Mitigating Risks in Hospital Stock Management: A Structured Method for Validating Excel Files

Introduction: Validation ensures data integrity, accuracy, and usability, addressing risks such as unauthorized modifications, computational errors, and security vulnerabilities. The validation process includes steps like verifying access controls, formulas, conditional formatting, and cell characteristics to align with predefined specifications. Methods: This study, conducted in the Pharmacy of the Hospital of Specialties in Rabat, focused on validating Excel files (Excel 2013) used for data management to ensure compliance with good practices. The methodology involved collaborative development of a validation protocol, including steps like file identification, access level verification, formula testing, and review of hidden elements, cell characteristics, conditional formatting, and headers/footers. This systematic approach ensured data reliability, transparency, and adherence to regulatory standards. Results and discussion: Results demonstrate that the Excel system meets all validation criteria, with secured data protection, accurate calculations, and user-friendly visual cues for identifying critical stock issues. Conditional formatting enhances usability by prioritizing at-risk items, facilitating prompt action. The validated system supports reliable decision-making and operational efficiency, ensuring consistent and transparent medication management. While this approach provides numerous benefits, including enhanced reliability and compliance, challenges such as resource requirements, dependency on user expertise, and frequent updates pose limitations. Nonetheless, integrating validation principles into hospital pharmacy operations offers a pathway to optimizing digital tools for improved healthcare outcomes.