Instrument & Asset Management Systems Central …

1 1 Page 1 November 7, 2014 Central Sterile ProcessingInstrument & Asset Management SystemsPage 2 Page 32 Page 4 Page 5 Page 63 Page 7 Page 8 Getinge North America T-DOC Product Manager for Getinge s T-DOC Instrument & Asset Management system Manage the US and Canada T-DOC Implementation Team Presentation will be generic but will use Getinge s system to show examples of functionalityDisclaimerPage 9 Five Ojectives within: Why Consider the Use of a tracking system tracking system FundamentalsSession Overview4 Page 10 Why Consider the Use of a tracking system tracking system FundamentalsSession OverviewPage 11 Alerts for proper decontamination procedures Packing steps using multimedia (pictures, video, voice) Prevent skipped steps Record missing instruments Prevent staff from assembling sets untrained for Ability to record non-conformance, sharps Alerts if BI is needed and forgotten before starting sterilizer Alert if sterilizer ran different load than scanned or cycle incurred failureQuality Assurance & Patient SafetyWhy Track?

2 Page 12 Alerts if item is in recall status, in production, at patient Stop trays in their tracks Recalls on incorrect loads, BIs Visible and audible alerts Reports for identifying current tray locationsWhy Track?Quality Assurance & Patient Safety5 Page 13 Minimize mislabeling Minimize sterilization issues Maximize accuracy in dataWhy Track?Quality Assurance & Patient SafetyPage 14 Why Track?Quality Assurance & Patient Safety Track what is happening live in all areas Locate things quicklyPage 15 Reporting capability: Production Staff productivity Non-conformance Sterilizer and washer data Ordered items Recalls Cost, sales prices, uses Invoice basis Turnaround time Stock inventory levels Missing instrumentation for managing production, procurement, and productivityWhy Track?Quality Assurance & Patient Safety6 Page 16 Reduce operation delays and cancellations Reduce time searching for trays Improve Inter- and Intra-departmental communications Avoid unecessary repairs Increase satisfaction and confirmation of a job well doneWhy Track?

3 More ReasonsPage 17 Questions so far?Page 18 Why Consider the Use of a tracking system tracking system FundamentalsSession Overview7 Page 19 What can you track? How do you track? Where do you track? When do you track? Why track? (previous section) (Not covering Who do you ) tracking system FundamentalsPage 201D or Linear barcode (from Manufacturer or create your Own)2D Data Matrix CodesRFID (Radio Frequency ID)What can you track and how?Trays, Mobile Equipment, ConsumablesPage 212D Data Matrix CodesRFIDDot PeenWhat can you track and how?Single instruments , Endoscopes8 Page 22 Radio ReceiverCorded ScannerPDA with WiFiCordless ScannerWhat can you track and how?Page 23 What do you want to track? What kind of labeling or marking are you willing to perform or purchase? How much in the way of time and resources do you have? Trays/other or Single instruments 1D, 2D, RFIDV endor marking? Limited or notWhat can you track and how?Decisions to makePage 24 Where do you track and when?

4 Workflow9 Page 25 Return of used itemsWhere do you track and when?WorkflowBatch registration &washer process loggingPage 26 Upon Return: Indicate hand washing or special handling equipment Alert staff to priority items based on inventory or needs lists Log errors like mishandled sharps, broken instruments , gross debrisWhere do you track and when?DecontaminationPage 27 Basics: Items registered and linked to their respective washing processes Any discrepancies between the program scanned and the program required can be displayed to the user Load balancing between washers Capture costs of washingWhere do you track and when?Decontamination10 Page 28 Cycle contents Cycle completion Ensure correct parameters Record cycle errors Record TOSI tests AAMI Documentation Note: Often the ability to connect to other equipmentWhere do you track and when?DecontaminationPage 29 Record reprocessing information Cleaning instructions and ensure steps are followedWhere do you track and when?

5 Decontamination/ EndoPage 30 Return of used itemsChecking, packing &quality controlBatch registration &washer process loggingWhere do you track and when?Workflow11 Page 31 Basics: On-screen assembly Prevent incomplete trays leaving the department Easily identify missing instruments ; labels with missing Instrument informationWhere do you track and when?Prep and PackPage 32 Print countsheets & Bar code LabelsWhere do you track and when?Prep and PackPage 33 PicturesInstructional VideoVerbal instructionsWhere do you track and when?Prep and Pack12 Page 34 Alerts and warnings for complex/special instrumentation Alerts and warnings for proper maintenance and assembly Alerts to accurately process end of life itemsWhere do you track and when?Prep and PackPage 35 Manufacturer Information Instructions for Use Direct access to documents and online content Connect to sites like oneSOURCEW here do you track and when?Prep and PackPage 36 Identify loan trays Record vendor pick up and drop off Record costs of vendor trays Record all other processing dataWhere do you track and when?

6 Prep and Pack13 Page 37 Identify repair vendors Track costs of repairs Track duration and estimated duration Communication around repairsWhere do you track and when?Prep and PackPage 38 Send staff messages Equipment faults Loan tray arrivals Load issues New policies General alerts Prioritize messages Text, emailsWhere do you track and when?Prep and PackPage 39 Prioritize trays based on need or request Where do you track and when?Prep and Pack14 Page 40 Questions so far?Page 41 Batch registration & Sterilizer process loggingReturn of used itemsChecking, packing &quality controlBatch registration &washer process loggingWhere do you track and when?WorkflowPage 42 Basics: Items are registered and linked to their respective sterilization processes Any discrepancies between the program scanned and the program required are displayed to the user All process parameters are documented and stored Note: Often the ability to connect to, or interface with, various equipmentWhere do you track and when?

7 Sterilization15 Page 43 Where do you track and when?Sterilization Cycle contents Cycle completion Ensure correct parameters Record cycle errors Alert when Sterrad/ETO item mistakenly goes into a steam cycle JCAHO DocumentationPage 44 Additional: Record sterilizer cycle Alert when a Biological Indicator is required Control & LOT numbers Identify incubator usage Prevent incorrect incubator usage Block use of trays if BI not approved Connect to actual incubatorWhere do you track and when?SterilizationPage 45 Batch registration & Sterilizer process loggingReturn of used itemsStock managementChecking, packing &quality controlBatch registration &washer process loggingWhere do you track and when?Workflow16 Page 46 Basics: After load approval - sterile goods placed in sterile stock/storage Trays and instruments may be scanned to actual stock aisle, cart or specific binWhere do you track and when?StoragePage 47 Additional: Minimize manual counts Automatic re-order Track backorders Manage instruments , consumables, implants Auto-deplete based on usageWhere do you track and when?

8 StoragePage 48 Create purchase orders (to materials Management ) Create customer orders (to hospital locations) Easy stock inventoryWhere do you track and when?Storage17 Page 49 Identify current inventory level Identify current inventory costWhere do you track and when?StoragePage 50 Batch registration & Sterilizer process loggingReturn of used itemsStock managementChecking, packing &quality controlBatch registration &washer process loggingPreference CardsWhere do you track and when?WorkflowPage 51 Prior to surgery - instruments , implants and disposables are ordered The availability and location of ordered items can be determined, and trays and case carts are prepared for surgery and delivered on timeWhere do you track and when?Ordering18 Page 52 Preference lists may be merged based on various criteriaProcedureOperating RoomSurgeonWhere do you track and when?OrderingPage 53 Batch registration & Sterilizer process loggingReturn of used itemsStock managementChecking, packing &quality controlBatch registration &washer process loggingPreference ListsDispatch & Case CartsWhere do you track and when?

9 WorkflowPage 54 Basics: Items are dispatched by a scan recording where it is going Alerts staff if the sterile goods are not in proper condition ( were not properly sterilized) Can be local or external customers ( clinics, surgery centers)Where do you track and when?Dispatch19 Page 55 Additional: Track mobile equipment Case cart handling Pick lists and delivery notesWhere do you track and when?DispatchPage 56 Batch registration & Sterilizer process loggingReturn of used itemsStock managementChecking, packing &quality controlBatch registration &washer process loggingPreference ListsPatient Registrationand CountingWhere do you track and when?WorkflowPage 57 Basics: Used instruments , implants and disposables can be linked to a patient or a medical number The actual cost of patient treatment is documented and stored Alerts staff if the sterile goods are not in proper condition Alerts staff of recallsWhere do you track and when?OR20 Page 58 Additional: On-screen counting in the OR pre-, per- and post-procedure Connected with the count done at the packing stage Eliminate handwritten counting sheets Facilitate repairs in post countingWhere do you track and when?

10 ORPage 60 Batch registration & Sterilizer process loggingReturn of used itemsStock managementChecking, packing &quality controlBatch registration &washer process loggingPreference ListsKeeping track in the operation roomPost Surgery ProceduresWhere do you track and when?WorkflowPage 61 After surgery, all instruments are accounted for and returned to the SPDW here do you track and when?Post-OR21 Page 62 Where do you track and when?The Complete WorkflowBatch registration & Sterilizer process loggingReturn of used itemsStock managementChecking, packing &quality controlBatch registration &washer process loggingPreference ListsKeeping track in the operation roomPost Surgery ProceduresPage 63 You must have questions by 64 Interfacing with other hospital Systems Single Instrument tracking tracking other hospital itemsBeyond the Basics22 Page 65 Beyond the BasicsIn a hospital setting, information system integration is the process of bringing together medical devices and information Management applications into one cohesive solution, ensuring that everything functions together as a coordinated William L.