Tracking Systems

Chapter 19

Objectives:

As a result of successfully completing this chapter, students will be able to:

List the primary reasons for tracking equipment, instruments, and supplies

Discuss the use of computers and information systems to support applications within the facility and Central Service department

Recognize that tracking systems enhance Central Service operations

Explain that tracking systems must address the specific needs of the healthcare facility and Central Service department

Review the features of available instrument and equipment tracking systems

Reasons to Track Equipment, Instruments, and Supplies

Insure they can be quickly located

Determine when consumable supplies should be replaced

Measure item usage

Maintain accurate records of processes such as sterilization, distribution, etc.

Assist with quality processes

Obtain information for financial analysis

Tracking Systems Tracking can be done manually

or by using computerized systems

Many departments use a combination of both methods to track various processes

Computer-Based Information Systems

Have been around since the 1970s

Manage information needed to support patient care

Provide information needed to make decisions that enhance quality

Provide information needed to make decisions to manage costs

Point-of-Use Computing

Placing computers at the patient’s bedside

Placing computers into Central Service and other hospital work areas

Selecting Department Systems

The selection of a computer-based information system must be based on identified needs of the department (system)

Once systems have been evaluated and one has been selected, hardware installation and training must be completed before the system is implemented

Tracking Methods

Bar Codes

Radio Frequency Identification

Methods can be purchased for use as stand alone networks

Some are available as subscription-based services

Basic Instrument and Equipment Tracking Systems:

Basic Systems can generally track (account for): Complete instruments and trays Specific equipment items Last known location of specific instruments, sets,

trays, or equipment items Cost and value information Number of complete processing and use cycles

through which instruments and instrument sets have moved

Usage of specific equipment Preventive maintenance schedules and repairs

Other Tracking Information

Complete Tray Lists

Productivity Reporting Information

Quality Assurance Information

Ability to Interface with Advanced Sterilization and Decontamination Equipment

Financial Data

Ability to Interface with Clinical Systems

Tray Lists and Set Up Procedures such as:

Name of Central Service Technician that assembled and inspected the set or equipment

Date the set or equipment was processed Sterilization and cleaning process Catalog numbers and manufacturer’s names to

identify instruments and associated equipment supplies

Quantity of instruments included in the set or tray. Lists grouped by category or instrument placement

within the set Identification of instruments missing from set

Productivity Reporting Information

Sets and instruments processed and completed during a specific work shift

Sets and instruments completed by specific employees

Equipment distributed and processed

Quality Assurance Information

Sterilization load quarantines

Education and in-service documentation

Biological monitoring standards and regulations

Financial Data

Instrument replacement and repair

Equipment replacement and repair

Preventive maintenance notification

Preventive maintenance records

Utilization of instrument sets, trays, and equipment

Productivity data and staffing requirements for peak operational workflow

Advanced Systems

RFID (Radio Frequency Identification) provides real time location information as items move through the facility and processing cycle

Bar Code Labels – allow staff to know the last location of a set or tray

Laser Etched Bar Codes – Allows the tracking of single instruments

Tracking Systems

Allow Central Service Technicians to manage quality, customer service, and costs, by managing information