Transforming NHS Inventory Management – A Blueprint for Success
At Dorset County Hospital we are delighted to be part of the NHS Supply Chain IMS programme and working with Ingenica to implement i360. The system itself has been well received by our clinical teams and by our own team of Inventory Controllers
Louise Brereton, Head of procurement and logistics, Dorset County Hospital NHS Foundation Trust
Overview
NHS Supply Chain has successfully implemented a digital inventory management system (IMS) across the first six NHS trusts, tackling challenges such as inaccurate stock tracking, inefficiencies, and resource wastage. By improving inventory accuracy, reducing costs, and streamlining operations, the system has delivered early measurable benefits and created a clear roadmap for wider rollout.
As part of a national programme managed by NHS Supply Chain, advanced IMS and Point of Care Scanning (PoC) solutions are being deployed to NHS trusts. These innovations enhance patient safety and deliver significant productivity improvements by reducing the time spent on administrative tasks, ultimately supporting better patient care and driving operational excellence.

The Challenge
Many NHS trusts face challenges in effectively utilising data due to the absence of robust systems and a lack of consensus on the benefits of Inventory Management Systems. Uncertainty around the specific advantages, methods for tracking them, and the importance of qualitative and quantitative metrics impedes informed decision-making and prioritisation.
To address these issues, the programme aimed to deliver a proof of concept, establish a scalable and sustainable framework, develop best practice operations, achieve phase one success measures, and define clear objectives for phase two.
The Process
To achieve these goals, a structured process was adopted:
- Identify and Onboard – A national scoping exercise identified pilot trusts. Maturity assessments helped define their specific requirements, and each trust was inducted into the programme.
- Define – Trusts developed robust business cases, chose suitable vendors and hardware, and signed agreements to proceed.
- Engage – Collaborating closely with senior stakeholders, the team assessed existing processes and defined benchmarks for success. Custom timelines and resource plans ensured that each trust’s unique needs were met.
- Change Management and Training – Comprehensive engagement sessions, strong stakeholder communication and role-based training sessions, ensured smooth adoption and organisational readiness.
- System Configuration and Testing – Systems were tailored to meet trust-specific needs. Thorough testing addressed potential challenges before go-live.
- Implementation and Go Live – Systems were rolled out in phases, with on-site support from our deployment team ensuring stable usage. Early adoption indicators, such as data accuracy, clinical workflow integration and cost savings, were closely monitored.
- Evaluation and Reporting – Post-implementation reviews gauged system performance against expected benefits. Feedback was gathered to inform and improve future rollouts.
- Handover – Final transitions focused on equipping trusts with resources and support plans for long-term success.

The Results
The IMS Programme has been implemented through strong collaboration, creating a solid foundation for continuous improvement and nationwide scalability. This teamwork highlights a shared commitment to improving patient outcomes and driving innovation.
Key benefits include comprehensive stock audits, better visibility of wastage with reductions achieved, savings from reduced overstock and improved operational efficiency with standardised best practices. Crucially patient safety in enabled as out of date, sterile stock is identified, reduced, and removed. The programme’s success relies on contributions from organisations such as NHS England Commercial, Patient Safety and Transformation teams, GS1 UK, and local trust and clinical staff.
The implementation of an inventory management and point of care scanning system delivers significant clinical benefits, enhancing both patient care and safety. By streamlining stock management, clinical teams can free up valuable time, enabling staff to focus on patient care and supporting their teams. The system also reduces Never Events and near misses by minimising expired or recalled stock and alerting staff at the point of care, during a procedure, if a product is unsuitable for use.
While vendor efforts understandably focus on system deployment, the inclusion of our deployment team significantly enhances the overall effectiveness and speed of adoption, as reflected in a 40% increase in customer satisfaction scores. This improvement is driven by our commitment to trust engagement, collaboration, and a people-centred approach to change. Our approach ensures the maximisation of benefits and prioritisation of patient safety.
While still in the early stages of the programme life cycle, strong indicators of initial benefits realisation have been observed. Clinical time release benefits have already been seen in the initial trusts. Long-term operational efficiency, as well as cash and time release benefits, are anticipated to emerge fully as data maturity progresses over the next 4 to 6 months.
The figures shown are indicative for the trusts currently in the ‘go live’ phase
Trust 1 | Trust 2 | Trust 3 | Trust 4 | Trust 4 | Trust 5 | Total | |
Write-off | 5 initial areas in scope Early benefit release £222,000 | Indicative data pending | 2 initial areas in scope Early benefit release £141,103 | 4 initial areas in scope Early benefit release £161,960 | 3 initial areas in scope Early benefit release £56,084 | 12 initial areas in scope Early benefit release £119,000 | Actual realised to date £700,147 |
Overstock | Initial areas reduction £55,000 Potential further reduction £31,654 | Initial reduction potential £112,496 | Initial reduction potential £206,875 | Initial reduction potential £658,978 | Initial reduction potential £722,572 | Initial reduction potential £169,000 Potential further reduction £450,000 | Actual realised to date £224,000 Potential further reduction £2,182,575 |
Efficiency | Estimated annual release of 369 hours (based on radiology) | Estimated annual time release – pending time in motion activity | Estimated annual time release – pending time in motion activity | Estimated annual time release – pending time in motion activity | Estimated annual time release – pending time in motion activity | Estimated annual release of 364 hours (based on theatres) | Average to date 366.5 hours |
So far, the project has already made some really good changes to our theatre consumable cupboard, it already looks so much neater and easier to identify where our products are. It has highlighted to us just how much excess stock we have and we are hoping the next stage of the project helps to condense our low turnover stock, and allow more room for our high turnover stock.
Simon Peck, Team Leader for Vascular, The Princess Alexandra Hospital NHS Trust
The NHS Supply Chain team on the ground supported the trust team to a high level with stocktakes, templates, engagement, training and support and were an invaluable resource.
Debbie Stevenson, Head of procurement, West Suffolk NHS Foundation Trust
Collaboration
- NHS England Commercial, Patient Safety and Transformation teams
- NHS Supply Chain teams
- GS1 UK
- Product suppliers and trade associations
- IT solution providers
- Local trusts and clinical staff
Benefits
- Comprehensive stock audits
- Wastage visibility and reduction
- Overstock cost savings
- Improved operational efficiency and standardised best practice
- Benefits realisation support team
- Aligned Benefits Reporting
Customer Satisfaction
- Deployment team change impact surveys
- Training satisfaction scores
- Customer testimonials
- Stakeholder feedback
- Pilot trust marketplace engagement and best practice learning day
Key Achievements
- National IMS Deployment Team
- Successful implementation across multiple pilot trusts
- Training and development (both NHS Supply Chain and trust)
- Medical Devices Outcome Registry integration
- Sharing FDP Use cases and developing GTIN policy
- Structure (vendor CCN and blueprint project plan)
Top tips for success
Here are some practical tips to help your trust successfully implement an IMS:
- Familiarise yourself with the plan – Understand your activities and their timelines. Set up a weekly stand-up meeting with your project team to review progress and identify any required actions.
- Identify risks early – Spot potential risks or delays to deployment as early as possible and plan mitigation strategies in advance.
- Allocate time for initial preparation – Be ready for an intensive start. We will share a lot of information, so set aside time to review, action, and communicate it effectively with the relevant teams.
- Don’t be intimidated by the process – While the project may seem complex, other trusts have found the system surprisingly straightforward to use once implemented.
- Identify the right resources – Use the expectations pack to ensure your trust assigns the right people to support the project effectively.
- Trust the blueprint – Our proven process is designed to deliver success. Our team will work with you and the vendors every step of the way, ensuring smooth collaboration and a successful rollout.
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
What’s next?
The Inventory Management System deployment journey continues, with more NHS trusts set to go live throughout 2025. We remain committed to supporting trusts by working closely with local teams to understand their unique requirements and provide tailored solutions.
If you would like to learn more about the programme, please contact:
In-Trust Inventory Management Systems (IMS) Team

Links section
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Advancing Inventory Management Deployment
We are driving progress in our Inventory Management and Point of Care Scanning Programme, enhancing safety, efficiency, and sustainability.
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Six Trusts Have Now Gone Live With Our Inventory Management System
Managing Stock Better, Reducing Costs, and Improving Patient Safety.
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New Inventory Management Solutions to Enhance Patient Care and Operational Efficiency
We have supported NHS trusts to leverage data for better decisions and improved outcomes.
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West Suffolk and Sandwell and West Birmingham Trusts Go Live with IMS
We're supporting NHS trusts to improve stock management, cut costs, and boost patient safety through deploying leading inventory management systems.