Streamlining Loaner Equipment Management: A Case Study From Siriraj Piyamaharajkarun Hospital

Siriraj Piyamaharajkarun Hospital's Central Sterile Supply Department (CSSD) in Bangkok, Thailand, addressed challenges in managing loaner equipment through a comprehensive initiative presented as a poster at the Healthcare Sterile Processing Association (HSPA) Annual Conference in Las Vegas, Nevada, held from April 20 to April 23, 2024.

The initiative aimed to minimize surgical delays and improve department communication regarding loaner equipment usage.

The procedures outlined included stringent decontamination protocols for loan instruments, adherence to indemnity agreements with supplying companies, and the assurance of unique identification for traceability. Additionally, the initiative emphasized the importance of user training and the availability of clear instructions for safe device use.

To enhance efficiency, loaned devices must be delivered at least 24 hours before use, accompanied by a comprehensive delivery checklist. Furthermore, a recall procedure was established to assess client, patient, and resident risks associated with loaner equipment.

Implementing a Plan-Do-Check-Act (PDCA) cycle, the CSSD transitioned from manual record-keeping to using Google Forms for data input. Notifications via Line Notify were utilized to keep operating room staff and infection control personnel informed about equipment status, facilitating easier monitoring and coordination.

The hospital's experience with loaner equipment, often imported from various companies, highlighted incomplete or inaccurate record-keeping challenges, leading to delays and miscommunication. The CSSD's initiative aimed to address these issues by implementing a web application to track loaner equipment status, streamline operational processes, and reduce surgical delays.

On the poster, a Fishbone diagram was used to illustrate the communication issues that arose between the OR and the CSSD regarding loaner equipment. One of the main issues was that the CSSD staff was unable to provide enough equipment to wrap and sterilize the loaner tools due to a lack of knowledge about the loan instruments. Additionally, the company personnel did not inform the OR whether the tools were managed or not, leading to confusion. There was also a lack of common communication between the two departments, as their work processes were not the same and there was a need for tracking tools. As a result, the staff was unsure of the status of the loaner tools, causing further complications.

After implementing the web application, staff from all departments could easily access and verify loaner equipment status, contributing to increased satisfaction ratings and reducing incidents of delayed surgeries. The CSSD aimed to achieve a satisfaction score of 4 out of 5 and decrease the time spent searching or verifying loaner equipment information to zero minutes.

In conclusion, Siriraj Piyamaharajkarun Hospital's initiative exemplifies the importance of effective loaner equipment management in surgical settings. By leveraging technology and implementing streamlined processes, the hospital aims to enhance patient safety, minimize delays, and improve operational efficiency in loaner equipment management.

Nanthipha Sirijindadirat, Pawitree Sukket, Kalyarinthaphas Somboonsap, and the Central Sterile Supply Department (CSSD) at Siriraj Piyamaharajkarun Hospital in Bangkok, Thailand, wrote and presented the poster.

Find other coverage from HSPA 2024 and previous years here.