By Bert Moore

From a hospital pharmacy standpoint, determining the best option when purchasing bar code scanning technology can be difficult, as there is rarely a perfect solution. Ultimately, the best system will be the one that enables your specific practice to function more efficiently. The system should fit smoothly into your day-to-day operations, as well as accommodate the occasional, non-routine tasks asked of a large, institutional pharmacy. The fact of the matter is, there is probably more than one “right” scanner option for you. One type of scanner might be optimal for some aspects of your operation but an entirely different type might be better for others. In order to select the right scanner, you need to understand each system’s capabilities and, more importantly, how those capabilities will meet your specific needs. In performing this due diligence, there are three main areas that require consideration—technical specifications, workplace practicality, and vendor selection.

Technical Specifications
There are five basic factors for evaluating a scanner’s technical specifications—capabilities, scanner type, form factor, ergonomics, and interfaces.

Capabilities
Certainly a primary concern should be whether the scanner is capable of reading all the different types of bar codes represented in your facility, including those that are being newly deployed or developed. Currently, there are many different bar codes functioning in the pharmacy setting, and the list is growing as GS1 DataBar symbols become more prevalent. Some of the different symbol types your scanner may be expected to engage are:

1. Linear symbols: UPC-A and EAN, Code 39 (HIBCC legacy), Code 128 (both HIBCC and GS1 versions), Interleaved 2-of-5 (GS1 shipping container codes), and GS1 DataBar (linear versions)
2. Stacked bar codes: PDF 417, GS1 DataBar (stacked versions)
3. Matrix symbols: Data Matrix (2D matrix symbol)

Another point of consideration should be software/firmware capability. For example, the scanner system should have the option to enable or disable the reading of individual symbologies, an action that improves efficiency and performance. In the case of GS1 DataBar, this capability should include the option of selecting each version of the symbology. While many scanners are shipped with all symbologies enabled, scanner manufacturers recommend that you disable any symbologies that you are not planning to use. Finally, determine whether the scanner’s software/firmware is field upgradeable to take advantage of future improvements in, or modifications to, decoding algorithms.

Scanner Type
Choosing between scanner types is less of a challenge these days since there are a wide variety of available devices in all price ranges. There are, however, some basic differentiations in the forms of symbols read, as well as ease of use.

Linear scanners (laser and CCD) read linear and stacked bar codes but cannot read 2D matrix symbols. Linear scanners are ideal for reading large bar codes on shipping containers as well as standard linear bar codes in either mobile or individual picking/reading situations.

With linear readers, symbol orientation is important. The scanner must be oriented such that the scan line passes completely through the symbol. Reading stacked bar codes with a linear scanner may be a little more time-consuming since the scan line must pass through each segment of the symbol. For two-row symbols such as GS1 DataBar Stacked, this is not particularly challenging. However, for larger PDF 417 symbols, it may be more problematic.

Rastering scanners move a scan beam up and down in order to read stacked bar codes more efficiently. In all other respects, they have the same capabilities as linear scanners.

Omnidirectional scanners use multiple scan lines or complex patterns to address the issue of having to move the symbol or scanner down an entire stacked bar code. They also eliminate the need to orient the symbol to the scan line. These are more suitable for point-of-sale or presentation applications where speed is important. However, if you will need to read 2D matrix symbols, you will need a 2D imager.

2D imagers are essentially cameras that capture and interpret an image of a symbol. They can read all of the symbol types you will encounter in a pharmacy setting. Like omnidirectional scanners, they do not have to be oriented to the symbol. Imagers are now cost-competitive with laser scanners and come in a variety of configurations. These are becoming the readers of choice for many applications in order to “future proof” your operation.

Form Factor
This should be considered for each specific aspect of your operation. While form factor primarily addresses the way a scanner is configured and used, it should also include the applicability of the device to the operation. For example, is the scanner expected to endure a certain level of abuse requiring rugged enclosures? Usage factors should be considered when determining how the scanner unit will employed.

Presentation scanners are best for point-of-sale applications or ones in which individual items are rapidly handled. These scanners do not require staff to hold the scanner, allowing them to focus on handling the items themselves. These fixed location scanners (such as those seen in supermarkets) make sense for some operations. For others, there are scanners configured for both hand-held and presentation use using a scanner cradle or stand. This permits rapid scanning of smaller items but also enables the scanner to be picked up to scan larger items or items where the bar code is not easily accessible.

Hand-held scanners are best suited for mobile applications and where scannable items are not handled but are read in place. However, as noted above, some hand-held scanners have a stand that permits them to be used as presentation scanners. These can be easily interfaced with a portable data collection unit or mobile computer for mobile applications such as inventory or receiving to expand their usefulness in your operation.

Ring scanners are so-named because they are small scanners designed to be worn on an employee’s index finger. They are used primarily for applications where keeping an employee’s hands free is important but where a presentation scanner is not practical. Ring scanners are typically connected to a mobile data collection device and triggered by a thumb button. For pick/pack, inventory, and put-away, ring scanners can be very useful. Both linear and imager versions are available.

Ergonomics
A scanner should not force an employee to perform awkward motions or impede workflow, and the form factor of a device has a significant impact on ergonomics. A linear scanner, for example, may be fine in many situations but if a significant number of symbols to be read are rotated 90 degrees (“ladder style”) it may cause stress for the operator to repeatedly turn a scanner on its side to orient it to the symbol. An imager or omnidirectional scanner might be preferable in this situation. Optimally, the right type of scanner can be placed or brought to where it is needed and either scans items as they are handled, or easily scans items in place.

Interfaces
With advancements in interoperability, interfacing is becoming less of a concern at the outset, but should not be overlooked, as compatibility may become an issue in the future. Being able to interface a scanner to a mobile computer as well as a terminal can provide optimal utilization of the device. RS-232, USB, Firewire, and even Bluetooth wireless connectivity are the main interfacing options. Wireless connectivity can be an asset if an employee is working in a location where a scanner cable could become tangled or get in the way of
the task.

Workplace Practicality
Once you have identified and vetted the potential scanner types, it is important to test or evaluate the top candidates in the actual pharmacy environment. Scanners that appear best on paper, or even on first review, might not be as effective in actual use. For hand-held units, weight and “feel” are considerations. It is one thing to pick up a scanner and hold it for a few minutes. It may be an entirely different matter to use a hand-held scanner for extended periods of time in a mobile application or use it repetitively in a fixed location. Feel is an entirely subjective term but one that should not be ignored. While many hand-held scanners have similar appearances and capabilities, users perceive them differently.

How does the trigger mechanism feel—hard, easy, too easy? Is the trigger conveniently located or is it awkward to use? How quickly is the read perceived (perception is often different from reality)? Is the “good read” indicator (light and/or tone) obvious? Is it irritating? Does the reader feel balanced when in use? Does the cable get in the way? Feel is not limited to hand-held or wearable (ring) scanners. The same perceptions apply to fixed-location/presentation scanners. Some of the perceptions of ease-of-use may be influenced simply by the location or positioning of the scanner, and moving it slightly could change that perception.

In short, it is important for those who will be using the scanners to evaluate them. There will not be universal agreement and new staff might have entirely different perceptions. Nonetheless, valuable insight into selecting the right scanner(s) can be gained from this kind of evaluation. Or, to put it another way, employees are often very quick to identify the wrong scanner for your operation.

Vendor Selection
Selecting the right type of scanner may also depend on selecting the right technology partner. Technology suppliers that listen to customer feedback, re­spond to problems, provide answers to questions, and have an understanding of your operation will be able to help you evaluate your different scanner options. They can also help uncover additional applications to enhance the value of your investment. Repair options should also be factored in. Is local or on-site service, including equipment replacement, available or does the unit have to be shipped somewhere? Having a pre-determined relationship with a technology supplier can alleviate some of these worries.

Conclusion
Given today’s technological environment, it is likely that any number of scanner systems can read the symbols you will encounter and perform acceptably. However, to provide optimal performance and efficiency, you have to vet and balance technical, workplace, and supplier considerations. Bar code scanning is part of an overall direction in hospital pharmacy operations, and finding the right package of features, ergonomics, usability, and performance will make the time spent investigating and testing well worth it in the long run.

Bert Moore is the director of IDAT Consulting & Education, a vendor- and technology-independent consulting firm helping companies understand and evaluate automatic identification and data collection (AIDC) solutions. A 25-year veteran of the AIDC industry, Moore also serves as AIM’s Director of Com­munications and Media Relations, responsible for AIM’s “RFID Con­nections” and “AIM Connections” e-newsletters. He has served on many national standards committees. He can be contacted at: (828) 855-0193 or bert@idat.com. To search for automatic identification and mobility products offered by leading suppliers, visit the AIM online buyer’s guide at http://www.aimglobal.org/buyersguide

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