At Fairhaven Long Term Care, a 256-bed Ontario facility, nurses have reclaimed over 365 hours of annual care time and dramatically improved medication security by replacing paper-based systems with NexsysADC’s digital accountability platform.
Medication access and accountability remain high-friction processes in many long-term care facilities—especially when using paper-logged E-Kits and manually tracking controlled substances. At Fairhaven LTC in Peterborough, Ontario, a forward-thinking team tackled this challenge head-on with NexsysADC™, transforming their workflow and reclaiming valuable nursing time in the process.
The facility, which houses 256 residents across eight units, successfully implemented a NexsysADC 4T cabinet with support from CareRx pharmacy and Capsa Healthcare, using funding from Ontario Health’s Integrated Technology Solutions (ITS) Program.
The result: measurable improvements in efficiency, accuracy, and staff satisfaction. Nurses now finish their shifts ahead of schedule, medication access is streamlined, and daily operations no longer depend on outdated systems like fax machines or paper logs.
Before the implementation, Fairhaven’s nurses relied on a labor-intensive system for first-dose and controlled medication management. First-dose meds were stored in a locked toolbox (“E-Kit”), and every medication pull required handwritten logging and faxing to the pharmacy. Night nurses would spend up to 45 minutes conducting audits—reconciling what had been used, checking expiration dates, and ensuring the logs were accurate.
Controlled substances, meanwhile, were stored separately in a locked cabinet behind two layers of physical security. Each access required two staff members and a similar paper-based log, followed by yet another fax.
Nursing shift changes involved even more redundancies. Every eight hours, the incoming and outgoing charge nurses had to meet in person, pull out the controlled medication log, and physically count each dose—every time. The process took about 15 minutes per nurse, twice a day. Replenishment occurred the following day from Fairhaven’s pharmacy provider and required more manual logging and stocking by the nurse receiving the shipment.
In all, more than a full hour of total staffing time was being spent every day managing inventory.
For Nicole Ward, RN and Educator at Fairhaven, the inefficiencies were obvious—especially when charge nurses had to leave their units, walk to another floor, and manage the counts in person. “It wasn’t just the time,” she noted. “It was the disruption and the unpredictability. If something urgent came up, that 15-minute count could become 30.”
Yet for many on staff, this was simply how things had always been done. “We didn’t know any different,” Ward said. “It was the status quo.”
Recognizing the growing time and accuracy burdens, Fairhaven’s Director of Care began advocating for a smarter solution. Partnering with CareRx, the home secured ITS funding and chose NexsysADC for its security, ease of use, and LTC-focused design.
The implementation journey began in December 2023 with planning and funding discussions. By January 2024, the team had evaluated and selected NexsysADC specifically for its LTC-tailored features. Hardware installation and user configuration commenced in February, followed by comprehensive hands-on training sessions for all nursing staff throughout March and April. By July 2024, Fairhaven had completed the transition to NexsysADC across all units.
The rollout moved quickly—but deliberately. Staff were loaded into the system, training was hands-on, and expectations were set clearly. That attention to detail paid off: acceptance was immediate, and the new workflow integrated smoothly into day-to-day operations.
Unlike automated dispensing cabinets designed primarily for hospitals, NexsysADC offers specific advantages for long-term care environments:
Perhaps most importantly, NexsysADC offers a purpose-built design that aligns with LTC budget realities without sacrificing security.
At Fairhaven, the implementation delivered immediate, wide-reaching benefits across all stakeholder groups. For the nursing staff, NexsysADC:
Facility administrators also saw tremendous improvements:
Most importantly, residents benefited from faster access to needed medications during urgent situations, reduced wait times for first doses and PRN medications, and more nursing time available for direct care.
Fairhaven’s investment in NexsysADC delivers ongoing returns in multiple areas. From a financial perspective, the facility has reclaimed over 365 staffing hours annually (roughly $16,000), reduced medication waste through single-dose dispensing, decreased after-hours pharmacy delivery costs. Additionally, Fairhaven was able to implement NexsysADC with minimal capital outlay thanks to Ontario Health ITS funding.
The operational benefits are equally significant, including enhanced regulatory compliance with comprehensive digital records, improved staff satisfaction and retention, and a streamlined medication management process from end to end.
Ward emphasized the value of this visibility. At any moment, she explained, the team knows exactly what is in the cabinet, what was used, and what needs to be replenished. “It’s not only more secure—it’s just better care,” she said.
From a financial perspective, the facility has reclaimed over 365 staffing hours annually (roughly $16,000)
Unlike many technology rollouts, this one didn’t come with resistance. According to Ward, staff were enthusiastic from day one. “It took out so many steps,” she said. “No more hunting for the fax machine, no more wondering if something was documented or not. Everything’s just there.”
The benefits extended beyond workflow. With the old system, nurses would have to call emergency pharmacy services for missing meds—often during off hours, incurring additional expense.
Most scenarios are now handled directly within the cabinet. Stat doses are available when needed, and patients get faster care.
Ward encourages other long-term care homes still relying on manual med tracking to take a serious look at their processes. “If you’re still counting meds by hand or managing E-Kits on paper, it’s time for a change,” she said. “NexsysADC streamlined everything. It gives us clarity, accountability, and time back for actual care.”
With NexsysADC supporting administrators, nurses, and residents, Fairhaven LTC has positioned itself at the forefront of modern medication management in long-term care and massively enhanced its ability to deliver on its mission to “provide enriched care in a safe and inclusive environment.”
Whether you’re exploring ways to modernize medication management at your facility or looking to reduce staff burnout, NexsysADC is designed to solve the challenges facing today’s LTC providers. Contact us today to explore how Capsa can partner with you to design the right solution to achieve your goals.
