3 fridge temperature monitoring methods and why you should move to a fully automated system
Over the past few years, preventive vaccination has become a cornerstone of managing outbreaks of winter flu, COVID and other common diseases like respiratory syncytial virus (RSV). The rollout of extensive vaccination programmes mean that GP surgeries, pharmacies and other primary care facilities often hold stocks of vaccines with significant monetary value.
Fridges, freezers and even ambient areas where vaccines and other temperature-sensitive medicines and materials are stored need to be kept within strict temperature ranges to ensure the safety and integrity of their contents, in compliance with regulations and standards.
The methods used to ensure accurate temperature validation can vary widely, from simple manual checks to highly sophisticated monitoring systems with automated alerts and reporting capabilities.
In this article, we’ll take a look at the benefits and disadvantages of the most commonly used methods, and why those responsible for keeping vaccines in prime condition should be aware of the potential consequences of inadvertent mismanagement and the financial and operational impact of stock losses.
#1 Manual checking procedures
For many applications such as GP surgeries (and even veterinary practices) operating just a few fridges and/or freezers, it would seem that simple manual checks offer an effective and inexpensive solution. The drawbacks, however, can be significant.
- From a time management point of view, busy staff can be distracted and either fail to make the required checks or fail to record the outcomes.
- In addition, manual checks done just once or twice a day simply give information or a ‘snapshot’ of a point in time. They do not make users aware that the appliance may have been outside the required temperature range at other times during a 24-hour window, impacting on the quality and efficacy of the medicines.
- Manual checking systems are unable to provide an effective 24/7 alert in the event of temperature excursions. They simply don’t happen when the premises are not manned, such as evenings, weekends and bank holidays.
- They are notoriously inaccurate and subject to human error.
For most practices using manual processes, the resultant paperwork management protocols can be elusive and complex. For example, a practice with two locations, operating ten fridges, will need to manage ten sets of recordings at each location. They will need to produce a spreadsheet for inspection in compliance with regulations, requiring time and expertise to gather and organise the information.
Perhaps most importantly, they will be unable to provide a reliable chain of custody data for fridge and freezer contents.
#2 The datalogger approach
Which brings us on to using dataloggers for temperature validation purposes. Acquiring dataloggers and placing these in fridges and freezers to monitor temperatures more consistently over time is a step up from the simple manual approach. However, it brings with it many of the same issues.
- Most dataloggers have a limited memory capacity, which means that unless they are regularly checked and downloaded, important information may be lost and overwritten.
- Most solutions do not mean there is no manual aspect to managing temperature validation. They require removing from the appliance and downloading to a spreadsheet to transfer the data.
- For organisations operating multiple sites, this can be a complex process subject to error and presenting significant issues at inspection times when the information needs to be readily available in a clear and cohesive format.
- Dataloggers only provide an indication that an out of temperature event has occurred on a specific date and time, but anecdotally often don’t keep accurate time which can complicate record-keeping.
- Without accurate dates and times, it is often impossible for users to make a decision in the moment to retain or dispose of often expensive stock when they do not know when or for how long it has been out of temperature.
- Dataloggers are unable to provide an alert when a temperature excursion is happening, so as with manual systems, if this happens at evenings, weekends or bank holidays there is no way to salvage the contents of the failed appliance.
So although dataloggers do take some of the uncertainty out of monitoring cold storage, they remain a time-consuming and less than comprehensive solution for applications where accurate record keeping is required.
#3 Fully automated temperature monitoring systems
It’s time to take a look at the benefits of a fully automated solution, bringing together 24/7 temperature validation and alerts in the event of a temperature excursion.
Today’s smart systems are reliable, affordable and easy to use. They monitor temperatures 24/7, uploading accurate records to the cloud which can be downloaded in report form at the touch of a button. The information is also accessible from devices anywhere via a ‘dashboard’.
They also provide immediate alerts – usually as SMS messages, automated voice calls and/or emails – in the event of a temperature excursion.
There are clearly defined benefits.
- There’s no need for busy staff to devote time and effort to taking or checking temperature readings – these happen automatically and are safely recorded and stored.
- Downloading accurate reports as and when required is quick and easy. For those managing multiple locations and fridges, all the data is easily accessible and kept in one place.
- Even when premises aren’t manned, nominated staff are informed immediately by automated alerts if there is an issue with any cold storage appliance (or even ambient area).
- There is clear evidence on how long the appliance has been out of temperature, allowing informed decisions to be made on the integrity of the contents in line with manufacturers’ guidelines.
In short, implementing a fully automated monitoring system provides a professional and reliable solution for effective, long term temperature validation, freeing up clinicians for more patient-centred tasks using modern digital technology.
Conclusion
Losing the contents of fridges and freezers containing valuable vaccines and medicines is not just a financial issue. It also presents operational difficulties and delays, causing the cancellation of planned clinics and vaccine rollout appointments.
Automating the system makes the best use of readily available, affordable and reliable technology which also simplifies and enhances record keeping.
There are a range of automated options using different digital and communications technologies to deliver accurate solutions. Those not reliant on WiFi provide a comprehensive service which operates reliably and minimises any risk of interruptions due to local conditions.
Take a look at how the RemoteM system works and how little it costs.