Best Practices for a Successful MedixSafe Pilot

A pilot phase is an important step in preparing for a successful MedixSafe deployment. It provides your team with an opportunity to validate the technology, configuration, user experience, and day-to-day workflows in a controlled environment before expanding to additional users or locations.

Based on what we’ve seen work well with other agencies, we recommend keeping the pilot structured, focused, and simple.

1. Complete Pre-Installation Readiness Checks

Before beginning the pilot, confirm that the selected location is ready for installation.

Verify:

Safe model and installation location
Power requirements
Ethernet availability, if applicable
Required installation tools
Required firewall ports have been communicated to IT and opened

Completing these items in advance helps avoid delays during installation and configuration.

2. Confirm Network Connectivity

Work with your IT team to confirm the appropriate network configuration, including:

DHCP or Static IP
Wi-Fi or Ethernet
Required firewall ports are open

For detailed network requirements, firewall port information, and setup guidance, visit the MedixSafe Support Center.

Once configured, confirm the safe is connected to the network and communicating successfully with the MedixSafe platform.

3. Complete the Installation

Follow the installation and setup resources available in the MedixSafe Support Center to complete the physical installation, configuration, connectivity, and initial testing of your safe.

Before moving forward with the pilot, confirm the safe is installed, online, and operating as expected.

4. Train Your Administrators

Before introducing the system to pilot users, ensure your core project team and administrators are familiar with the MedixSafe platform and key administrative workflows.

Use the training guides, videos, and other resources available in the MedixSafe Support Center to review:

System settings and configuration
User management and enrollment
Roles and groups
Reporting and audit activity
Common administrative workflows

We recommend bookmarking the Support Center and sharing it with your administrators so they can easily access these resources throughout the pilot and after go-live.

5. Select a Small Pilot Group

Start with a small group of users who represent the agency's typical day-to-day workflows.

Keeping the initial group limited makes it easier to:

Validate user access and authentication
Observe how the system fits into existing workflows
Identify training questions
Gather meaningful feedback
Make adjustments before broader deployment

6. Test Real-World Workflows

Whenever possible, pilot users should use MedixSafe as they would during normal operations.

Testing should include common workflows such as:

Accessing the safe
Authenticating users
Removing and returning medications
Reviewing transactions and audit activity
Confirming administrative visibility and reporting

The objective is not simply to confirm that the safe is operational, but to ensure the complete operational workflow works for your agency.

7. Gather Feedback and Make Adjustments

Throughout the pilot, gather feedback from both end users and administrators.

Look for questions or issues related to:

User experience
Training
Configuration
Connectivity
Authentication
Operational workflows

Addressing these items during the pilot helps create a smoother experience when the system is introduced to the broader organization.

8. Complete a Go-Live Readiness Review

Before moving from pilot to full deployment, complete a final readiness review with the MedixSafe team.

Confirm that:

Connectivity is stable
Configuration is complete
Users and administrators are comfortable with the system
Key workflows have been successfully tested
Any pilot issues have been addressed
Training and support resources are available
The team is comfortable moving forward with broader deployment

Establish a Clear Pilot Timeline

We recommend identifying both a pilot start date and a target go-live date.

Allow enough time between the two dates for pilot users to work with MedixSafe in a real-world environment, provide feedback, and make any necessary adjustments.

The goal of the pilot is to ensure that the technology, workflows, administrators, and end users are ready before full deployment.