
contained an item that is expiring within a user defined ensuring that no expired medications will reach a
threshold. The report evaluates both the refrigerated patient. Preferred expiration windows can be set for
expiration (if available) and manufacturer’s expiration each kit or tray.
to find the soonest expiration date.
Item Recalls This report allows users to select recalls entered in their Users can quickly identify and retrieve recalled items
hospital and locate the kits, if any, which currently from any affected kits or trays. This report increases
contain the recalled items selected. This report also operation efficiencies and allows quick removal to
lists the last cart and/or location of the identified kits in ensure patients are not affected.
order to locate the recalled items.
Items This report shows all items that have come out of a kit This report increases visibility and predictability of
Patient Consumed or for one reason or another (usually this represents items stocked inventory to improve documentation accuracy
Safety Removed that were consumed during clinical activities or and minimize disruptions to care (i.e. stock outs).
removed due to expiration date issues). This report
includes all items that were once in a kit and then were
missing in one of the subsequent scans of that kit.
Selecting an item on the table will display a detailed
view of whether the item was removed to
consumption, expiration, or any other decommissioned
reason.
User Activity This report shows the last 1,000 activity entries at a This report ensures all users are practicing at the top of
user’s facility. Activities monitored include kit scans, kit their license and accurately utilizing the software.
creations, item creations, and verification.
Activity This report is a visual representation of the User This report expands upon the user activity report and
Analytics Activity Report. Activity Analytics defaults to the last 30 helps guide coaching and training
days, but allows users to filter between time ranges,
users, and activities to provide an easy way to compare
user productivity for specific Kit Check actions.
Bins Inventory This report gives visibility into bin par levels and when a This report helps to ensure that each bin is stocked with
restock of tagged medication is required the necessary amount of tagged medication so
restocking of trays/kits is not disrupted.
Item Batch The print batch report lists each batch of Item tags that This report will display how efficiently the team is
Summary were printed. The report shows audit information (who working to scan a large grouping of the same
printed the tags and when), and details about the medication at one time versus multiple small batches.
item(s) being tagged (NDC, lot number, expiration This functionality allows for “remote verification” for a
date). The report can be filtered to show only batches pharmacist who clicks on “Batches Containing Restricted
of restricted tags (not printed by a verified user, nor Items”. A box will appear on the left-hand side of each
having been explicitly verified) or all batches of tags. batch that can be verified from any computer, instead of
Users can click on each row of the report to see details the computer used with the Kit Check scanning station.
of each tag that was printed in that batch.
Kits Needing This shows kits scanned within a user-defined time This report gives visibility into when certain kits/trays
Rework period. Users can also filter to show only incomplete or are expiring so resources can be planned or reallocated
Workflow
incorrect kits (as of their last scan). This includes kits to complete rescan/restock.
Efficiency
with expired/expiring items, missing items, or extra
items.
Advanced This report compares item consumption between a kit This report informs operation decisions by providing
Segment dispatch and return scan to the par levels set in the kit visibility into medication usage in specific areas,
Optimization master. By comparing the max amount or the average allowing for data driven decisions on increasing or
amount of items consumed in a kit cycle to the set par decreasing par levels in kits/trays.
level, pharmacies can make data-based decisions to
change their segment par levels.

Expiration This report provides a historical look at drugs that have This report helps users to understand what drugs are
Analytics been removed from kits. expiring from which kits, and therefore help make
decisions around moving inventory to maximize usage
and eliminate spoilage.
Kits and Bins This report lists all kits which, during their last scan, This report helps to identify specific medications in
Containing contained a specific NDC and/or lot number. specific locations to efficiently act on recalls, shortages,
specific NDC/Lot or expired/expiring soon.
Number
Kitted Item This report shows all formulary items and how many This report provides visibility into unit level details for
Inventory kits the item is currently in. each medication stocked in kits and trays. For 340B
hospitals, it helps ensure accurate accumulations of
credits.
Items Tagged This report allows users to see how many items were This report assists with managing items purchased to
created on a certain day. This report lists each NDC in a items tagged.
separate line and gives users the total number of
medications that were created on that day. This will
include items tagged in the hospital and by any
third-party taggers. This report can be easily exported
Inventory
to Excel for further analysis.
Optimizati
on Advanced This report compares item consumption between a kit This report gives visibility into medication usage in
Segment dispatch and return scan to the par levels set in the kit specific areas, allowing for data driven decisions on
Optimization master. By comparing the max amount or the average increasing or decreasing par levels in kits/trays.
amount of items consumed in a kit cycle to the set par
level, pharmacies can make data-based decisions to
change their segment par levels.
Expiration This report provides a historical look at drugs that have This report helps users to understand what drugs are
Analytics been removed from kits. expiring from which kits, and therefore help make
decisions around moving inventory to maximize usage
and eliminate spoilage.
Kitted Inventory This report is a snapshot of users current kitted This report assists with annual inventory and financial
with Cost inventory and the associated wholesale acquisition cost reporting.
and average wholesale price costs provided by
Medispan.

SUCCESS PLAN
Congratulations on successful completion of the activities outlined within this practice guide. You have
brainstormed desired outcomes, assigned tasks and responsibilities, planned out your workflow, and
educated yourself and your team on Kit Check’s RFID solution and workflows. With your designated
Solutions Consultant, please fill out a Success Plan to serve as a roadmap to help you get the most out of
Kit Check. This Success Plan will be discussed during your scheduled meetings with your Solutions
Consultant to support you in your drive to achieve desired outcomes.
See appendix VI for Success Plan example.

APPENDIX
I. Example: Team and Task Planning

Team member Task Time
Inventory Tech Review Kit Check Inventory Report 7am
Inventory Tech Provide report to Med 7am
Carousel/Central Pharm tech for meds
to pull
Inventory Tech If no refill needed, inform Med 7am
carousel tech/central tech, runner, RPh
Med Carousel Tech/Central Tech Use KC report provided to 7am-8am
“OnDemand” pull meds from MC
Med Carousel Tech/Central Tech Place on shelf above Kit Check PC for 7am-8am
Runner
Med Carousel Tech/Central Tech Pull and deliver morning/ancillary 8am-9am
restock
Med Carousel Tech/Central Tech Take up “extra” OR trays to load into 8am-9am
Tower; bring back any used trays
Runner Tech/Central Tech/IV2 Tag medications and encode – will add 8am-4:30pm
tech to inventory by default
Runner Tech/Central Tech/IV2 Place on shelf above KC station and 8am -4:30pm
tech alert verifying RPh
Runner Tech/Central Tech/IV2 Process returned trays from 9am 8am-4:30pm
tech delivery – leave on tray cart
Central RPh Verify tagged medications and place in 9am-3:30pm
specific medication bins
Central RPh If not alerted by 9am for verification, 9am-3:30pm
follow up with tech on progress
Evening Tech Pick up used (unwrapped) anesthesia 5pm
trays from AOR3 (OR) and Anesthesia
tower (GI) via “Inventory.” Leave
unused trays if any.
Evening Tech Return used trays to pharmacy 5pm
Evening Tech/Intern Process used trays (OR and/or GI) using 5pm-6pm
Kit Check
Evening Tech/Intern Inform evening resident/RPh when 5pm-6pm

trays are refilled, wrapped, and
dispatched
Evening Resident/Evening RPh Check that all trays are wrapped and 6pm-9pm
dispatched
Evening Resident/Evening RPh Notify night tech that filled anesthesia 6pm-9pm
trays are ready for dispatch
Night Tech Deliver filled anesthesia trays to OR 9pm-12am
and Tower. Final #s after delivery
should be 20 OR Trays in OR and 3 trays
in Tower
Night Tech Return late used trays to pharmacy 9pm-12am

II. Example: Employee evaluation of Kit Check Competency
1. List the following steps in order when completing the anesthesia trays
a. Scan tray, second time
b. Fill tray
c. Dispatch tray
d. Review tray to ensure all products are in the correct pocket
e. Review the tray for any opened items and discard in appropriate bin
f. Scan tray, first time
2. This Anesthesia Tray is currently in A1 - Trauma. How do you update the kit cart/location information
if it were to change?
3. When associating tags to products, what identifiers need to be consistent when batch tagging?
Select all that apply.
a. Label color
b. Lot number
c. Expiration date
4. What is wrong with this picture?
5. This crash cart is going to expire. How do you find out if a cart is expiring?
a. Inventory 🡪 Kits 🡪 Kit Expiration
b. Look through all the carts
c. Inventory 🡪 Manage Kit Masters
d. Inventory 🡪 Manage Items
6. How do you know how many items need to be tagged per day?
a. Ask the PIC
b. Look at the bins and tag anything that looks low
c. Review bin inventory report and display bins below “low” alert level, tag just above “low
alert”
d. Leave it for someone else
e. Review bin inventory report and display bins below “low” alert level, tag fill packages of
items up to designated “par”

7. I have read, understand, and been trained on all the objectives outlined in the Kit Check Resource
Document.
a. Yes
b. Employee Signature: _______________________ Date: _____________________________
III. How to Generate QR Codes for Location

& Cart tracking workflows in Kit Check
Step 1: Get the QR code generator add on for Google Excel Sheets in Drive.
▪ Open a new Google Sheets Documents
▪ Select Add-ons from the toolbar. Select “get add-ons” from the drop-down menu.
▪ Type “QR Code generator” into the search field. Get the app that looks like the below:
Step 2: Once you have the add on, simply open any Google Sheet in Drive and paste the list of locations
or Crash Cart numbers you wish to generate QR codes for. See picture below.
▪ Make two identical columns of the list of items you want to generate QR codes for. One column will
be used to generate the QR code, and the other will be used to label the QR code. Very important.
PRO TIP: Sort them in alphabetical order or numerical order.

Step 3: Highlight the two columns of interest. Go to Toolbar → Add-ons → Select the QR Code
Generator add-on you’ve just downloaded. The box outlined in pink above will appear.
▪ Select the size QR codes you will want. I usually use Small
for Crash Cart Labels (this size fits nicely on Avery Label
Template 5262) and Medium sized for Location QR code
sheets. If there are 50+ locations, I will select the small
size to try and fit them on 2 sheets of paper or less.
Sometimes more sheets can’t be avoided (for super big
hospitals) but try your best.
▪ Make sure that these two boxes are checked
▪ Once you’ve confirmed the size you want and checked
those two boxes, you are ready to press Generate!
- Wait a few seconds (it is usually pretty quick).
- Once it is done, select “Open A Document” button, and
voila!
- Google Word Doc will open and all your QR codes
will be beautifully arranged.
- You can copy and paste these QR codes into an
Avery Label template if needed.
NOTE: The locations and crash carts loaded in the customer’s Kit
Check application must have a barcode generated in the
application in order for the QR codes to work. The name for a
location and/or a crash cart must be at least 4 characters, no
less. If it is less than 4 characters, it will have trouble scanning
with the handheld barcode scanner.

IV. Best Practice Or Workflow: Tray Exchange

V. Best practice OR Workflow: Mobile Cart

VI. Success Plan - example
Success Plan
Account- ABC Medicine Prepared By- Dedicated Solution Consultant Date/ Version- April 14, 2021
Recent Achievements Outcomes

● ABC is a growing, nationally recognized health system that provides access to world-class care at more than 100 1. Prioritize patient safety- Maintain 0 expired items & 0 recalled items in
locations that includes 12 hospitals kits
● ABC - U.S. News & World Report America’s Best Hospitals (2020–21): Ranked No. 10 in the nation by U.S. News & 2. Reduce time and manual labor- Decrease kit processing time under 5
World Report, and No. 1 in the Region minutes & utilize pre-tagged options
● They have used Kit Check to continue their drive to achieve pharmacy operations excellence. They are also evaluating 3. Reduce costs and improved budgeting- Reduction in tag spend from
Bluesight for Controlled Substances to support their controlled substance monitoring & diversion detection, as well utilizing pre-tagged options, reduce expiration to consumption ratio by
as Bluesight Insights to optimize their medication purchasing processes 2.5%
● Special projects last year with Kit Check included implementing the Airway Bags in response to COVID, and a lost 4. Utilize medication automation in as many areas of the hospital as possible
charge capture analysis for several OR areas
Key Challenges Key Benefits Milestones, Actions & Dates Success Criteria Measures of Success
1. System standardization 1. Reduce Expired Items 1. Quarterly check-ins 1. Maintain 0 expired items and 0 1. Dashboard landing
2. Drug shortages 2. Reduce Recalled Items 2. Quarterly check-ins recalled items in kits in 2021 page
3. Staff Turnover 3. Increased Inventory 3. Q1 2022 check-in 2. Maintain a kit processing time 2. Kit Activity Report
4. Potential Budget Reduction Visibility 4. Q1 2022 check-in under 5 minutes (mean w/ 20% 3. Reduction in Spend
5. Rising drug prices 5. Quarterly check-ins limits) 4. Items Consumed or
6. Potential for new pharmacy 6. Target = September 1st 3. Increase use of pre-tagged options Removed Report
construction delays kickoff, September 30th in 2021 - to 20% of formulary 5. Trays being scanned
go-live items, daily & tagged
7. Target = October 31st 4. 5% reduction in tag spend based inventory area setup
completion on utilization of Sandoz Items in complete (w/ Bins)
2021 6. Kit Check
5. Reduce system implementation
expiration-to-consumption ratio records
below 2.5% by implementing 7. Kits section of Kit
expiring soon rotation programs Check application
6. Successful Implementation of Kit
Check in the newly constructed
pharmacy in Fall 2021
7. Implementation of Code Bags by
the end of 2021

RESOURCES
Kit Check assigns a Project Lead from our Implementation Team along with an Engineering Lead and
Sales Lead. Upon completion of implementation, a handoff is made to a dedicated Account Management
Solutions Consultant who is specialized in our Kit Check product. The Solutions Consultant provide
education on new analytics and features, proactive communication and monitoring, and a feedback loop
to our product roadmap. Additionally, Kit Check employs a clinical team whose expertise is utilized to
support customer workflow and practice.
Dedicated Resource Individual Name

Implementation Lead
Engineering Lead
Sales Lead
Solutions Consultant
Director of Clinical Solutions
There are many resources available within the application that can be accessed by clicking on the ‘?’
button, located on the top right hand of any Kit Check Screen or by clicking the ‘Help’ button, located on
the top center hand of any Kit Check screen (See Figure 1). Some of these include, but may not be
limited to:
- E-learning modules
- User Guide
- Contact Us
- Submit a Ticket
- Release Notes
Figure 1
Kit Check Support is available 24/7, 365 days a year. If you have any questions or need technical
assistance, contact us at any time:
● (786) 548-2432 ext. 2

● Toll Free: (844) 548-2432 ext. 2
● help@kitcheck.com (Please do not include any patient identifiable or protected information in your
email.)


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Kit Check

Building an Effective Program 5

Start With The End in Mind 8

Outcomes, Success Criteria, and Measures of Success 10

Shelved Inventory Management 12

Restocking Kits And Trays 15

Kit Check For Crash Cart, Kits, And Trays 15

Assigning Locations And Locks 18

Crash Cart Tracking With Kit Check 20

Kit Check For Procedural Areas 25

Reports And Analytics 31

(786) KIT-CHECK (786-458-2432) | help@kitcheck.com | kitcheck.com 2

(786) KIT-CHECK (786-458-2432) | help@kitcheck.com | kitcheck.com 3

To ensure a successful automated inventory program, a 3-phase implementation approach is

(786) KIT-CHECK (786-458-2432) | help@kitcheck.com | kitcheck.com 4

An effective automated inventory management solution is based on three components. Depending on

2. Team and Task planning

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(786) KIT-CHECK (786-458-2432) | help@kitcheck.com | kitcheck.com 6

General User Training:

Super User Training:

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Start with the End in Mind

Outcomes, Success Criteria, and Measures of Success

Common Desired Outcomes Include:

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(786) KIT-CHECK (786-458-2432) | help@kitcheck.com | kitcheck.com 10

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RFID Pre-tagged Items

Shelved Inventory management

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Workflow – Manual Process

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Workflow – Kit Check

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Pharmacy Department Location and Lock Workflow

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Tray in Custody of Pharmacy (Pharmacy Staff Workflow)

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Step 3: Confirmation of receipt

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1. Log in to Kit Check

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WHAT ARE YOU INTERESTED IN IMPROVING?

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(786) KIT-CHECK (786-458-2432) | help@kitcheck.com | kitcheck.com 31

Desired Report Report Description Report Utilization

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(786) KIT-CHECK (786-458-2432) | help@kitcheck.com | kitcheck.com 33

(786) KIT-CHECK (786-458-2432) | help@kitcheck.com | kitcheck.com 35

I. Example: Team and Task Planning

Evening Tech/Intern Inform evening resident/RPh when 5pm-6pm