NHS trusts face various challenges that can slow down or prevent full Scan4Safety implementation. These barriers aren’t only technical but also cultural, financial, and organisational. By recognising these challenges, we can work together to overcome them.
Common barriers to adoption
Variation in local readiness
NHS trusts vary significantly in their levels of digital maturity. Some have modern electronic patient records, comprehensive Wi-Fi coverage, and integrated inventory management systems, while others still rely heavily on manual processes.
Infrastructure gaps, such as insufficient Wi-Fi coverage in theatres or wards, can make consistent scanning difficult. Competing digital priorities, including electronic patient record rollouts and digital medicines initiatives, mean Scan4Safety is sometimes deprioritised despite its cross-cutting benefits.
Awareness and capability gaps
Limited awareness among staff and leadership of Scan4Safety’s direct patient safety benefits – such as preventing wrong implant use and improving recall speed – can slow adoption.
Many clinical and operational staff lack confidence in using scanning technology and are unclear on how it links to frontline care improvements. This knowledge gap can create resistance to change.
Perception and cultural barriers
A common misconception is that Scan4Safety is only a procurement or logistics initiative, rather than a clinical safety programme. When the patient-facing impact isn’t clearly communicated, clinical buy-in remains weak.
Organisational cultures resistant to workflow change may see scanning as “slowing down care” rather than improving it. Strong clinical leadership and co-design with staff are essential to overcoming this barrier.
Building the evidence base
While demonstrator sites showed strong early results, some trusts seek more published evidence of long-term return on investment and clinical outcomes to build compelling business cases. Without robust national evidence, adoption can be seen as “optional” rather than essential.
Supplier and procurement challenges
Procurement processes remain fragmented, with variable readiness among suppliers to fully support GS1 standards. Not all medical device and consumables suppliers provide products with barcodes meeting global standards, leading to partial or inconsistent scanning capability.
Data management concerns
Trusts are sometimes unclear about who “owns” and manages the data generated by Scan4Safety, particularly when linked to registries like the Medical Device Outcome Registry.
Staff may perceive scanning as adding to workload or duplicating documentation, especially where systems aren’t fully integrated with electronic patient records. Without streamlined workflows, scanning risks being seen as an “extra burden” rather than a safety enabler.
Dispelling common myths
Non-urgent advice: “Scan4Safety is just about barcodes and stock control”
Reality: It’s a patient safety and operational efficiency programme that enables full patient-product-place traceability, supports recalls, prevents errors, and improves clinical workflows. Inventory management is just one component.
Non-urgent advice: “It will slow down clinical workflows”
Reality: Evidence from early adopter trusts shows that scanning at the point of care saves staff time by reducing manual data entry, avoiding duplication, and streamlining documentation.
Non-urgent advice: “It’s too expensive to implement”
Reality: While there is an initial investment, benefits such as reduced product waste, better stock management, fewer errors, and time released to patient care, lead to significant cost savings – often outweighing set-up costs within a short period.
Non-urgent advice: “We don’t have the technical infrastructure for this”
Reality: Scan4Safety is designed to work with existing NHS systems and is compatible with multiple electronic patient records and asset management platforms. Many trusts have successfully implemented it without replacing core IT systems.
Non-urgent advice: “This is only relevant for high-value items”
Reality: The standards and processes improve safety and efficiency for all patient care items – high-risk devices, consumables, implants, and medicines – helping ensure the right product is used for the right patient every time.
Non-urgent advice: “We’re already compliant because we record product details manually”
Reality: Manual recording is prone to human error, takes longer, and often fails to capture the level of detail needed for rapid recall or analysis. Barcode scanning ensures accuracy, speed, and completeness of data.
Non-urgent advice: “Only clinical staff benefit from Scan4Safety”
Reality: Benefits extend to procurement, finance, infection prevention, supply chain, and estates teams – improving decision-making across the organisation.
Success factors from adopting trusts
- Strong leadership commitment – Successful implementations are characterised by visible leadership support at executive level, with clear communication about why Scan4Safety matters for patient safety and operational efficiency.
- Clinical champions – Engaging clinicians as champions who can demonstrate the patient safety benefits to their colleagues is crucial. When clinical staff see how scanning prevents real errors, adoption accelerates.
- Phased implementation – Starting small with specific pathways or departments allows organisations to demonstrate benefits early and build confidence before expanding across the trust.
“So far, the project has already made some really good changes to our theatre consumable cupboard, it [is] easier to identify where our products are. It has highlighted to us just how much excess stock we have…”
Simon Peck, Team Leader for Vascular, The Princess Alexandra Hospital NHS Trust
- Integration with existing systems – Successful trusts focus on integrating Scan4Safety with existing workflows and systems rather than treating it as a separate process. This reduces the perception of additional workload.
- Clear communication of benefits – Regular communication about the safety, efficiency, and financial benefits helps maintain momentum and addresses concerns as they arise.
“The trust staff were all full of praise for the programme and how it’s transforming their working environment, and the early successes have created such a pull from other internal departments and other trusts.”
Debbie Stevenson, Head of Procurement, West Suffolk NHS Foundation Trust
Addressing implementation challenges
- Building digital readiness – For trusts with infrastructure limitations, phased approaches can work around current constraints while building towards full capability. NHS Supply Chain’s inventory management system rollout provides support for trusts with limited existing capability.
- Creating clinical buy-in – Focus on patient safety messages and real-world examples of how scanning prevents errors. Involve clinical staff in design and implementation to address workflow concerns from the outset.
- Developing business cases – Use the growing evidence base from adopting trusts, including the financial returns demonstrated by NHS Supply Chain pilots. The five-to-one return on investment provides a compelling foundation for business cases.
- Supplier engagement – Work with procurement teams to engage suppliers on GS1 standards requirements. NHS England’s policies on data standards provide leverage for ensuring supplier compliance.
- Managing change effectively – Invest in change management and training programmes that help staff understand not just how to use the technology, but why it matters for patient safety and care quality.
The path forward
Overcoming these challenges requires a collaborative approach involving national leadership, local champions, and ongoing support. The infrastructure, partnerships, and evidence base are now in place to accelerate adoption across the NHS.
By addressing barriers systematically and learning from successful implementations, every trust can realise the proven benefits of Scan4Safety: safer care, more efficient operations, and better outcomes for patients.
The question isn’t whether Scan4Safety works – the evidence is clear. The question is how quickly we can support every trust to overcome implementation barriers and join the growing community of organisations delivering safer, more efficient care through scanning.