R e a l - T i m e L o c a t i o n o f M e d i c a l D e v i c e s

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1 R e a l - T i m e L o c a t i o n o f M e d i c a l D e v i c e s making track and trace technology work for you Xana Jardine MSc Nursing BA CURR HSM and Education Clinical Specialist-Decontamination

2 Overview: Making Track and Trace Technology Work For You International Guidelines: track and trace technology UK Ireland Case studies Ireland Singapore Making Track and Trace Technology Work For You 2

3 HTM 01-01:2016 Part A 3

4 HTM 01-01:2016 4

5 HTM 01-01:2016 Part A: Management of Surgical Instruments Keeping instruments moist between use and reprocessing Managing instrument repairs Managing loan sets Instrument audits and tracking 5

6 T h e r e i s a n e e d t o t r a c k a n d t r a c e r e u s a b l e s u r g i c a l i n s t r u m e n t s t h r o u g h o u t t h e i r u s e a n d r e p r o c e s s i n g Cleaning and sterilization methods Identity of the person undertaking decontamination Patients on whom they were used R e c o r d s m u s t b e m a i n t a i n e d f o r a l l Details of the surgical procedure i n s t r u m e n t s e t s 6

7 HSE 2.1:2014 7

8 HSE:2014 Identify the person undertaking each stage of the decontamination process Date and time it was performed IT based systems are preferred Record should be kept for the lifetime of the reusable medical device + 11 years 8

9 In England and Ireland Which System Should I Buy 9

10 Case Study 1: AORN:2016 Vol.103, No.4 10

11 Case Study 1: Singapore General Hospital (38 operating rooms) In the TSSU staff handle more than 4000 types of instruments and 700 types of sets In 2008 faced an increase in surgical volume and increase in complex medical devices because an of MIS Error in set contents Difficulty with manual instrument check list AORN:2016 Vol.103, No.4 11

12 Case Study 1: Losing instruments No accountability or responsibility Undertook a 5 year project to put IT based system in place Started in CSSD Expanded to OR Specialised areas (burns/cardiothoracic OR) AORN:2016 Vol.103, No.4 12

13 Case Study 1: Findings Reduced production time Better inventory management Improved quality management Enhanced staff well being and development AORN:2016 Vol.103, No.4 13

14 Case Study 1: Findings Reduced production time: spent 5 mins less per set Better inventory management: sets Improved quality management: failure -product recall Enhanced staff well being and development: standardised process-allowed time staff to attend additional training courses AORN:2016 Vol.103, No.4 14

15 Case Study 2: Masters Dissertation Research question What are the potential benefits of a traceability solution for surgical trays in the Irish Health service Research was undertaken using case study methodology, structured interviews and the creation of a financial model to quantify the potential cost benefits of implementing a traceability system McMahon, A. The potential benefits of a traceability solution for surgical trays in the Irish Health Service. Dublin. University of Dublin,

16 Case Study 2: Masters Dissertation Research findings: implementing a track and trace system Knew location of sets at all times Ability recall sets used on specific patients (CDJ) Less administration work Financial model illustrated a substantial potential ROI if all the hospital's SSI associated with surgical instruments could be eliminated McMahon, A. The potential benefits of a traceability solution for surgical trays in the Irish Health Service. Dublin. University of Dublin,

17 How do you implement track and trace technology 1 Server 2 Workstation in each area of decontamination Power Network cable Computer Scanner Printer 3 Load set names/ contents on the sets / assets 17

18 How do you implement track and trace technology 4 Unique number set (generated by system) 5 Tag the sets 6 Staff ID 7 Install the software 8 Training 9 Go live 18

19 Tray Identification

20 Assets Load all instrument trays and contents on system Asset register

21 Staff Identification

22 Workstations

23 Data Locate sets Washer and Autoclave Productivity (who) (when-trends-staffing) ID training needs ID how much time spent packing linen ID how often you use my sets (5 x D&C sets) Justify why you need additional sets SOP / videos / photos Quality less errors / less time looking for missing sets 23

24 Data Outbreak of infection track and trace: Who the set was used on Who / how it was washed Where / how sterilized New staff orientation-quicker Asset management 24

25 TRAY NAME ESTIMATED VALUE BASIC EAR SET 2 1 R 50, BASIC Asset PAEDIATRIC SET management 1 R 50, BASIC SET 1 1 R 50, CAESARIAN SET 7 1 R 50, CARDIAC BASIC SET 3 1 R 50, CARDIAC FEMORAL CANNULATION SET 1 R 50, CARDIAC MAMMARY RETRACTOR 1 R 50, CHOLECYSTECTOMY EXTRAS 1 R 50, CONTROL CABLE SET - DEPUY 1 R 50, LAPAROSCOPIC HERNIA REPAIR SET 1 R 50, MAXILLA FACIAL EXTRAS 1 R 50, NEEDLE HOLDERS - DR THANNING 1 R 50, NEURO - BURRHOLE / VP SHUNT SET 1 1 R 50, NEURO - BURRHOLE / VP SHUNT SET 2 1 R 50, NEURO CORE - STRYKER 1 R 50, THORACOTOMY SET 2 1 R 50, FINE PLASTIC SET 1 R 50, BREAST BIOPSY SET 1 R 50, LAPAROSCOPY SET 1 R 50, ,250, Not used in 5 months LAPAROSCOPY SET 1 R 50, DENTAL SET 1 R 50, BREAST BIOPSY SET 1 R 50, BREAST BIOPSY SET 1 R 50, BETTOCI HYSTEROSCOPY SET 3 1 R 50, BETTOCI HYSTEROSCOPY SET 3 1 R 50,

26 Asset management TRAY NAME ESTIMATED VALUE BASIC EAR SET 2 1 R 50, BASIC SET 1 1 R 50, CAESARIAN SET 7 1 R 50, CARDIAC BASIC SET 3 1 R 50,

27 R e a l - T i m e L o c a t i o n o f M e d i c a l D e v i c e s making track and trace technology work for you By Using an IT based track and trace system you can: Ensure compliance SOP and international CSSD guidelines Track and trace all your surgical instrument (where it is / who it was used) Increase productivity Manage costs / Manage your assets

28 Declaration: Speaker is employed by SafMed Xana Jardine MSc Nursing BA CURR HSM and Education Clinical Specialist-Decontamination