El General University Hospital of Elche has taken a significant leap forward in modernizing its drug management with the implementation of three automated systems Dispensing systems, particularly focused on controlled substances and other medications, will be implemented. This initiative reflects the growing trend among Spanish hospitals to enhance patient safety and treatment traceability through advanced technology.
With an investment close to 225.000 EurosThe center in Elche has configured a model that allows control of the complete cycle of these medications, from the pharmacy warehouse to their administration to the patient, minimizing manual processes and the margin of human error in areas as sensitive as the operating room and major outpatient surgery.
Structure of the new automated system in Elche
The project is structured around a central device located in the Pharmacy Service, made up of four modules, already two peripheral devices Located in the Operating Room area and in the Outpatient Surgery Unit. This configuration allows for the dispensing of medications in a staggered and controlled manner, adapting to the actual needs of each care unit.
In addition to managing narcotics, these systems support the dispensing of other medications requiring special control These are routinely used in operating rooms and outpatient surgery. This system centralizes the secure storage, dispensing, and recording of the most sensitive medications within a single facility.
The system's design has allowed for the replacement of a large part of the traditional paper-based processes, such as manual prescriptions and specific drug vouchers, with fully automated procedures. This transition, in addition to streamlining daily work, reduces the possibility of lost documents, transcription errors, or discrepancies in the records.
The modular configuration in Pharmacy also facilitates the progressive adaptation of the system to demand, so that the hospital can adjust the storage capacity and the catalog of managed medicines according to care needs and regulatory changes that may arise.
Impact on surgical activity and workload
The initial operating data clearly reflects the scope of the change. In just three monthsThe system installed in the surgical area has allowed dispensing 2.885 units of medication corresponding to 1.769 patients, a figure that illustrates the volume of activity that has been managed automatically.
Each of those dispensations would have required, in the previous model, a prescription and a manual voucher of narcotics, so the system has avoided the creation of 1.769 paper documents, with the consequent saving of administrative time and the reduction of bureaucratic burdens for healthcare personnel.
From an organizational point of view, this automation allows professionals to dedicate more time to direct clinical care, since part of the tasks of registration, validation and control These tasks are now performed automatically in the background. This is especially relevant in operating rooms, where time management and patient safety are critical factors.
The hospital emphasizes that this change not only impacts the efficiency of the medication circuit, but also helps to standardize procedures and minimize variations between shifts, professionals or services, something key when dealing with drugs requiring special monitoring such as opioids used in anesthesia.
Patient safety, biometrics and access control
One of the pillars of the new model is the strengthening of the security mechanisms This benefits both the patient and the hospital itself. The automated cabinets installed in operating rooms and outpatient surgery areas function as truly intelligent dispensers, accessed via biometric identification, generally through the authorized professional's fingerprint.
This restricted access system ensures that only authorized personnel can retrieve medications, significantly reducing the risk of misuse, selection errors, or unrecorded withdrawals. In the case of narcotics, the anesthesiologist must [perform a specific procedure/method] before dispensing the medication. select the patient and the exact number of units required, creating a direct link between the treatment and the medical history.
Each transaction is recorded with date, time, responsible professional and associated patientThis allows, if necessary, the complete journey of a drug to be reconstructed from the moment it leaves the Pharmacy module until it arrives at the operating room. This complete traceability is one of the most demanding requirements in drug regulations.
Automated dispensing replaces the traditional paper slip that was filled out each time this type of medication was dispensed. With the new system, information is generated and stored digitally and consistently, reducing variations in criteria and potential errors in document completion.
Stock management, savings and prevention of stockouts
In the Pharmacy Service, the central device acts as a system of advanced inventory managementThe associated software monitors the available stock of each medication in real time and issues alerts when levels are reached. minimum thresholds of stock or when the expiration date of a batch is approaching.
This fine inventory control allows for more precise planning replenishment ordersThis translates into a decrease in stockouts, something especially relevant in critical medicines for which there are not always immediate therapeutic alternatives.
Early detection of upcoming expiration dates also helps to organize consumption more efficiently, prioritizing batches that are closest to expiring and reducing drug waste. All of this translates into a more rational use of economic resources intended for hospital pharmacy.
From an accounting and internal control perspective, having accurate electronic records simplifies the preparation of reports, audits, and periodic reviews, both internal and by health authorities, which require exhaustive monitoring of drug use in hospitals.
Integration with the Electronic Narcotics Book
Another key element of the initiative is the automatic integration of all movements recorded in the dispensing systems with the Electronic Book of Narcotics from the Hospital Pharmacy Service. This connection eliminates the need for transcribe manually the data and drastically reduces the risk of registration errors.
Every withdrawal, return, or inventory adjustment performed on the automated devices is directly recorded in the electronic ledger, generating a detailed history which is updated in real time and can be consulted in case of inspection or internal review.
The service's assistant pharmacist, Dr. Carmen Matoses, has highlighted that this type of automation helps to streamline daily work In Pharmacy, it frees up time that was previously dedicated to purely administrative tasks and allows concentration on pharmaceutical validation and clinical monitoring of treatments.
At the same time, having a robust and structured digital record facilitates the analysis of consumption, the detection of usage patterns and the identification of possible areas for improvement, something that can be especially useful when designing policies for the rational use of opioids and other narcotics in the hospital setting.
Coordination between services and the role of professionals
The implementation of these systems has not been limited to the installation of equipment, but has required a preliminary coordination work among multiple hospital services. The implementation, which began in December 2025It has involved months of joint planning and adaptation of internal circuits.
The following services have participated in the process: Hospital Pharmacy, Information Technology, Anesthesiology and Resuscitationas well as the supervision of the Operating Room and the Outpatient Surgery Unit. The main objective has been to integrate the new technology with the existing software programs in the center, avoiding duplication and ensuring interoperability between systems.
The head of the Pharmacy Service, Dr. Ana MurciaHe emphasized that the incorporation of these solutions represents a significant advance in security and regulatory compliance, as they are specifically designed to meet the legal requirements for drug control and the documentary requirements set by health authorities.
For her part, the head of the Anesthesiology Service, Dr. Ana PerezHe highlighted the central role of the anesthesiologist as the main prescriber and user of opioids in the operating room, and noted that these systems align with the modern safety strategies in anesthesiawhere drug control and traceability are key elements.
The management teams and professionals involved agree that, beyond technology, the success of the project depends on a adequate staff training and the adaptation of work protocols, so that the use of automated cabinets is fully integrated into the daily routine of the care units.
With these types of initiatives, the Elche University General Hospital positions itself as an example of how the public healthcare in Spain It can rely on automated systems to strengthen patient safety, improve the traceability of sensitive medicines and optimize resources, configuring a more robust, efficient pharmaceutical management model that is aligned with the current demands of the European healthcare environment.