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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