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SPECIAL FOCUS


pull drawers to fi nd a replacement for a bro- ken or missing instrument. Parker called the manual process disorganized. So they created a “backup instrument wall” that includes open bins behind glass doors, grouped categorically and alphabetically with name labels and bin location numbers. “We were receiving multiple complaints


from the OR needing instrumentation that was marked missing in sets,” said John Rowe, CRCST, CIS, CHL, Instrument Coordinator. “The OR continually called for additional sets in order to have the required instrumentation


which increased the workload on SPD dra- matically. After becoming aware that locating replacement instrumentation was one of the main factors in not having complete sets, the instrument backup wall was reorganized in a fashion that made it easier for techs to locate the necessary replacement instrumentation. And after this reorganization, the instrument storage locations were entered into the elec- tronic tracking system and are now available as a quick reference to locate replacement instrumentation easily.” Parker raved about the wall.


“What sets our backup wall apart from


most other departments is that each of those backup bins has a designated loca- tion code,” Parker noted. “For example, the Mayo Scissors are located in bin UC309 (Unsterile Cabinet C, 3rd shelf, 9 bins over from the left). Those location bin codes have been put into the instrument database in our inventory tracking system, SPM. When techs are working on an instrument set and an instrument is broken or missing, the backup bin location is listed for them in on-screen assembly.” For an example on how the new backup instrument wall helps SPD, visit www.hpnonline.com/inside/2016-05/1605- SF-LiveLinks.html and click on the “Backup Instrument Wall” live link.


Digital digging Rowe admitted they had used an electronic tracking system for years but it was “poorly maintained.” Four years ago, they initiated a “massive data clean-up” so that inven- tory and instrumentation were reorganized in databases, count sheets, sterile sets on shelves and instruments on the backup wall. SPD limited the number of people with


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editing capabilities in the tracking sys- tem, which eliminated data duplication. Then they reorganized the count-sheets in a standard format and photographed instrumentation to speed up completion and enhance workfl ow. They also refi ned the instrumentation names and classifi ca- tions in the database to allow for easier cross-referencing and the construction of equivalency groups. Finally, they laid out a physical organizational plan that allowed staff to locate both sterile sets and unsterile backup instrumentation quickly with just a few clicks in the electronic tracking system, according to Rowe. Rowe diligently worked with clinical coor- dinators, scrub techs and doctors in the OR to fi nd out exactly what the surgeons need in each set. He learned that they routinely were purchasing replacements for instru- ments that the OR did not even use. If a particular instrument only was used by one surgeon, and there was a limited amount of that instrument on hand, Rowe removed the instrument from the sets and peel-packed it for the one surgeon. Techs also started recording every time in- struments were marked missing and initial that they looked for a replacement in backup inventory and in peel pack inventory, ac- cording to Parker. This accountability check helped drive compliance in an important way, he added. SPD also improved instrument repair ser-


vice levels as a measure of preventive main- tenance. STERIS Corp.’s Integrated Medical Systems International handles repairs under


16 May 2016 • HEALTHCARE PURCHASING NEWS • hpnonline.com


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