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UDI service

The Unique Device Identification (UDI) system has been introduced Under the European Union Medical Device Regulation (EU MDR) and In Vitro Diagnostic Medical Device Regulation (IVDR) to enhance traceability and post-market surveillance of medical devices.

Unique Device Identification (UDI) is a system designed to provide a globally standardized and unique identifier for medical devices throughout their entire lifecycle. The UDI system helps enhance the traceability and identification of medical devices, contributing to improved patient safety, regulatory oversight, and post-market surveillance.

Key components of the UDI include:

  • Device Identifier (DI):
    • A unique alphanumeric code assigned to a specific version or model of a medical device. The Device Identifier identifies the manufacturer and the specific device.
  • Production Identifier (PI):
    • Variable information associated with a specific device, such as lot number, serial number, manufacturing date, and expiration date. The Production Identifier provides details about the specific unit of the device.

The UDI is typically presented in a human-readable format on the device label, packaging, and, when applicable, on the device itself. In addition to human-readable format, the UDI may also be encoded in a machine-readable format, such as a barcode or RFID, to facilitate automatic identification and data capture.

The implementation of UDI is intended to achieve several objectives:

  • Enhanced Traceability: The unique identification of medical devices enables efficient tracking and tracing throughout the supply chain and healthcare system.
  • Improved Patient Safety: UDI facilitates the quick and accurate identification of medical devices, reducing the risk of errors in device use and patient treatment.
  • Post-Market Surveillance: UDI supports more effective post-market surveillance by enabling authorities, manufacturers, and healthcare providers to monitor and respond to issues related to device safety and performance.
  • Regulatory Compliance: UDI is a regulatory requirement in many regions, including the European Union (EU) and the United States, to ensure consistent and standardized identification of medical devices.
  • Data Exchange: UDI facilitates the exchange of information between stakeholders, including regulatory authorities, manufacturers, and healthcare providers, contributing to a more transparent and interconnected healthcare ecosystem.
1. Incorporating UDI Requirements into QMS:
  • Documented Procedures:
    • Define and document procedures within the QMS that outline how UDI requirements will be met, covering aspects such as UDI assignment, labeling, and data management.
  • UDI Policy:
    • Develop a UDI policy as part of the QMS to establish the organization’s commitment to compliance and the processes for implementing and maintaining UDI.
2. UDI Assignment and Labeling Processes:
  • Integration with Device Lifecycle:
    • Integrate UDI assignment and labeling processes seamlessly into the overall device lifecycle within the QMS starting from the design phase.
  • Change Control Procedures:
    • Establish change control procedures within the QMS to manage any updates or modifications to UDI data, ensuring accuracy and compliance.
3. Data Management and Record Keeping:
  • Data Storage and Retrieval:
    • Implement data management practices within the QMS to ensure accurate storage and retrieval of UDI-related information. This includes data such as Device Identifiers (DIs) and Production Identifiers (PIs).
  • Record Keeping:
    • Incorporate record-keeping requirements for UDI-related data, including the maintenance of historical records for traceability purposes.
  • Version Control:
    • Establish version control procedures to manage updates to UDI-related documentation within the QMS.
4. Quality System Audits and Inspections:
  • Audit Trails:
    • Implement audit trails within the QMS to track changes and ensure the integrity of UDI data. This is essential for both internal audits and regulatory inspections.
  • Documentation for Audits:
    • Ensure that documentation related to UDI compliance is readily accessible during internal and external audits.
5. Training and Competence Management:
  • Training Programs:
    • Develop training programs within the QMS to ensure that personnel involved in UDI processes are adequately trained on relevant procedures and regulations.
  • Competence Management:
    • Include competence management processes in the QMS to assess and ensure the competency of personnel involved in UDI-related activities.
6. Integration with Regulatory Reporting:
  • Regulatory Reporting Modules:
    • If applicable, integrate UDI-related data into modules within the QMS that support regulatory reporting requirements, such as submissions to regulatory authorities or databases.
  • Alignment with Eudamed Requirements:
    • Align UDI data management processes with the requirements of the European Databank on Medical Devices (Eudamed) for regulatory compliance in the European market.
7. Continuous Improvement:
  • Feedback Mechanisms:
    • Establish feedback mechanisms within the QMS to capture insights from UDI implementation, including feedback from post-market surveillance, audits, and corrective and preventive action (CAPA) processes.
  • Continuous Monitoring:
    • Implement continuous monitoring and assessment of UDI processes within the QMS to identify areas for improvement and ensure ongoing compliance.
8. Vendor Management:
  • Vendor Qualification:
    • If using external systems or services for UDI data management, implement vendor management processes within the QMS to ensure the qualification and ongoing compliance of such vendors.
9. Collaboration Across Departments:
  • Cross-Functional Collaboration:
    • Foster collaboration between departments involved in UDI processes, such as regulatory affairs, production, and quality assurance, to ensure a cohesive and integrated approach.
  • Communication Channels:
    • Establish effective communication channels within the QMS to facilitate information exchange between different departments regarding UDI implementation.
10. IT System Integration:
  • UDI Integration with IT Systems:
    • Ensure that the QMS is integrated with information technology (IT) systems that support UDI processes, such as Enterprise Resource Planning (ERP) systems or dedicated UDI software.
  • Data Accuracy and Consistency:
    • Implement data validation and verification processes within the QMS to maintain the accuracy and consistency of UDI-related information across integrated IT systems.

UDI Placement:

The UDI must be placed on the label of the device and, where applicable, on the device itself. The UDI must also be provided in a human-readable format and, where relevant, in a form that can be read by electronic means.

EUDAMED Submission:

Manufacturers are required to submit UDI data to the European Databank on Medical Devices (Eudamed). Eudamed is a centralized database that facilitates the exchange of information between member states. UDI data for both medical and in-vitro diagnostic devices(IVDs), along with other relevant information, is stored in the Eudamed database. Access to Eudamed is intended for competent authorities, manufacturers, notified bodies, and the European Commission.

The guidance from the Medical Device Coordination Group (MDCG) addresses the integration requirements of Unique Device Identification (UDI) for economic operators, encompassing manufacturers of medical devices and in vitro diagnostics (IVD), as well as distributors and importers. These entities share equivalent compliance obligations with manufacturers within the European Union. The MDCG emphasizes the need for guidelines tailored to the integration of UDI-related data with Quality Management System (QMS) processes due to the impact on device lifecycle processes.