Building An OR Instrument Priority List In Sterile Processing
- ESP Team
- Apr 21
- 4 min read
Updated: Apr 21
Introduction
Creating an Operating Room (OR) instrument priority list is essential for efficient sterile processing. This list helps ensure that the most critical instruments are prioritized for cleaning, sterilization, and availability during surgical procedures.
Understanding Lead Time for Priority Instruments in Sterile Processing
The cornerstone of a successful instrument delivery program is understanding lead time. Prioritizing what is needed first, and sometimes focusing on unique sets, defines the priority instruments in Sterile Processing.
Inventory Awareness
To effectively manage tasks, it is essential to have a clear understanding of your current inventory and its location. This is easier said than done. Are the priority instruments available on the shelf, or are they in transition?
Integrating Software
Many Sterile Processing departments employ instrument tracking systems to manage instrument trays. However, few use the software to address priority needs. Integrating OR case management software with the SPD's instrument management software enables prioritization of instrument requirements. The OR management system provides case needs to the instrument tracking system, which then assesses stock availability and prioritizes instruments based on case start times.
Engaging the OR
Effective scanning practices are crucial for developing a reliable priority list. OR teams must participate in the scanning process. Scanning instruments at all utilization points ensures instrument tracking accuracy. For example, when OR cases are canceled, instruments must be scanned back to the SPD department, allowing the inventory to be reallocated and reducing the items on the needs list.
Maintaining Data Integrity
Poor data in instrument tracking systems can hinder processes. Sets that are no longer in use or are out for repair must be accurately reflected in the system. Otherwise, the priority-setting process is compromised, as the system may incorrectly indicate availability. Regular data evaluation is necessary. A practical method is to review the last scan date of instrument sets. Most instrument tracking systems offer reports that provide feedback on the last scan and location. Sets not scanned for extended periods should be assessed, with a general guideline being a maximum of six months of inactivity.
Assigning Dedicated Staff
As previously mentioned, tracking and managing instrument inventories are challenging. It is advisable to have staff dedicated to managing both the instrument tracking software and the OR case management software. OR case preference cards must be accurate to prevent unnecessary inventory allocation. The instrument tracking software must also be maintained to ensure accurate feedback. Restricting database access in both software systems is crucial. Without a dedicated team, the software system may become unreliable.
Key Considerations
Before developing the instrument priority list, consider the following factors:
Type of Surgery: Different surgical procedures require specific instruments. Understanding the types of surgeries performed at your facility is crucial.
Frequency of Use: Instruments used more frequently should be prioritized to minimize delays in the operating room.
Instrument Complexity: Complex instruments that require more time for cleaning and sterilization should be identified to ensure they are processed timely.
Turnaround Time: Assess the average turnaround time for each instrument to determine priority based on how quickly they can be ready for use.
Surgeon Preference: Some surgeons may have specific preferences for instruments, impacting priority based on their surgical schedules.
Steps to Create the Priority List
Compile an Inventory: Gather a comprehensive list of all surgical instruments used in your facility.
Categorize Instruments: Organize instruments by surgical specialty (e.g., orthopedic, cardiovascular) and type (e.g., cutting, grasping).
Assess Usage Data: Analyze historical data to determine the frequency of use for each instrument in various procedures.
Consult with Surgical Teams: Engage with surgeons and surgical staff to understand their preferences and critical instruments for specific surgeries.
Rank Instruments: Based on the gathered data, rank instruments according to their importance, usage frequency, and complexity.
Develop the Priority List: Create a clear and concise list that outlines the priority ranking of each instrument.
Review and Revise: Regularly review the priority list to accommodate changes in surgical practices, new instruments, or feedback from surgical teams.
Implementation and Training
Once the priority list is established, it is crucial to implement it effectively:
Staff Training: Ensure all sterile processing staff are trained on the priority list and understand the rationale behind it.
Communication: Maintain open communication between sterile processing and surgical teams to address any concerns or adjustments needed.
Monitoring and Feedback: Continuously monitor the effectiveness of the priority list and gather feedback for improvements.
Final Considerations
The key to a successful instrument priority management approach is ensuring the right item is in the right place at the right time. This builds confidence in the case management process and the SPD team, reduces the need for hastily assembled instrument trays, alleviates stress on the SPD team, and minimizes errors.
The instrument priority process can also be developed and managed manually. However, this approach is more time-consuming, less accurate, and less timely. This topic will be explored in greater detail at a later time.
Conclusion
Building an OR instrument priority list is a dynamic process that requires collaboration and continuous improvement. By prioritizing the right instruments, facilities can enhance surgical efficiency, reduce delays, and ultimately improve patient outcomes.
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