Missing Instruments…Where ARE you????? - njcl.us

1 Copyright -2016- Sterile Processing University, LLC, N. Chobin, RN. 1 Nancy Chobin, RN, AAS, ACSP, CSPM, CFER Copyright 2016 Sterile Processing University, LLC Objectives To identify root causes for Missing instrumentation To discuss the training and education needs for OR and SPD personnel to improve communications To identify problem solving methods to reduce instrument loss NEED OR personnel and SPD staff can invest significant time each day searching for lost instruments. Reports from larger facilities have estimated that staff spends 20-30 hours per day performing this type of unproductive activity.

2 The estimated expense for lost instruments can cost an average 500-bed hospital well over $200,000 annually (2002). This loss can account for as much as 30% of a facility s total instrument budget. Imagine the costs today! Carver, Nathan. Using instrument tracking to effect surgical and sterile processing improvements. HPN, March 2007. Causes of Missing Instruments Poor or lacking communications between OR and SPD and within SPD Operations; insufficient instruments, lack of processes Lack of training and competencies for SPD staff Administrative Issues Fire Drill Time OR calling for instrument(s) Not in SPD Not in OR WHERE CAN THEY BE?

3 ????? Communications How are communications between the OR and SPD? Telephone call? Email? Both? Regular meetings? Do all requests get documented in SPD ( phone log)? Are the communications accurate and specific? Hold all my trays if anything is Missing . I will order the needed items . Next day, Where is Dr. Smith s tray? The patient is on the table, we need it now! What do you mean you did not process it? Copyright -2016- Sterile Processing University, LLC, N. Chobin, RN. 2 Missing Instruments Where Are You? OR contends the instruments were sent to SPD--now they are lost SPD claims they never received them WHO IS TO BE BELIEVED?

4 ??? We spent hours blaming one another and no one is SOLVING the problem!!!! Operations Documentation - usual method is count sheet. Should be available and used for all sets/devices. Variety of methods; Excel sheet, Word, tracking system. Include instrument company name and catalog # in description (also alternate mfr. if acceptable). Include acceptable substitutions. These details are critical to the correct construction of an instrument set and will assist in identifying instruments for replacement, when necessary. Operations For critical items (tray should not be prepared if the item is Missing ) identify with * or other means to alert SPD staff.

5 Always use proper names for instruments. If nicknames are necessary, still use proper name with nickname in parentheses ( Cobra retractor AKA Mother-in-Law retractor). Operations - Count Sheets Need policies and procedures to ensure count sheets remain accurate and current. Who is authorized to make changes? Is documentation of the change(s) send to the OR? Are old count sheets removed? Are the dates of changes noted on the sheet. What is the process for changing multiple alike trays? Date: _____ Tray#_____ ITEM QTY. INST. CHECK COUNT POST SURG. COUNT 7" Ballenger Sponge Loop Straight (Sklar 74-1370) 2 7 Tonsil Clamps (Jarit #450-310) 2 7 Tonsil Clamps (Mosquito Forceps) Fine Tip (Jarit #305-332) 2 5 1/2" Peds.

6 Right Angle (jarit #140-218) 4 6" Fine Tip Cvd. Halstead (Jarit # 105-119) 2 5" Angled Gemini Clamp (Sklar 55-2855) 2 5 Mosquito Clamp Curved (Pilling #18-1816) 6 5 Jacobson Mosquito Clamp Curved, Petit-Point(Jarit #105-089) 2 3 7/8 Mosquito Clamp Curved; Petit-Point (Jarit #105-091) 2 Castaneda Anastomosis Clamps (Codman #30-9004) (jaw length 3/4") 2 SAMPLE COUNT SHEET Count Sheets Using count sheets or tray lists promotes accountability and prevents delays in surgery because of Missing instruments.

7 Markers with permanent, non-toxic ink should be used to write on count sheets or tray lists. As instruments are placed on the set, enter the quantity. Avoid placing instruments on set FIRST then drawing a line down the entire count sheet or entering the quantities at the end. THIS IS HOW ERRORS ARE MADE. Copyright -2016- Sterile Processing University, LLC, N. Chobin, RN. 3 Count Sheets Inside Sets A very small FDA-sponsored study revealed little evidence of toxicity from count sheets placed inside sets (Lucas, et al., 2009), but limited types of toners and only one type of paper were used.

8 The study did not evaluate whether debris from the paper remains on the instruments or builds up inside the sterilizer chamber. Study did recommend that methods be used to prevent transfer of ink from the count sheet to the surgical instruments or container. Count Sheets Inside Sets Can use a surgical towel, autoclaveable bag, etc. There is no documentation that placement of the count sheet on the outside of the container limits any toxicity concerns. AORN Guideline for Packaging (2015) The health care organization should weight the risks vs the benefits of placing a non-validated product (count sheet) in instrument trays against the need for inventory control and instrument count procedures.

9 Count Sheets It is important for processing personnel to verify the accuracy of the number and type of instruments placed in the set. Inaccurate counts can delay cases in the OR because of the need to obtain another set (which will increase the workload of processing personnel) or to locate a sterile replacement instrument. The OR staff depends on processing personnel to provide them with a clean, sterile, and accurate set of instruments; otherwise, the delivery of patient care can be delayed or compromised. Operations There must be accountability for instrumentation throughout the use cycle OR, SPD and all personnel must be accountable for instrumentation There is no black instruments are going someplace!

10 Instruments in Syringe Container in the OR Copyright -2016- Sterile Processing University, LLC, N. Chobin, RN. 4 Instruments From Laundry - 1 Week Instrument on Floor in Materials Where Do these Belong? Instrument Inventory The average OR surgical instrument inventory is $ million dollars therefore, healthcare facilities MUST make the time to manage this inventory. With today s technology, this amount can exceed $3 million Instrument Loss Instrument loss is a major financial burden for a healthcare facility. Every department using surgical instruments is responsible for accounting for instruments at the end of a procedure.