How to Successfully Relocate a Blood Bank

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2 How to Successfully Relocate a Blood Bank Daoping Zhang, MT(ASCP)SBB cm Chief Medical Technologist University of Kentucky Hospital Blood Bank August 18, 2017

3 Objectives To share our experience at UK HealthCare on relocation of the hospital Blood Bank Discuss the steps and things to consider when designing, planning, and moving a Blood Bank Describe the equipment validation process Discuss the process of replacing a blood irradiator

4 UK HealthCare Hospital Fact Sheet 950 beds Chandler and Good Samaritan hospitals NCI designated Markey Cancer Center Kentucky Children s Hospital Level 1 trauma center Comprehensive BMT and solid organ transplant program ECMO program Apheresis service (red cell and plasma exchange) ~35,000 transfusion (RBC, FFP, PLT and Cryo) per year at Chandler

5 UK HealthCare Hospital Construction Timeline

6 UK Blood Bank Relocation Planning Timeline Phase 1 Pre-moving Space/Size Inventory count Design/Layout New casework and furniture New equipment Computer, phone line, water, electric outlet and plumbing, etc Phase 2 Moving - Lab clean up - Equipment installation - Equipment validation - Record storage - Supply storage - Moving day Phase 3 Post-moving - Lab reorganization - Inventory/supply reevaluation and purchasing - Old equipment/ furniture surplus 18 Months Project (April September 2016)

7 Team Members Architects and office designers Electricity, water and plumbing Hospital teams Constructions and moving vendors UK Hospital Physical Plant Project Coordinator IT and telecommunication Security and radiation safety Blood Bank team Blood Bank Relocation Committee

8 Action Plan 9/28/2017

9 Phase 1: Pre-Moving Space/Size (~2500 SF) Inventory count Design/Layout New casework and furniture New equipment Computer, phone line, water, electric outlet, pluming, etc Keep LEAN and cost effective concepts in mind on each step, design a lab that is effective and functional, with minimum waste and optimal use of the available space, which also support the future growth

10 Blood Bank Inventory Count New Blood Bank Equipment Purchasing List: 1 Irradiator 2 VISION analyzers 4 Gel Workstations (Gel card centrifuge/incubator) 5 Serologic Centrifuges 1 STAT sample centrifuge 3 Cell washers 2 Plasma Thawers 1 Double door blood refrigerator 1 Plasma freezer 9/28/2017

11 9/28/2017 New Blood Bank Layout

12 To-Do List * List each task * Make plan for each task * Set timeline * Assign a charge person * Track for completion 9/28/2017

13 The Caseworks 2016 New UK Blood Bank Case Work Common features: All are 1000 Mobil, Adjustable Table , Gray Glace Plastic Laminate Top (round corner, #0002 Silver Gray Powder-Coat Finish; with power strip 5 DUP 15A, Switch/CB, power cord. Processing Bench: 1 each: 24x72 table with 1 mid side drawer N3110 stack with 1 under counter side pencil drawer N3109; 1 pullout side tray board N3142; upright 36L; 72 magnetic white board and cantilever top shelf (72 length) 1 each: 24x48 table with 1 small side drawer, 1 under counter side pencil drawer; 1 pull-out side tray board; upright 36L; 48 corkboard and cantilever top shelf (48 length) 1 each: 24x72 table with 1 mid side drawer N3110 stack with 1 under counter side pencil drawer N3109; 1 pullout side tray board N each: 30x60 with 1 mid side drawer N3110 stack with 1 under counter side pencil drawer N3109; 1 pull-out side tray board N3142 Select a vendor List the number, size, color and style for your benches, sinks and shelves, that fit your needs and the space of your new lab Knowing the weight and size of each equipment and the surface materials that required to resist chemical solutions Choosing mobile tables could be a great way to reduce costs of renovation or reorganizing the lab in the future

14 Phase 2: Moving New lab site visit Equipment installation Equipment validation Lab Cleanup Record storage Supply storage Moving day

15 Equipment Validation Plan Prepare validation plan for each equipment Perform the validation/calibration/pm/qc accordingly per your routine procedure Refrigerator/freezer/platelet incubator validation: - Temperature monitoring for 24 hours (7 days if new) - daily alarm check - high/low alarm check - probe calibration

16 Equipment Installation and Validation Timeline Refrigerators-7 CE funtion check Temp monitor 24 hr Alam check Temp prob calibration Charge Tech Comp 9/9/2016 Melissa/CE 9/9/2016 Melissa/CE 9/9/2016 Melissa/CE 9/9/2016 Melissa/CE ED Fridge-1 Blood Track set up OR Fridgers-2 Remote alarm set up BB PC connection Plt Incubator-1 CE funtion check Temp monitor 24 hr Alam check Temp prob calibration Freezers-3 CE funtion check Temp monitor 24 hr Alam check Temp prob calibration Note: New equipment is monitored for 7 days before use. by 9/2/16 Ping/Julie/IT by 9/2/16 Ping/PPD by 9/2/16 Ping/PPD 9/9/2016 Melissa/CE 9/9/2016 Melissa/CE 9/9/2016 Melissa/CE 9/9/2016 Melissa/CE 9/9/2016 Melissa/CE 9/9/2016 Melissa/CE 9/9/2016 Melissa/CE 9/9/2016 Melissa/CE

17 Lab Cleanup and Record/Supply Storage Blood Bank Cleaning Item Time Line Charge Tech Comp (Ö) Ware House Storage (2015 or before) Record from 2015 and before 6/30/2016 Steve Keep Transfusion Record for 3 months 6/30/2016 Steve Records at QA areas 6/30/2016 Julie/Steve Cabinets/Drawers Testing area 6/15/2016 Randi Component Rm 6/15/2016 Andrea QA area 6/30/2016 Julie Breakroom Fridge 6/15/2016 Randi Drawers/Cabinets 6/15/2016 Randi Storage Room Boxes 6/30/2016 Andrea Old Equipment 6/30/2016 Andrea Cabinets 6/30/2016 Andrea Unneeded items 6/30/2016 Andrea

18 Irradiator Replacement 6 months planning Coordination among relocation coordinator, Best (vendor), Radiation Safety Officer, hospital purchasing and Blood Bank Meet homeland security requirements (Irradiator cage, etc) Import new irradiator: - Form 830: Report of Import Export old irradiator: - Form 831: Report of Export - Form 7: Export Permit Send forms to both NRC and CNSC: - CNSC=Canadian Nuclear Safety Commission, export.import@cnsc-ccsn.gc.ca - NRC=US Nuclear Regulatory Commission, hoo.hoc@nrc.gov

19 Mapping the Equipment at the New Lab Measure each equipment Measure the space in the new lab for each equipment Place a number on each equipment Mark the number accordingly on the area for each equipment in the new lab

20 Old irradiator: old irradiator will be guarded by security 24/7 after 12p on Saturday until it is removed Moving Date (Sample only) Move date on 10/29/16: Complete the move by 12pm Staffing: 9 ( Old lab-alex, Mike and Rozan; New lab-amy, Andrea and Steve; Float-Julie, Melissa and Ping). Thanks for Alex, Andrea, Steve, Julie and Melissa for volunteering Mary Ann will come at 12p, thanks! Steve might work night shift to help out, thanks! Blood product to be kept in the old BB for use before 12p: 10 O+, 10 A+, 5 O-, 5 plts, and all the thawed plasma (besides plt, keep them in the XM fridge if possible, otherwise keep them in the KBC boxes or coolers) Equipment/PC: move fridge 5/6/7 and freezer 10, platelet incubator, 1 water bath, RT centrifuge, 1 specimen centrifuge, 1 balance, and 1 plasma expresser, and the rest of the PC (4 will be moved at 12p); move anything that no needed by 12p Note: the blood products will be moved together with the fridge or freezer, we will unload them and place them into the validated fridge and freezer once arrive at the new lab Things happen at 12p: Equipment to be move: 1 XM fridge, 1 transfusion record printer, 1 zebra printer, 2 gel incubator, 1 specimen label printer, 1 time stamp, 1 sealer, and 1 sterile dock Pneumatic tube: empty send and speed dial will be switched from 160 to 103 and 630 in the new lab Phone/fax number: current phone number and fax number will be move to the new lab SCM printer: SCM orders will be printed at the new lab Communication: Before 12p: call the new lab x85981 (Melissa), x85982 and x85983 (resident room); call the old lab with current BB numbers; or use your cell phone After 12p: call the new lab with our current phone numbers; the old lab will not have phone number assigned, so you will need to call the cell Personal lockers: the new lockers in the new locker room will be assigned to each of you on Sat. Return your old locker to me next week, label your name on it please Time Clock: We can start to use the time clock on 3 rd floor

21 BLOOD BANK HAS MOVED!! OCTOBER 29 PLEASE DROP SPECIMEN OR PICK UP BLOOD IN PAV A 3 RD FLOOR (A ) Take the connector elevators to 3R Phone numbers are NOT change New Blood Bank Tube Stations: 103 and 630

22 Phase 3 Post-Moving Lab Reorganization Inventory/Supply reevaluation and purchasing Old equipment and furniture surplus

23 Old vs New Blood Bank Layout OLD NEW Example of Improvement: The design of the new lab significantly reduces the walking distance of loading specimens on the analyzer.

24 From this old lab

25 To This new lab

26 And to this new office Path Resident/Conference Room Blood Bank Office Blood Bank filing Room

27 The relocation of the Blood Bank was very successful with no disruption of service. Thanks to our wonderful hospital teams, and our excellent Blood Bank team!!