When & How to Scale Up Your LTC Pharmacy’s Workflow

Efficient workflows are the backbone of any successful expansion.

In long-term care (LTC) pharmacies, whether opening new locations or expanding existing ones finding new efficiencies can be critical to success. This article explores various scenarios where scaling up operations necessitates proactive planning and adjustments to workflows to ensure sustained service quality and compliance.

Introducing New Pharmacy Services or Specialties

Expanding service offerings is a strategic move for LTC pharmacies aiming to increase their revenue streams. Introducing services like medication synchronization, health and wellness programs, nutritional support, and transitional care can also help fill the demands of a rapidly aging population.

Before pharmacies can expand their services, they must adjust their workflows to accommodate the influx of work. This might include hiring experts to manage these services effectively, implementing new technology like pharmacy automation equipment and pharmacy management software, or training existing staff to handle new responsibilities. Additionally, ensuring that these changes comply with regulatory standards is essential for maintaining the integrity of operations and patient safety.

10 Services Long-Term Care Pharmacies Should Consider Adding to Their Offerings

1. Specialty Compounding: Providing customized medication formulations tailored to the specific needs of patients, such as allergen-free, dye-free, or liquid formulations for those who have difficulty swallowing pills.
2. Clinical Consultations: Offering on-site or virtual consultations with pharmacists who can provide medication therapy management, assess patient medication regimens, and advise on drug interactions and side effects.
3. Medication Synchronization: Coordinating all of a patient’s prescriptions so they are ready for pick-up or delivery at the same time, improving adherence and simplifying the management of multiple medications.
4. Medication Adherence Programs: Implementing programs that help patients adhere to their medication regimens through reminders, packaging innovations that simplify dosing, and educational support.
5. Transitional Care Services: Assisting with medication management as patients transition between care settings, such as from a hospital to a home or LTC facility, to ensure continuity and accuracy in medication use.
6. Health and Wellness Programs: Offering screenings, vaccinations, health education seminars, and wellness programs tailored to the needs of the elderly or chronically ill patients typically served by LTC pharmacies.
7. Nutritional Support: Providing consultations or supplements for nutritional needs, which is especially valuable for elderly patients who may have specific dietary requirements.
8. Palliative Care Services: Offering specialized medication management and support for patients in palliative care, focusing on comfort and quality of life.
9. Technology Solutions: Utilizing technology like telepharmacy services, which allow pharmacists to conduct remote consultations and oversee medication management via video conferencing.
10. In-Service Training for Caregivers and Staff: Providing training sessions for staff at LTC facilities on various topics, including medication administration, drug interaction prevention, and updates on new pharmaceutical guidelines.

Increasing the Size of Existing Pharmacy Location

A long-term care pharmacy might consider expanding its physical layout for strategic reasons like accommodating new automation equipment or preparing for future pharmacy growth. This expansion can enhance workflow efficiency and improve service capabilities.

Scaling up physical spaces requires reassessing current workflows to optimize equipment and workstation placement, reducing unnecessary movement and improving productivity. Additionally, adding more advanced automation equipment can effectively handle increased work volumes.

To minimize disruptions from demolition and construction, pharmacies can phase the expansion, keeping key areas operational as long as possible. Temporary setups such as modular workstations or mobile units can maintain critical functions, and relocating certain operations to alternate locations may be necessary. Communicating effectively with staff and patients about expected changes and utilizing off-hours for disruptive activities can help maintain service continuity during peak times.

Overall, expanding an LTC pharmacy’s layout aims to create a more efficient, safe, and pleasant environment that meets current and future needs while upholding high standards of care and service.

Reasons Why LTC Pharmacies Should Consider Expanding the Size of Their Existing Locations:

1. Increased Capacity: As the demand for pharmacy services grows, either due to an increase in the patient population or because the pharmacy is taking on additional services, more space may be required to handle a larger volume of prescriptions efficiently.
2. Enhanced Workflow Efficiency: Pharmacy expansion can allow for the reorganization of space to optimize workflow. This could involve more effectively positioning workstations, storage areas, and equipment to reduce bottlenecks and unnecessary movement, thus speeding up the processing of prescriptions and improving employee productivity.
3. Incorporation of New Technologies: With advancements in pharmacy automation and technology, more space might be necessary to accommodate new equipment such as automated dispensers, robotic sorting systems, or packaging machines. These technologies can significantly enhance service capacity and accuracy.
4. Improved Staff and Patient Experience: A larger or redesigned space can improve the work environment for staff, leading to higher job satisfaction and productivity. For pharmacies that interact directly with patients or clients, enhanced spaces can improve privacy, comfort, and overall service experience.
5. Regulatory Compliance and Safety: Expanding the physical layout can also help meet regulatory requirements more effectively, such as those related to storage and handling of medications, privacy laws, or safety protocols. More space can facilitate better organization and secure storage of medications, which are critical for safety and compliance.
6. Preparation for Future Growth: As part of strategic planning, pharmacies might expand their facilities in anticipation of future growth. This forward-thinking approach ensures that the pharmacy is well-prepared to scale up smoothly without major disruptions when the need arises.

Reasons Why LTC Pharmacies Should Consider Expanding the Size of Their Existing Locations:

Opening new locations offers several strategic advantages for a long-term care (LTC) pharmacy. Moving into new geographic areas allows the pharmacy to meet the increasing demand for specialized pharmacy services, particularly in regions with growing senior populations. Expanding a pharmacy’s footprint also significantly increases the pharmacy’s revenue streams. More facilities mean the ability to handle more prescriptions and provide more services, leading to higher overall earnings. Establishing multiple locations strengthens brand recognition in the market, which is crucial for long-term success and pharmacy growth.

Top Things to Consider When Expanding Your LTC Pharmacy’s Footprint

1. Market Analysis: Assess the local aging population, their healthcare needs, and existing competition to identify market demand and service gaps.
2. Regulatory Compliance: Ensure adherence to local, state, and federal regulations related to licensing, staffing, and safety standards from the outset.
3. Location and Accessibility: Choose a location that is easily accessible for families, staff, and essential services, ensuring safety and convenience.
4. Financial Planning: Create a detailed financial plan covering startup costs, operational expenses, and revenue projections, securing necessary funding.
5. Staffing: Hire qualified staff experienced in long-term care, focusing on comprehensive training and development to uphold care standards.
6. Facility Design and Infrastructure: Design a comfortable, functional facility with considerations for compliance, resident well-being, and future technology integration.
7. Service Model and Care Philosophy: Define the range of services and care model, from independent to specialized care, aligning with patient-centered care practices.
8. Technology and Equipment: Invest in essential medical and safety equipment and IT infrastructure to support efficient care delivery and operations.
9. Marketing and Community Integration: Develop a marketing strategy to build community relationships and promote the facility to potential residents and local healthcare providers.
10. Risk Management and Quality Assurance: Implement risk management strategies and quality assurance protocols to ensure safety and continuously improve care quality.

When preparing to scale operations to multiple locations, it’s essential to assess and possibly redesign current workflows. Standardizing processes across all sites ensures consistency in service quality and operational efficiency. Adopting scalable technologies that integrate seamlessly across different locations, including pharmacy management systems, automated dispensing robots, and inventory management and storage solutions, is crucial for maintaining uniform standards and facilitating smooth pharmacy expansion.

Responding to Increased Patient Demand

When an LTC pharmacy faces increasing patient demand but cannot expand its services, physical location size, or open multiple locations, leveraging pharmacy automation equipment becomes a crucial strategy to manage and meet this growing demand efficiently. 

By implementing pharmacy automation equipment, LTC pharmacies can significantly enhance their capacity to meet increasing patient demand without the need to expand physically. This strategic use of technology ensures continued high-quality service, patient satisfaction, and operational efficiency, helping the pharmacy adapt to market needs dynamically and sustainably.

Six Ways Pharmacy Automation Equipment Can Help Pharmacies Meet Increased Patient Demand:

1. Increased Efficiency: Automation equipment such as automated dispensing systems, robotic sorting, and packaging machines streamline the processing, filling, and labeling of prescriptions. This reduces the time it takes for each prescription to be prepared, allowing the pharmacy to handle a higher volume of orders more quickly.
2. Enhanced Accuracy: Automation reduces the risk of human error in prescription processing. Systems like automated dispensers and barcode verification ensure that the right medications in the correct dosages are provided to the right patients, enhancing patient safety and reducing the time spent on correcting errors.
3. Improved Workflow: Automation optimizes the pharmacy workflow by integrating with pharmacy management systems. These systems can efficiently manage stock levels, track medication usage, and reorder supplies automatically, reducing the administrative burden and freeing up staff to focus on other critical tasks.
4. Better Use of Human Resources: By automating routine tasks, skilled pharmacy staff can redirect their efforts from manual dispensing tasks to more value-added services, such as patient counseling, medication therapy management, and clinical services. This not only improves service quality but also enhances job satisfaction among staff.
5. Scalability: Automation equipment can be scaled according to the needs of the pharmacy. As patient demand grows, additional modules or more advanced systems can be integrated without the need for proportional increases in physical space or staffing, making it a cost-effective solution for pharmacy growth.
6. Reduced Operational Costs: Over time, automation can help reduce labor costs associated with manual dispensing and administrative tasks. Although the initial investment in automation technology may be significant, the long-term savings and increased capacity can justify the expense.

Implementing and Monitoring Changes

To ensure a smooth implementation of new workflow changes during a time that is already increasing a pharmacy’s workload, consider following these three steps:

1. Engage Stakeholders from the Outset to Ensure Alignment and Buy-In: Early engagement of all affected parties, including pharmacy staff, management, and healthcare providers, ensures that their insights inform the changes and builds support by demonstrating the benefits, fostering the collaboration needed to implement new processes quickly.
2. Conduct Pilot Testing to Refine Processes Before Full-Scale Implementation: Implementing changes on a small scale first allows the pharmacy to evaluate their effectiveness and identify any issues in a controlled environment. This step is crucial for making necessary adjustments and minimizing disruption to overall operations.
3. Set Clear Metrics to Monitor the Impact of These Changes on Overall Performance Goals: Establishing specific, measurable metrics helps objectively assess whether the workflow changes are achieving their intended goals. Continuously monitoring these metrics ensures the changes align with and contribute to the pharmacy’s broader strategic objectives. Don’t know what to measure? Click here to learn the top six key metrics for LTC pharmacies.

Continuous assessment and refinement of workflows are necessary as the business grows and evolves. This proactive approach ensures that the pharmacy remains agile and can adapt to changes efficiently.

Conclusion

Optimizing workflows is crucial for LTC pharmacies undergoing expansion. Proactive planning and implementing workflow adjustments can significantly enhance operational efficiency and service quality, positioning the pharmacy well for successful growth and scalability. By embracing these strategies, LTC pharmacies can ensure that they not only meet but exceed expectations during periods of pharmacy expansion.