Collaborative Process Modeling of Medication Management Workflows to Determine Standard of Care on Drug Therapy Safety in University Hospitals

25gmds057 10.3205/25gmds057 urn:nbn:de:0183-25gmds0575 Meeting Abstract Collaborative Process Modeling of Medication Management Workflows to Determine Standard of Care on Drug Therapy Safety in University Hospitals Wermund Wermund Anna M. AM

Department of Clinical Pharmacy, Institute of Pharmacy, University of Bonn, Bonn, Germany

author Neumann Neumann Daniel D

Institute for Medical Informatics, Statistics and Epidemiology (IMISE), Leipzig University, Leipzig, Germany

author German Medical Science GMS Publishing House

Düsseldorf

610 process modelling medication management drug therapy safety business process modelling parameter dependency identification clinical routine data 20251103 engl This is an Open Access article distributed under the terms of the Creative Commons Attribution 4.0 License. Dieser Artikel ist ein Open-Access-Artikel und steht unter den Lizenzbedingungen der Creative Commons Attribution 4.0 License (Namensnennung). M0631 057 Deutsche Gesellschaft für Medizinische Informatik, Biometrie und Epidemiologie 70. Jahrestagung der Deutschen Gesellschaft für Medizinische Informatik, Biometrie und Epidemiologie e. V. (GMDS) V: Knowledge and process management Jena 20250907 20250911 Abstr. 374 TextIntroduction: ????Medication errors are a leading cause of preventable harm in hospitals, with pharmacists and physicians central to risk mitigation via medication review and prescription approval. However, variability in these practices and documentation hinders quality improvement and research. Routine clinical data offer research potential but are subject to inconsistencies and confounding , . To prepare for a multicenter interventional study, we modeled the standard-of-care medication management workflows across 14 German university hospitals, focusing on pharmacist-physician interactions to identify confounders and define key dependent variables.Methods: Fourteen university clinics engaged in structured workshops to map their medication management processes using Business Process Model and Notation (BPMN) and Decision Model and Notation . Workflows from prescribing through pharmacist review, physician approval, and dispensing were diagrammed, with all relevant data inputs and outputs (e.g., prescriptions, labs, medication histories, clinical notes) linked to each step. Iterative alignment of individual models yielded a consolidated BPMN standard-of-care model. Variations in workflow timing and data availability were cataloged as potential confounders, while variables tied to process outcomes were earmarked as dependent variables for the planned study.Results: The finalized BPMN model captured end-to-end medication management across all sites, detailing sub-processes such as admission medication reconciliation and electronic prescription verification. Data flow mapping revealed that critical information – like updated medication lists and allergy records – became available primarily post-pharmacist review, with slight inter-site timing differences. Key confounders included variability in routine pharmacist-led reviews and differences in electronic prescribing systems. We identified dependent variables, including the count and resolution rate of drug-related problems, time to order approval, and documentation completeness at discharge. Documented data-quality issues, such as incomplete medication lists at care transitions, further informed model refinement.Conclusion: Collaborative BPMN modeling effectively standardized medication management processes across multiple university clinics, enhancing understanding of interdisciplinary workflows and data interoperability. Clearly identifying critical data points, potential confounders, and dependent variables significantly improves readiness for conducting robust multicenter interventional studies utilizing routine healthcare data. This structured process modeling approach underscores its utility in improving data quality, comparability, and ultimately patient safety through standardized medication management practices.The authors declare that they have no competing interests.The authors declare that an ethics committee vote is not required. Cossart AR Canning ML Benchmarking hospital clinical pharmacy practice using standardised key performance indicators (KPIs) 2024 J Pharm Policy Pract 2431181 Cossart AR, Canning ML, et al. Benchmarking hospital clinical pharmacy practice using standardised key performance indicators (KPIs). J Pharm Policy Pract. 2024;17(1):2431181. Mikocka-Walus A Methodological challenges using routine clinical care data for real-world evidence: a rapid review 2025 BMC Med Res Methodol 8 Mikocka-Walus A, et al. Methodological challenges using routine clinical care data for real-world evidence: a rapid review. BMC Med Res Methodol. 2025;25(1):8. Pufahl L Zerbato F Weber B BPMN in healthcare: challenges and best practices 2022 Inf Syst 102013 Pufahl L, Zerbato F, Weber B, et al. BPMN in healthcare: challenges and best practices. Inf Syst. 2022:102013. 0 0 0 0