YOUR SUCCESS

GUIDE TO

Instrument
Tracking
System
Implementation
 
A step-by-step guide to rolling

out an effective surgical

instrument tracking system

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
 CONTENTS
Preface to the new edition ...........................................................................5.

Introduction....................................................................................................6.

Timeline...........................................................................................................7.

12 Months out...................................................................................................9.

Design your implementation plan ............................................................9.

Tray Level Tracking................................................................................10.

Instrument Level Tracking.......................................................................12.

Design Your Workflow.............................................................................13.

Determine your etching requirements.....................................................15.

UDI is coming..........................................................................................16.

Start simple and build as you go ............................................................16.

6 Months out ....................................................................................................17.
Select key staff...........................................................................................17.

Change Management.................................................................................17.

Introduce staff to concepts and benefits.....................................................18.

Systems Integration....................................................................................18.

Assemble tray and instruments lists...........................................................18.

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
 3 Months out....................................................................................................19.

Determine hardware requirements ..........................................................19.

Provide tray and instrument lists for import..............................................19..

2 Months out .....................................................................................................20.

Install software............................ ..............................................................20.

Super User Training...................................................................................20.

System configuration and set up................................................................20.

Equipment Integration................................................................................20.

1 Month out .......................................................................................................21.

Install hardware (scanners, lable printers etc.)...... ....................................21.

Introduce staff to vendors...........................................................................21.

Super user training.....................................................................................21.

Go Live ..............................................................................................................21.

Week 1 - Clean Side...........................................................................................22.

Day 1...........................................................................................................22.

Day 2 - 5......................................................................................................22.

Week 5 - Decon..................................................................................................22.

Day 1...........................................................................................................22.

Day 2 - 5......................................................................................................23.

Week 7 - Theatre.................................................................................................23.

Day 1............................................................................................................23.

Day 2 - 5......................................................................................................23.

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
 Summary...........................................................................................................24.

Authors Profile...................................................................................................25.

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
 Preface to the new edition

Since the first edition of the guidebook in 2015, The amount of documentation required to fulfil
changing compliance requirements has
many things have changed. New technologies,
increased significantly.
new methods and changing interpretation of
standards have changed the way in which
In the first edition of this guide, I provided an
CSSD’s work and also how we implement our
implementation Timeline starting at 6 months out
tracking systems.
from implementation.

Experience is also a wonderful thing. Each

Now there is more to consider and more to plan.
installation provides more learnings. Better,
In this edition, I recommend you start planning at
easier, simpler, more effective ways to do
least 12 months away from implementation.
things. Time, however, has also provided more
To successfully implement a tracking system in
complications, extended requirements.
2019 or beyond, more planning needs to be
done than before.
In 2015, what was then a high level of tracking,
is now seen as the absolute minimum
On the positive side however, many things have
requirement.
changed for the better. Some things have
become quicker and easier to implement and
The bar has been lifted. The requirement for 2D much more straight forward.
Data matrix tracking has become more
widespread. There is also UDI (Unique Device This edition contains information still relevant
identification) coming our way at some stage from the first edition plus an update addressing
from Europe and the U.S. And then there are the changing compliance environment.
Product Families. It also goes beyond the first edition by examining
the GO Live process in more detail.
Tracking in Decon is also now seen as a non-
negotiable, whereas in 2015, it barely got a I hope you find it a useful resource.
mention.

New technologies are needed to support new

processes.
Michael
Instrument Tracking System Success Guide
© 2019 Scancare Pty Ltd. All rights reserved

5
 Introduction

Implementing an instrument tracking is complex. We figured that if you haven’t done

it before, you could benefit from someone who has had the relevant experience. If
you recognise yourself in this, then this guide is for you.

Although there are differences in size, procedure mix and patent demographics,
health care facilities have one thing in common. They all sterilize surgical devices for
use on patients. They all have a duty of care under common law for the need to
demonstrate proof of proper process.

For sterilizing departments, the Holy Grail of the proper process is compliance with
AS/NZS 4187.

In this success guide, I share you with you my experiences in implementing

instrument tracking systems. I have overseen the implementation of instrument
tracking systems in over 35 health care facilities in Australia and New Zealand.

Instrument Tracking System Success Guide

© 2015 Scancare Pty Ltd. All rights reserved
6
 12 Month Timeline
Design Implementation
Plan 12
Design Workflow MONTHS
Choose your tracking
system

Determine key staff

Introduce general staff to

6 concepts and benefits

Contact equipment suppliers
MONTHS regarding system integration
Assemble available tray list and
instrument asset information

Determine hardware
requirement with tracking
systems provider
3
Order hardware MONTHS
Provide tray and instrument lists
for import

Install software
2 Configure software
Reprocessing equipment
MONTHS integration testing

Install hardware
Super user training
System simulations 1
Introduce staff to vendors MONTH

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
 Go Live
Day 1 WEEK
Days 2 - 5

Confirm hardware operation

Systems simulations
1 Go Live
User training - on site as users
Prepare for Go Live Day CLEAN process items
Reprocessing equipment SIDE Hand over to vendor help desk
integration testing

Day 1 WEEK
Days 2 - 5
Confirm hardware operation

5
Go Live
Systems simulations User training - onsite as users
Prepare for Go Live Day process items
DECON Hand over to vendor help desk

Day 1 WEEK
Days 2 - 5
Confirm hardware operation

7
Go Live
Systems simulations User training - onsite as users
Prepare for Go Live Day process items
THEATRE Hand over to vendor help desk

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
 12 Months Out

Design Your Implementation Plan

Before you can put together a plan, you need There are generally 2 typical replies to this
to know what you want to track, to what level question:
you want to track and why you want that.
This will generally be a decision arrived at by 1. I just want to be able to track through
several interested parties including washers and sterilizers to the patient.
representatives from CSD and Theatre.
2. I want to be able to track at instrument level
When people ask me about tracking, there are to patients using 2D data matrix scanning
several questions that I ask to get an idea of
what they want to track: The thing to consider with the options above is
that each has a different cost. Each option has
different hardware requirements. The first
Do you want to track preparation and Tray option will use less sophisticated hardware
Setup? than the second and the first will be quicker to
Do you want to track washing? implement and will use fewer resources than
Do you want to track ultrasonic cleaners? the second option.
Do you want to track sterile items to
patients? I like to represent this with the diagram on the
Do you want to implement 2D Data matrix next page
scanning?
Do you want to communicate with Sterilizers
and Washers?

Often, people answer YES to all questions.

Finally,

What do you want from a tracking system?’ or to

what level do you want to track?

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
9
The diagram shows the 2 main options, Batch The yellow arrow demonstrates the level of
tracking in blue and Instrument level tacking in effort required to track through each process.
green.

Tray Level Tracking

Looking at the Tray Level tracking 2. Decon is the most difficult place to track
section, note that the rectangles are the instruments. It's dirty and wet and there
same height until we hit Return to CSSD are aerosols flying about. It’s a hazardous
and scan to Washers. environment that’s hardly conducive to
typing on keyboards and handling
There are several reasons for this: scanners.

1. In my experience, it’s quite likely that 3. There are 2 tracking components here,
your current level of tracking in Decon is Tracking Return to CSSD and Tracking to
minimal if at all. Therefore, just going Washers.
from tracking nothing, to tracking
something will require more effort.

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved 10
Simply just implementing tracking in Decon will I also explain to the managers the concept of
require more than your current amount of effort efficiently processing items through Decon. To
to process items. So, unless you strategize comply with the standards and achieve the highest
around this reality, tracking in Decon will slow levels of accreditation, you will need to have proof
down you down and affect turnaround times. of process in Decon.

Some of the strategies that you can put in place If Theatre can’t bring the used Steripeel back, the
to minimize the impact on effort are: Decon users will have no option but to manually
search for the items in the tracking system. This
Implementing scannable Tray Tags will take longer than just scanning the barcode on
Returning used Steripeel barcodes with the returned Steripeel. Being able to scan the
the items coming back from theatre. returned barcodes will enable the most efficient
Add another FTE process in Decon.

Tray Tag implementation is not difficult, but it will Manually searching will take longer, has the
take some time to get it done. You will need to potential for items to be incorrectly returned and
order Tray Tags and label them. can affect the efficient turnaround of instruments.

Having theatre staff returning used Steripeel back Adding another full-time employee is probably the
to CSSD with the instruments can be a bit more hardest thing to get across the line.
difficult to get over the line.
If it's not possible, it's not possible. However, it
Generally, when I mention this to CSSD should be considered as part of your initial
managers, I get a look of horror on their face and planning. If you can get it over the line, it’s going to
a remark along the lines of ‘they won’t do that!’ help a lot.
Therefore, it’s good to have a theatre on board in
the early planning stages. I generally like to meet The thing that most people don’t consider is that if
with the Perioperative manager and support staff you go from little or no tracking to a high level of
to introduce the concept. tracking, it’s going to require more resources.

When I first introduce the concept to Theater I The trade-off, of course, is that you will have world
generally do get some resistance to it. It takes a best practice tracking.
slight change in thinking for them.

Currently, when they open the Steripeel they just

throw the pack in the bin. I have a saying that I
use, ‘Don’t Bin, Bag it!’ There’s not much
difference in effort.

Instead of throwing it in the bin, throw it in with the

returning instruments.

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
11
Instrument Level Tracking
Looking at the Instrument Level tracking section For example, if a tray has 80 items, that’s 80
in green, you can see that the "set and wrap" instrument barcodes that need to be scanned.
section is larger than that of the "set and wrap" Most likely, scanning 80 instruments will take
section in blue. you longer than doing what you are currently
doing to assemble your trays.
There are several reasons for this:
If you are dealing with mixed up Trays, then
Every instrument has a 2D data matrix
you’re going to need to sort them out first.
barcode on it.
Simply Just implementing individual instrument
Each instrument must be individually
tracking at setup will require more than your
identified and counted
current amount of effort to process items.
Sets now need to be kept together
Trays lists need to be checked off and
So, unless you strategize around this reality,
printed
this will slow you down.
Tray contents get mixed up when returned
to CSSD.
Some of the strategies that you can put in
place to minimize the impact on effort are:
At the Tray tracking level, you are less concerned
with what instrument is packed, but more of what Etch a human readable tray code on
TYPE of instrument is packed. For example, it the instruments when you etch the 2D
doesn’t matter which Sponge holder is packed as Data matrix barcode
long as a sponge holder is packed. Keep your sets together
Accept that tracking to the highest
However, with instrument level tracking it now level will take more time
needs to be the exact Sponge Holder. You cannot
just pack any sponge holder.
When you etch a 2D data matrix barcode on
Consider this; Tray Level Tracking means that you an instrument, it will look something like this:
just need to count off the required number of
instruments to fill up a tray.

Tracking at individual level, however, means you

need to find, match and count the exact instrument
ID’s on the instruments as listed on the tray List.

Now because the instruments are barcoded, you

can scan each instrument to aid in the set-up
process. But remember that this will still take time.

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
12
As you can see it’s a code that requires a 2D You will, however, be tracking to the highest
reader to scan it before you will know what the possible level.
code is. Remember, you’re going to need to
scan a bunch of these at setup and if the trays People ask me to describe the difference
are mixed up you’re going to have to scan them between instrument level and Tray level
to sort them first. tracking.

Etching human-readable codes will speed I generally explain it like this:

things up significantly. With Tray level tracking you will know that 'the
instruments' that were used on 'patient abc'
First, it’s a good idea to etch the actual ID of the went through validated thermal disinfection and
instrument below the 2D barcode. This means Sterilization cycles.
you can identify the instrument without the need With Instrument level tracking you will know
for a 2D reader if needed. ‘GT 1’ – is an that 'instrument abc' was used on 'patient abc'
example of a Tray group code. and went through a validated thermal
disinfection and Sterilizing cycle.
This will allow the technician to quickly find the
identified instruments for a particular tray (in this Lastly, when considering which level to track at
case it's General Tray 1) amongst a bunch of and what processes you want to track,
mixed up instruments. consider the benefits versus the effort.

Whatever you choose, remember this; the

more you want to do, the more you will have to
do.

Design Your Workflow

Regardless, of whether you want to go to tray
Disrupting your current workflow is detrimental
level or instrument level tracking, it’s a good
to a successful implementation.
idea to carefully consider what each entails so
you’re not surprised later.
Begin by drawing the pathway that the
instruments take on your floor plan/layout of
Remember both will give you tracking system your CSSD and consider your throughput.
compliance to AS/NZS 4187:2014.
Have a look at the example on the next page
One of the biggest myths about Instrument which demonstrates the flow of surgical
Level Tracking using 2D Data matrix barcodes devices through a fictional sterilizing
etched on instruments is that it will simplify and department.
speed up current your processes. This is
simply not true. Using your throughput numbers and your
workflow diagram you can now determine the
number of computers, scanners and label
printers required and the best places to locate
them.
Instrument Tracking System Success Guide
© 2019 Scancare Pty Ltd. All rights reserved
13
For example, I use a rule of thumb when Sterilizers have the same rule as washers.
estimating hardware quantities.
Ask yourself, how many staff do you currently
Say for example you wanted to track through have loading the sterilizers at any one time?
all the processes in the above diagram.
If it's 1, then you will need one scanner, one
Ask yourself, how many staff do you currently printer, one computer.
have loading the washers at any one time?
If it's 2, then you may need 2 of each.
If it's 1, then you will need one scanner, one
printer, one computer. Sterile store, 1 scanner, 1 computer.
Depending on throughput you may need 2 of
If it's 2, then you may need 2 of each. each

Packing and assembly are easy. 1 computer, 1

TIP:
It’s a good idea to keep
scanner, 1 label printer per bench. a spare scanner and
barcode printer in case
of breakdowns

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved 14
Determine your etching
requirements
Determine if you want to etch some or all of your 1. Can your laser machine etch
instruments. instrument grade stainless steel using an
annealing etching process?
Define what you want to etch on the instruments.
Your choice is 2D data matrix barcodes or 2. Does it etch without damaging the
English readable id numbers or a combination of passive layer on stainless steel
the two. instruments?

Alternatively, you may just want to etch tray 3. Will my stainless-steel instruments
names on instruments. require passivation after etching?

Cost is important to consider. Budget between 4. Can you guarantee that the etches will
$70K to $100K for a quality laser unit. not fade or rust?.

Buying a Laser etcher is a bit like buying a car. Also, consider the time and staff resources
Each has its own strengths and weaknesses. required to etch all your instruments. In my
experience, you can expect to have at
The most important piece of advice I can give least one staff member busy full time.
when looking at purchasing a Laser etcher is to
send some of your old/condemned instruments to Also, be aware that laser etching is not an
them for etching. exact science. You will need to etch
several test pieces to achieve the most
Run them through your washers and sterilizers to optimal etching parameters.
see if there is any evidence of rust or fading of
the etch. This is a process of trial an error. It all
takes valuable time.
The most important questions to ask a sales rep
from a laser etching company:

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
15
It also takes time to manage the overall marking UDI is coming
process. You need to take trays out of circulation,
assign ID’s to each instrument and enter all that Unique Device Identification (UDI) is currently
information into the tracking system as well as being implemented in Europe and the United
laser mark the items. States. It requires manufacturers to uniquely
mark each surgical instrument at the time of
Taking this into consideration, I estimate that manufacture.
someone can etch around 10 instruments/hour.
Rule of thumb – a large tray containing around From May 2020, Instruments manufacturers
80 instruments will take 1 full day. will not be able to sell instruments into Europe
and the United States unless they comply with
Do the sums and it's easy to see that Laser UDI regulations.
marking adds a significant cost.
The proposed timeframe (at the time of writing)
You will need to start tracking at tray level (as for direct marking on a re-usable medical
supposed to instrument level tracking) during the device in Australia is 26 May 2027.
early stages of implementation anyway. This means that by 26 May 2027, every re-
usable device will have to have a UDI direct
Then you can start to track to the individual level mark on it.
as etched trays and items become available.
I often hear that people say they don’t want to During my travels, I have already noticed that
start tracking until everything is etched. more and more instruments coming into
Australia already have UDI marks on them.
My answer to that, given the above, is that it’s
going to be a long time before you start to reap Also, there is no requirement in the UDI
the benefits of a tracking system. regulations to retro-fit your existing instruments
with 2D barcodes.
It is highly likely that Tray level tracking will be a Any instrument that you have purchased
vast improvement over your existing manual before 26 May 2027 is exempt from UDI
system anyway. regulations.

Shoot for the stars but reach for the sky first. Given the above and that there is no
requirement in AS/NZS 4187:2014 to track to
instrument level, perhaps it may be worthwhile
to wait for UDI. It will certainly save you a heap
of money and a lot of effort.
Start simple and
build as you go:
Introducing too much too
fast will cause stress, Choose your tracking system
resistance and mistakes.
So now that you have thought about what you
want to track and to what level, its time to
consider your tracking system options and
make your choice.

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved
16
 6 Months Out

Select Key Staff Don’t worry so much about the data collected
If you haven’t already, it’s time to select key by the new system in the first few days, it won’t
staff. be 100% anyway.

To succeed with your implementation, you Nevertheless, its still most likely going to be
need to involve key personnel and I better than the level of tracking from your
recommend you create a staff role that I like to original system.
term ‘Super User’.

These team members will have a high-level

TIP
understanding of the system and will become
the ‘go to’ people when other users need
guidance with the system.

Choose your best (and keenest) people from

each shift, so that you have "Super User"
coverage on all shifts.

Change resistance can be one of the

Change Management biggest hurdles when implementing any
new system.
Switching to a new system overnight would be
wonderful. However, realistically that would
It’s natural for staff to resist, just because
cause too much disruption.
it’s new and different from what they have
been doing for a long time.
Slow and steady wins the race and creates
way less stress. Expect team members to
They are comfortable and confident with
make mistakes in the early stages of working
the old system and a lot of the time it’s a
with a new system.
matter of better the devil you know.
It’s only natural. Until everyone is confident
When transitioning to a computerised
with it, you won’t have 100% coverage.
system expect the level of resistance to be
In the first edition guide, I recommended that
highest amongst staff who are not
you run your current system alongside the new
confident with technology.
one for 4-8 weeks.

In my experience since then, I have found this

to be too hard for the technicians, so we no
longer recommend this.

Instrument Tracking System Success Guide

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17
 6 Months Out
Introduce staff to concepts While you can ask your tracking system
provider to liaise directly with the reprocessing
and benefits equipment supplier, my experience is that a
Patience, understanding and support lead to request from the customer generally gets
confidence during the early stages. The earlier treated with a greater priority.
you introduce your staff to the new concept the
better. Once the equipment suppliers are aware that it
is you driving the integration project, they will
So now is a good time to let them know what’s respond faster to the tracking systems provider
happening at an introductory level. Explain the requests.
benefits of the system and the reason why
you’re doing it. This same concept goes for the suppliers of
business administration systems, Patient
Reassure them that they will receive all the Admin systems, consumables and prostheses
training they’ll need and that it will be
introduced gradually.

Stress that while it’s a new system it’s not Assemble Tray and
harder. In fact, once they use it for a while they Instrument Lists
will find it much better than what they do now.
Chances are that you will have your tray lists
and single instruments in electronic formats
No more writing!
such as MS word or Excel. If you do,
congratulations your job just got a whole lot
Systems Integration
6 Months Out
easier.

If you want your tracking system to integrate Give the word or excel files to your software
the data from sterilizers and washers, contact provider and they can import them straight into
your reprocessing equipment supplier now to the system.
obtain the necessary specifications to integrate Start to gather the lists together now. An
their system with your new tracking solution. electronic tracking system will offer a whole
world of new options that you‘ve never had
Tell them that you are putting in a new tracking before.
system and you want it to integrate with their
equipment. You probably haven’t touched the design or
content of the checklists for a while so this is a
Most equipment manufacturers have an great opportunity to do this now.
optional integration module that you may need
to purchase, so don’t assume that your For example, consider the latest ACORN
equipment is ready to integrate as it is. requirements. Considering this now will give
you plenty of time down the line to tweak your
tray lists.

Instrument Tracking System Success Guide

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18
 If you are upgrading from one tracking system to Provide Tray and
another, ask the provider to provide you a copy of
the instrument inventory data so your new Instruments List for import
provider can import it. By now, you should have your tray and
instrument lists sorted out.
Unfortunately, in my experience the outgoing
provider is not always keen to help. Send them to your tracking system provider,
so that they can begin the process of
Remember that its your data, so go hard! importing them into the system.

You may have special requirements so give

3 Months Out the provider plenty of time to import the

instruments.

In some instances, they may need to write

Determine hardware special import scripts or software plugins.
requirements
You’ve designed your workflow and quantified
hardware requirements. Now it’s time to place your
order.

Suppliers may need up to 3 months to supply

equipment which frequently needs to be imported.
So, it makes sense to get an indication of the
delivery lead times when you start your project.

This gives you the opportunity to order items with

long delivery times well in advance. A good
example of this is lithium batteries.

There are tight shipping restrictions on these

around the world now and it can take months just to
get a battery.

Given that some portable scanning devices require

batteries, do make a point of asking about shipping
restrictions and hardware delivery.

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19
 2 Months Out

Install software Equipment Integration

At this point most, if not all, of your trays and Hopefully by now your provider has been
instruments lists should have been imported into able to get the machine integration
the system by the provider and it’s time to have specifications and written their integration
the software system installed so it can be plugins.
accessed in your facility.
If so, it’s time to test.

Super User Training

It’s time for your provider to provide high level administration training for your Super Users.

You should also be furnished with training materials from the provider. These are
essential for reference during the provider/super user training process.

System
Configuration
and set up
Now it’s time to get busy.
The tracking system needs to
be configured and set up.
There are many key
components required by the
system.

These need to be entered

into the system by you. Here
is a list that will come in
handy and help you to
prepare in advance.

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20
 1 Month Out Go Live

Install hardware (scanners, Everything is ready to go, so its time to

GO LIVE.
label printers etc.)
Your tracking system provider should now be
No doubt, each tracking system vendors
looking to install the label printers and scanners
will have their own way of doing things, so
and run simulations to make sure everything is
I can only relate to how we do this, so
operational.
following is an account of our typical Go
Live process.
The provider will also be able to advise on
issues such as lack of power outlets, network
At least you can use this information, so
connections etc. that would prevent going live.
you can compare with how your vendor is
Introduce staff to vendors doing it.

Your staff will have noticed a lot of things going

on around them.

It’s a good idea to take time out to introduce

the tracking system staff to yours.

The tracking system staff can give your staff

some comfort about the implementation
process.

Super User Training

Now that the system is fully operational
your Super Users can be trained on how to
use it.

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© 2019 Scancare Pty Ltd. All rights reserved 21
 It also provides the opportunity for your staff
Week 1 Clean Side on the Clean Side to become proficient,
comfortable and used to running the system.
We like to implement in stages. So, the clean
side in CSSD is where we start. By now you should have implemented 2D
barcodes and /or tray tags
Day 1
Is used to make sure everything is ready for
Go Live the next day. Week 5 Decon
It’s used to confirm hardware operation, run
system simulations, print staff barcodes and Day 1
prepare for Go Live. Is used to make sure everything is ready for
Go Live the next day.
Day 2 - 5
Go Live! It’s used to confirm hardware operation, run
system simulations and prepare for Go Live.
We have a unique approach to training. We
stand on the CSSD floor with your staff and As mentioned above, Decon is the most
guide them hands-on as they go about their difficult place to track instruments. It's dirty
processing tasks. and wet and there are aerosols flying about.

In my experience, training CSSD staff in It’s a hazardous environment that’s hardly

classrooms does not work. You need to be on conducive to typing on keyboards and
the ground with them. handling scanners.

The key to training CSSD staff is repetition. As well, you most likely you have been doing
Show them over and over until they get it. very little as far as tracking goes in Decon, so
Basically, we go over and over the same things it's going to be a bit of change in thought
for 4 days in a row. process for your Decon staff.

By the end of the last day, your staff are Up until now, they have most likely been just
motoring. We then hand you over to our Help concerned with some hand wash and
Desk. transferring items returned from Theatres to
the Washer Racks.
Now it's time to run the system on the Clean
Side for around 4 weeks. This generally allows Now we are going to introduce tracking
enough time for all your trays and singles to technology.
have been labelled.
By now you should have implemented 2D
This is important as you need labels on packs barcodes and /or Tray Tags and/ or having
before you can move to tracking. used Steripeel barcodes returned to CSSD
with the items.

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© 2019 Scancare Pty Ltd. All rights reserved 22
Day 2 - 5 Day 2 - 5
Go Live! Go Live!
The key to training CSSD staff is repetition. GO LIVE in 1 Theatre.
Show them over and over until they get it.
Then once your happy with how it’s working in
Basically, just go over and over the same things the first theatre, it can then be rolled out across
for 4 days in a row. By the end of the last day, all theatres.
your staff are motoring.
Hand Over to Help Desk.
We then hand you over to our Help Desk.
Now it’s time to run the system in Decon for
around 4 weeks.

This provides the opportunity for your staff in

Decon to become proficient and comfortable
with running the system.
TIP
Week 7 Theatre
If you are implementing scanning in
theatres, you will need to run the system in
Day 1 CSSD in the initial stages until stock of
Is used to make sure everything is ready for barcoded trays and instruments start to
Go Live the next day. reach the theatre stores.

It’s used to confirm hardware operation, run At the start, they won’t have anything to
system simulations and prepare for Go Live. scan.

We like to Go Live in just 1 theatre for a start. It makes good sense to take a staged
Every theatre has its own systems and approach to running the system out to
processes. other departments in your facility.

Running in 1 theatre allows us to iron out any Remember slow and steady wins the race.
issues with your work processes before rolling
out to all theatres.

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© 2019 Scancare Pty Ltd. All rights reserved 23
 Summary
Planning is the key to a successful implementation.
Design an implementation plan. It provides a foundation and gives
you direction.
Work out what level of Tracking you want – Tray or Instrument
Level. Assess the pros and cons of each. Benefits versus Effort
versus Cost
Remember the more you want to do, the more you will have to do.
Implement in stages. Too much too soon causes stress and creates
resistance. Slow and Steady wins the race.
Appoint key staff. They will be your main asset.
Have a change management plan. Minimise change resistance.
Emphasise that it’s not harder, it’s just different. And NO more
writing.
Work out what you want to etch. Develop a strategy. UDI is coming!
Design your workflow and fit the system around that – not the other
way around
Train your super users. Go for the train the trainer approach
Practice. Set up simulations
Seek advice from your tracking systems provider. They have done
this before.

Instrument Tracking System Success Guide

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24
 Author's Profile
Michael Stanton is the CEO and director of operations and has overseen the
development effort for Scancare since the product’s inception in 1994. Michael
has a background of over 15 years in the medical industry in relation to
surgical instrumentation, software-based systems development, and ISO
Quality management procedures.

Through Michaels efforts,

ScanCARE affords a phenomenal
quality control record throughout its
operations. ScanCARE software
has been written to strict guidelines
partly through the coincidence of
Michaels heritage in the surgical
instrument industry.

This has, in turn, generated software that most software development

companies would envy. Software debug cycles and customer troubleshooting
resolutions are claimed to be the lowest in the industry as a result of
consistent management under Michaels direction and focus on a high level of
customer satisfaction.

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved 25
 About ScanCare
“Helping health professionals deliver
consistent high quality, safe patient care
is our purpose”
At ScanCARE we create
healthcare solutions that help
nursing and theatre managers
and their teams to safely
navigate what can seem like
a minefield of regulations and
standards. Opening our
doors in 1987 our focus
during those early years was
on crafting and maintaining
surgical instruments for
operating theatres. Working
with this special purpose

equipment gave us a direct "warts and all" insight into the surgical
instrument management process and we realised it could be done better.

We became enthralled with the idea of revolutionising the way clinics and
hospitals managed surgical instrument processes. The result was a
surgical tracking and perioperative activity management system,
ScanCARE Activity.

Building 8, 175 Varsity Parade

Varsity Lakes, QLD 4227
Phone: +61 7 5562 2661
[email protected]

Instrument Tracking System Success Guide

© 2019 Scancare Pty Ltd. All rights reserved 26