A structured, phased approach to deployment reduces risk and builds momentum. Evidence from NHS organisations consistently supports beginning with a contained pilot before scaling.
Implementation cycle
A structured implementation cycle supports consistent, successful deployment across each clinical area or use case.
- Phase 1 — Project initiation: Confirm scope and objectives for the deployment area, establish governance and team arrangements, develop the project plan and timeline, and secure necessary resources and budget.
- Phase 2 — Discovery and design: Map current workflows and processes, identify technical requirements and constraints, design future-state workflows that integrate scanning, and plan system integration and technical setup.
- Phase 3 — Data preparation: Cleanse and validate master data for products and locations, configure system settings, set up location and user accounts, and test data accuracy.
- Phase 4 — Testing: Test scanning workflows in a safe environment before go-live, identify and resolve technical issues, and validate alert configurations and system responses.
- Phase 5 — Training: Deliver role-specific training to all staff in the deployment area. Training should cover not just how to scan but why scanning matters for patient safety. You should also identify areas where there are needs for ongoing staff training, for example, where staff may need to revalidate their training to maintain access to an electronic system. See the Training and Change Management page for detailed guidance.
- Phase 6 — Go-live and support: Deploy with intensive on-the-ground support from the implementation team and champions. The implementation lead and champions should be visibly present in clinical areas during the first weeks after go-live.
- Phase 7 — Compliance monitoring and review: Monitor scanning compliance data, identify and address issues, conduct a post-implementation review, and prepare for transition to business as usual.
Starting small, building momentum
Beginning with a smaller, less complex clinical area allows the team to test and refine processes in a manageable environment, build staff confidence and competence, demonstrate benefits that support wider rollout, and identify and resolve issues before scaling. Lessons learned in the first deployment area should be captured and used to inform subsequent deployments.
Phased expansion
After successful initial deployment, extend scanning to similar or adjacent areas before tackling larger or more complex environments. Maintain the quality and compliance of existing deployments while expanding. Allow time for each area to stabilise before moving on.