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

Area of Science:

• Health Informatics
• Pharmaceutical Sciences

Background:

• Data integrity and accuracy are crucial in healthcare settings.
• Risks like unauthorized modifications and computational errors necessitate robust validation processes.
• Excel files are commonly used for data management in hospital pharmacies.

Purpose of the Study:

• To validate Excel files used in the Hospital of Specialties in Rabat's pharmacy.
• To ensure compliance with good practices for data management.
• To enhance data reliability, transparency, and adherence to regulatory standards.

Main Methods:

• Development of a collaborative validation protocol.
• Systematic review of Excel file elements including access controls, formulas, conditional formatting, and hidden elements.
• Testing of calculations and verification of cell characteristics.

Main Results:

• The validated Excel system demonstrated secured data protection and accurate calculations.
• Conditional formatting effectively highlighted critical stock issues, improving usability.
• The system supports reliable decision-making and efficient medication management.

Conclusions:

• Validation of Excel files ensures data reliability and compliance in hospital pharmacy operations.
• While challenges exist, validation optimizes digital tools for improved healthcare outcomes.
• The validated system promotes transparency and consistency in medication management.