An effective system for
monitoring fridge temperature

Temp Tracker

Temp Tracker


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A leading solution

Temp Tracker provides the leading solution to support NHS organisation who need to demonstrate they have effective systems for monitoring fridge temperature (safe storage of medicines). Temp Tracker uses IOT device from the leading global supplier which is integrated into our software solution to provide 24/7 monitoring and alerts to staff.

Temp Tracker provides a comprehensive solution which meets CQC requirements in full.

Medicines fridges

Dedicated medicines fridges should be of a suitable standard to keep medicines at the correct temperature.

Benefits

CQC guidance recording temperature:

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Additional information

Data analysis

Data is received and processed to set parameters that have been set by the organisation.

  • Temperatures: Fridge 2°C to 8°C, freezer, -18°C to -23°C, ambient 15°C to 25°C
  • Alarms: An alarm will trigger only when temperatures have remained out of range for configurable period.
  • Area status: Some areas are not open or accessible all of the time, in this case ‘area closed’ status is assigned which will delay SMS alerts until the area is next open; email alerts will be delivered for audit purposes.

Alerts

When a temperature excursion exceeds a trigger, real time alerts are sent by SMS message (figure 2) to a mobile smart phone, this alert will prompt corrective actions to be taken.

Figure 2

"A temperature device on your premises has triggered an alarm which you need to investigate and rectify. Please click the following; Link to website or access via the app*"

Alarm details**

Instructions***

*Link to the company website if using a PC or app if using a tablet/smartphone.

** Alarm details includes, measuring point name/location (the location will be evident from this name i.e. Ward 20 - medicine room, Ward 20 Fluid room), device ID (is also displayed on the physical device so users can identify the physical device when completing corrective actions), actual temperature reading, temperature limit exceeded, time of alarm.

*** Instructions includes: a check list of corrective actions to be completed for fridge/freezer/ambient temperatures to resolve issues i.e. fridge/air conditioning switched off? doors/windows left open? And instructions to be taken if temperatures continue to exceed limits i.e. relocate fridge/freezer stock to another fridge/freezer, when and how to seek advice from pharmacy.

Receiving alerts

The nominated staff member (Manager/ Matron’s hotline during working hours & hospital coordinator out of hours) who receive the alert will directly access the alert on the mobile smart phone via the app. Staff nominated to receive alerts will be provided with full training and resources to enable them to determine the most appropriate course of action;

  • Delegate the alert to an appropriate member of staff on the ward/department for action and recording.
  • Deal with the alert themselves.

NB Automated temperature monitoring will replace the manual recording element, prompt real time action and replace manual recording but managing temperature excursions i.e. completing corrective actions will remain the same as current methods as set out in the Local Medicines Management Policy.

Record keeping

In response to an alert the system mandates corrective actions are recorded. Each User/ Ward/department will have log in details and step by step instructions to follow. Ward/department user accounts will be tailored so staff can only input data for their own area and standardised actions will be selected from a dropdown menu. Escalations to other worklists are also available to expedite actions needed.

Assurance

The system holds a complete audit trail that can be securely accessed anytime via the TopCat website or app on any internet enabled device/computer. Automated reports and escalation alerts will ensure full compliance with regulatory standards is achieved.

The following assurance methods can typically be used.

  • All SMS alerts will also trigger an email to the area manager(s), it is expected that this email will be picked up after the excursion has been dealt with in the majority of cases but will prompt the manager to confirm that the real time alert has been dealt with i.e. appropriate action taken and recorded.
  • Automated escalation reports will be sent to appropriate Matrons, ADN/DDN, departmental/divisional managers, to identify any areas where alerts have not been actioned within expected timescales.
  • Governance will remain as per current method with compliance being assessed by managers as per regular medicines storage spot checks.

What happens if the WIFI goes down?

Data is backed up locally on each digital sensor and will be transmitted when the system returns to usual status. This will result in delays analyzing data and sending out alerts but a full audit trail will be available to assess medicines stability when the system resumes so appropriate action can be taken.

During any period of WIFI down time temperature readings can be checked on the visual display on each digital sensor. If a prolonged period of downtime were ever to occur, periodic manual checks of this display would be required. 

How is data stored and for what time period?

Encrypted data is stored in a cloud and historical data will be accessible for approximately 30 years.

How long will the batteries last?

Batteries are expected to last up to 16 months and will be changed in line with annual recalibration. Should a battery fail or run low prior to being swapped a system alert is generated so this can be promptly rectified. Alternatively the devices can operate on the Mains.

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