Streamlining OR Case Cart Processes for Enhanced Efficiency

OR case cart processes are often messy and disorganized—staff members frequently crisscross back and forth, collecting supplies and instruments without a clear execution plan. This chaotic environment not only leads to inefficiencies but also contributes to a significant amount of wasted time. When surgical cases are completed, there are often large amounts of excess supplies and instruments that are returned unused, only to be put back on the shelf, creating additional clutter and confusion. The amount of wasted time cuts into the productivity of the Central Sterile Supply Department (CSSD) like a dull knife, undermining the efficiency of the entire surgical process. Staff frustrations are evident, frequently voiced with phrases like "lack of respect" for their time and efforts. Tackling these problems necessitates a joint effort to unite the OR and CSSD teams in collaboratively creating an efficient process. While this may take some time and possibly require external resources, the long-term benefits and workflow improvements definitely justify the effort.

Optimizing Case Cart Efficiency Through Preference Card Review

A great place to start refining your case cart process is by conducting a thorough review of the quality and accuracy of your preference cards. Given that most hospitals maintain thousands of preference cards, it is advisable to begin with your most frequently used twenty or so cards. This focused approach allows for manageable change without overwhelming the staff or creating a situation that is too large to sustain. During this review, it is crucial to assess the utilization rates of both soft goods and instrumentation. By eliminating underutilized items, you can significantly reduce waste, streamline operations, and ensure that the supplies on hand are truly necessary for surgical procedures. This not only enhances efficiency but also contributes to cost savings for the department. An essential aspect is ensuring that the product names in the electronic health record (EHR) align with the naming conventions of instrument trays and soft goods.

Optimizing Preference Card Design for Efficiency and Organization

When designing preference cards, it is essential to create a format that is user-friendly for both the OR and CSSD teams. The card format should group like items together, such as instruments, soft goods, and equipment, to facilitate easy access and organization. Additionally, the layout should be structured to minimize redundant work patterns and unnecessary movements. Supplies should be arranged in a logical order for picking, ensuring that the process can be completed without requiring backtracking. This thoughtful design not only enhances efficiency but also contributes to a more positive working environment for the staff involved.

Enhancing Case Cart Efficiency with Electronic Tracking Systems

For case cart systems to work effectively with minimal disruption and rework, the utilization of electronic tracking systems is almost essential. Developing a needs list that prioritizes the next day's needs is crucial, especially at the beginning of the day. Tracking systems can evaluate shelf inventory, match it against EHR preference card records, and generate a list of products needed at the appropriate time. Monitoring the necessary products through a display or during the instrument tracking system's assembly process aids staff in identifying essential items. Prioritizing the needed items before the case cart picking process begins increases the fill rate. The system will update automatically as items are documented as a deficit.

If you are working with a manual system, the process of building a needs list is more labor-intensive but not impossible. The barriers to this process are the storage of instruments and time. Again, ideally, the needs list should be developed at the beginning of the day. Utilizing the EHR system, review the products needed for the next day and cross-reference the products on the shelves against the list. The needs list will be the products that are in a deficit. The process is not timely, but it can provide a well-defined list. Unfortunately, you have to complete the process multiple times a day to keep your needs list up to date.

Ensuring Efficient Instrument Tracking with Clearly Labeled Case Carts

Case carts themselves should be clearly labeled to ensure they are easily identifiable from long distances within the surgical environment. When using an instrument tracking system, it is essential to scan instruments into the case carts and then scan the case carts to the specific OR rooms. If a manual tracking system is in use, case carts can be monitored on an OR schedule, providing a clear overview of where each case cart is located. Knowing the whereabouts of your instruments is crucial, especially in situations where OR rooms may change mid-process, as it allows for quick and efficient responses to any unexpected developments.

Optimizing Sterile Storage for Efficient Case Cart Management

The sterile storage area is essential for the efficiency of the case cart process and must be carefully organized. Every storage spot should be distinctly labeled by rack or cart, row, and bin location to ensure easy identification and retrieval. If your facility utilizes an instrument tracking system, it is beneficial to have the storage location printed directly on the labels of your instruments. This practice can save time and reduce confusion during the retrieval process. Furthermore, storage spaces should be designed to allow for easy movement of carts between the rows. In cases where a high-density storage system is in place, the floor should be elevated to permit carts to roll over the supporting rails without hindrance.

Additionally, it is advisable to deploy just-in-case items within the OR core, positioned at an easily accessible distance from the OR rooms that may require them. This strategic placement will not only enhance the comfort zone within the OR but also help streamline the overall process, ensuring that necessary supplies are readily available when needed.

Conclusion

One consistent factor that is often overlooked during the planning process is the storage of both completed and empty case carts. Designing adequate space for case cart parking is not just an afterthought; it is a necessity. The case cart process should be approached as a high-functioning manufacturing process, with a focus on eliminating all forms of waste while honoring the inherent complexity of the OR process. Effective teamwork is essential for success in this endeavor. By fostering collaboration between the OR and CSSD teams, it is possible to create a streamlined and efficient workflow that enhances productivity and improves the overall surgical experience for both staff and patients.