8 min
3.3.2026
Scanning the barcode during medication dispensing increases patient safety
Text
Karen Gahrn
Photo:
Regional Hospital North Jutland/GS1
“It happens that the computer goes: ‘Bing!’ - and that’s when you briefly think: ‘It’s IT… now it’s not working!’” says nurse Jette Kragh. “But then you look at the screen and realize it’s because the medication you’re about to dispense doesn’t match what the doctor prescribed. I might be holding 25 mg when I should be giving 50. Or I have an injection pen when I should be giving a syringe.”
Jette Kragh has been a nurse at the Rheumatology Outpatient Clinic in Hjørring for nearly 30 years. She is a strong advocate for medication scanning, which is now becoming mandatory across all outpatient clinics in the North Denmark Region.
“We’ve taken the lead because we can see the benefits of scanning the medication - both for patients and for us as staff,” she says.
The Rheumatology Outpatient Clinic has been part of a pilot project since autumn 2024. They have found that the new procedure significantly reduces manual data entry, minimizes uncertainty, and increases confidence that the right medication is given to the right patient.
The project was launched because the region needed to comply with mandatory reporting requirements to the Danish Hospital Medicines Register - including product numbers and batch numbers from the GS1 barcode.
“There is a legal requirement,” explains IT Project Manager Karen Melchior Jensen, who is overall responsible for the implementation. “But in the clinic, our focus is on safety. Instead of seeing scanning as a purely administrative task, we chose to use it in a way that strengthens patient safety and creates reassurance for staff.”
Instead of viewing the scanning as a purely administrative task, we decided to use it in a way that both strengthens patient safety and creates reassurance for staff.
What is a batch number?
A batch number is a unique identification number assigned to a specific quantity of products that are produced or purchased under the same conditions. It enables products to be traced through the supply chain from production to sale, which is essential for quality control and for carrying out fast recalls if issues arise.
Benefits of Medication Scanning
At the Rheumatology Outpatient Clinic, it has long been a requirement to register batch numbers for certain arthritis medications before dispensing them. The clinic recognized the benefits and therefore decided to record batch numbers for all dispensed medication.
- “Until now, we have entered all batch numbers manually because we could see the value of registering them. We do experience side effects with medications, and when patients report them, the Danish Medicines Agency contacts us to ask for batch numbers so the medicine can be traced,” explains Jette Kragh.
Previously, nurses had to manually type in numbers and letters before dispensing the medication. Today, this is done using a handheld scanner as part of the daily routine.
- “I still need to enter the patient’s civil registration number and open their medication chart. But when I select the prescribed medicine, the cursor is already in place for scanning. I might take three products and scan them,” Jette Kragh explains.
- “At the clinic, we openly acknowledge that even though we believe we never make mistakes - we do. We’ve had patients call and say, for example, that they usually receive a different dose. The person who dispensed it didn’t do it intentionally. At the time, they simply didn’t notice that the patient was supposed to receive 10 mg less.”
Since the clinic introduced barcode scanning, they have not experienced that type of error, according to Jette Kragh.
- “We no longer have dispensing errors when everyone uses the scanner. We haven’t had medication returned or received those kinds of calls from patients,” she says.
At the Rheumatology Outpatient Clinic, it has long been a requirement to register batch numbers for certain arthritis medications before dispensing them. The clinic recognized the benefits and therefore decided to record batch numbers for all dispensed medication.
- “Until now, we have entered all batch numbers manually because we could see the value of registering them. We do experience side effects with medications, and when patients report them, the Danish Medicines Agency contacts us to ask for batch numbers so the medicine can be traced,” explains Jette Kragh.
Previously, nurses had to manually type in numbers and letters before dispensing the medication. Today, this is done using a handheld scanner as part of the daily routine.
- “I still need to enter the patient’s civil registration number and open their medication chart. But when I select the prescribed medicine, the cursor is already in place for scanning. I might take three products and scan them,” Jette Kragh explains.
- “At the clinic, we openly acknowledge that even though we believe we never make mistakes - we do. We’ve had patients call and say, for example, that they usually receive a different dose. The person who dispensed it didn’t do it intentionally. At the time, they simply didn’t notice that the patient was supposed to receive 10 mg less.”
Since the clinic introduced barcode scanning, they have not experienced that type of error, according to Jette Kragh.
- “We no longer have dispensing errors when everyone uses the scanner. We haven’t had medication returned or received those kinds of calls from patients,” she says.
Challenges related to medication scanning
Since autumn 2024, scanning before dispensing medication has become part of the daily workflow at the Rheumatology Outpatient Clinic.
- “I find that it has been easy to support the procedures we already have in place. In the beginning, it may have taken a little extra time, but it certainly doesn’t today,” says Jette Kragh, who can only point to a few things she would like to see improved.
- “Currently, the clinic has three handheld scanners. To achieve a 100 percent solution, we would need scanners in more locations,” she explains.
- “Our biggest challenge right now is that once we open a package, the individual vial, pen, or syringe inside does not have a barcode. If I could scan each of the 20 small vials or four syringes, it would make things easier.”
At present, there is only a requirement for a barcode with batch number on the outer packaging. Regional Hospital North Jutland is therefore in dialogue with GS1 about the need for barcodes on inner packaging as well.
- “This is where we can truly use GS1 to help move our needs forward. There has to be demand for it to be implemented,” says Project Manager Karen Melchior Jensen.
She has paved the way for the decision to make scanning before medication dispensing mandatory at outpatient clinics across the North Denmark Region.
- “System adjustments are needed, funding must be secured, and leadership has to prioritize it,” she emphasizes.
- “We need to implement this in stages - for example, by approaching manufacturers to request barcodes on inner packaging or asking suppliers for new IT solutions - so that it can be rolled out across all departments, including inpatient wards, which have different workflows.”
We’re big supporters of scanning in this department. We haven’t experienced any resistance here - everyone has embraced it because it benefits both us and the patients.
Help getting started with scanning
One of the key lessons from the pilot project has been the need for a dedicated, day-to-day project manager to support the implementation of medication scanning across departments.
Since January 1, that role has been taken on by Rikke Stang von Kelaita. She has a background as a nurse and is currently pursuing a Master’s degree in Learning and Change Processes.
- “An email can easily be forgotten in a busy workday, so there’s a need for someone who follows up continuously, visits the outpatient clinics, talks to clinicians, and tailors the guidance to local needs,” she says.
- “Medication scanning is a safeguard for the patient — but also for the nurse. I think many of us have woken up in the middle of the night thinking: Did I give the right medication?”
- “Research shows that medication errors are among the leading causes of patient harm. Beyond the impact on the individual patient and the staff member involved, these errors are also costly. They can lead to readmissions and prolonged illness,” she explains.
Currently, two outpatient clinics at Regional Hospital North Jutland are using medication scanning. Rikke Stang von Kelaita faces a significant task in rolling out barcode scanning across all outpatient clinics at all hospitals in the region.
- “It has to be a team effort. Management support is essential, and we need to design processes that fit the workflows of each individual department,” she emphasizes.
Just get started!
At the Rheumatology Outpatient Clinic in Hjørring, staff have fully embraced medication scanning.
-“I would estimate that we scan around 90 percent of the medication we dispense. We’ve found workflows that work,” says nurse Jette Kragh.
- “We’re big supporters of scanning in this department. We haven’t experienced any resistance - everyone has embraced it because it’s good for us and good for the patients.”
Jette Kragh offers this advice to other outpatient clinics preparing to implement medication scanning:
- “It’s important that management makes it clear that this is a mandatory task. Then you need to inform and train staff and set a clear go-live date. In my opinion, everyone should start at the same time and address challenges together along the way.”
What would she say to a skeptical colleague from another department?
- “I know it’s different in inpatient wards. But in outpatient clinics with workflows like ours - just get started. You just have to go for it! It’s a great tool to use in everyday practice, both for yourself and for patient safety.”
Research shows that medication errors are among the leading causes of patient deaths. In addition to the impact on the individual patient and the staff member involved, medication errors are also costly. They can result in readmissions and further illness.
