Navigating dynamic drug shortages: a traffic light communication aid

Abstract

Background: Drug shortages can occur for many reasons, including supply issues or increased demand.1 Given that this is a dynamic issue, it is essential to have a robust and universal system to communicate this information across departments. In NHS Highland, recent issues with the communication of drug shortages have led to some team members not receiving information, for example out of hours. We aimed to create a formalised pathway to communicate drug shortages and to ensure that staff are prepared for shortages so low stock can be preserved for essential cases. Methods: Discussions were held with department leads to understand the current process of how drug shortages are communicated. A process map was then created to identify areas that could be improved. The views of other staff members were gathered via discussion and an online questionnaire, including their desired communication channels. The two preferred modes of communication were via email or a visual board, and staff wanted this available on the intranet, coffee room, and as part of a daily huddle. Results: A prototype of a daily bulletin (Fig. 9) was created and presented to the department, to gain feedback. The response to the prototype was positive and led to further discussions about how complex information can be presented to teams regularly, in a visual format. Conclusions: This project has the potential to improve communication, reduce stress, and improve patient safety. It is a template that could be used for communication more widely, such as a daily operational briefing. This was a valuable project to be involved in as a medical student as it gave me a deeper understanding of how a seemingly simple issue can be complex and involve multiple stakeholders. The involvement of all key persons was essential in the evolution of the improvement idea to ensure it was usable and realistic. 1.Tucker EL, Cao Y, Fox ER, Sweet BV. Clin Pharmacol Ther 2020; 108: 1150–5