Scan Fatigue in Sterile Processing: HSPA 2026 Interview Highlights Workflow Gaps and Opportunities

At the 2026 Healthcare Sterile Processing Association (HSPA) Annual Conference, held in Baltimore, Maryland, from April 25 to 28, one session tackled a surprisingly common but often overlooked issue in sterile processing departments: scan fatigue.

In an interview with Infection Control Today, a sterile processing leader from the Philadelphia VA Medical Center, Deannard Esnard, CRCST, CIS, CER, CHL, CFER, CQUIA, shared insights from his presentation, focusing on why tracking systems fail—and how departments can fix them.

With more than 15 years of experience in sterile processing, the speaker described scan fatigue as a growing challenge tied to both workflow design and staff engagement. “If you have a tracking system, you have to run reports on scanning, and at times you pull up your report, there’s nothing there,” he explained. “There are gaps in your recording.”

Those gaps prompted a deeper look into why technicians are not consistently scanning instruments throughout the reprocessing cycle. According to the speaker, one of the most significant issues is a lack of understanding about the purpose behind scanning.

“A lot of our technicians…don’t know the reason why they’re scanning,” he said. “They’re not invested in the process.”

This disconnect can lead to inconsistent adherence, missed documentation, and, ultimately, reduced traceability, an issue with implications for both patient safety and regulatory accountability. Without complete tracking data, departments may struggle to respond effectively to recalls, investigate infections, or demonstrate adherence to protocols.

The speaker also highlighted how excessive or poorly designed scanning requirements can contribute to fatigue. “Why should I scan 10 times to get it to the washer?” he said, illustrating the frustration many technicians feel when workflows include redundant steps.

In some cases, alerts built into tracking systems are ignored entirely. “Some technicians don’t even acknowledge the alerts or read them,” he noted. “It’s just an automated system—okay, okay, okay.”

This normalization of alerts can lead to critical steps being skipped or overridden, even when they are intended to prevent errors. For example, instructions to soak an instrument may be acknowledged in the system but not followed in practice.

To address these issues, the presentation emphasized the need for departments to reassess their scanning processes. Rather than adding more steps over time, leaders should evaluate which scans are truly necessary and which may be outdated or redundant.

“Maybe now it’s time to do a risk assessment on your scans and what’s actually needed,” Esnard said.

From a leadership perspective, accurate scanning data are essential for demonstrating workload and advocating for resources. “If you have 200 trays coming through decontamination, you want all 200 trays to be scanned,” he explained. “That shows the volume of the work.”

At the same time, technicians need to understand how their actions contribute to broader goals, including patient safety and process transparency. “If there’s a recall or an infection…we can show we followed every step in the process,” he said.

Beyond the technical aspects of scanning, the speaker also reflected on the importance of professional growth and investment in sterile processing careers. He shared his own journey, describing how he personally funded his first HSPA conference early in his career.

“My mindset was, if I’m going to start a new career, I want to invest everything I have into it,” Esnard said.

Now in a leadership role, he encourages others to take a similar approach, emphasizing mentorship and continuous improvement. “I like making things better. I like process improvement—that’s my passion,” he said.

The value of conferences like HSPA, he added, extends beyond education sessions. “The networking is amazing,” he said. “You’re getting new ideas…things you can bring back to your department and make it better.”

Ultimately, the presentation and interview underscored a key message: improving sterile processing workflows requires more than technology. It requires thoughtful design, staff engagement, and a clear understanding of why each step matters.

As health care systems continue to rely on data-driven processes, addressing scan fatigue is a critical step to ensuring that tracking systems deliver on their promise, supporting both operational efficiency and patient safety.