Due to the recent tough economic pressures, hospitals are searching for ways to contain their purchasing costs. One way of reaching that goal is by extending the life of their surgical instruments. By implementing a proactive instrument repair program, hospitals can reduce overall costs by maximizing their instrument investment. They can also help improve surgeon and clinician satisfaction and improve OR efficiency by ensuring that the right products are working properly and available at the right time, for the right procedure. Here are four easy steps to achieve these goals.

Many times, hospitals overlook the importance of educating staff about proper care and handling of surgical instruments and equipment. However, implementing an instrument care education program can extend the lifespan of instruments and dramatically reduce costs related to instrument replacement.

A sterile processing department’s staff education should begin with basic knowledge of the instruments they come in contact with day to day. This includes knowing what each instrument is used for and what function it performs in surgery; and an understanding of each instrument’s manufacturer’s directions for use (including instructions for how each instrument should be cared for when going through the decontamination and sterilization cycle.).

Once staff is well educated on the care and handling of instruments and equipment, it is then their responsibility to apply what they have learned. Proper inspection during decontamination and assembly is critical to the safety of the patient and to identify which instruments are in need of repair.

It is important for staff members to condition themselves to know how ‘like-new’ instruments feel prior to putting them to use. They should frequently compare new surgical instruments (or those that have recently been repaired) with instruments they regularly inspect, to familiarize themselves with the characteristics of each. When they are able to tell the difference between a properly functioning instrument and an instrument that is in need of repair, they are in a much better position to prevent the instrument from further damage and to ensure that a safe and effective surgical instrument will be used on patients.

Repair and maintenance costs for surgical instruments are minimal when compared to the alternative: much higher costs for excessive repairs and replacements for damaged instruments. That’s why it’s so important not only to train staff to look for the early warning signs of products in need of repair; but also to partner with a qualified, knowledgeable vendor who can time- and cost-effectively repair instruments when needed. When searching for an experienced repair vendor there are a few key questions to consider:

• Does this repair partner have experienced repair technicians? It’s important to work with a repair partner that employs experienced repair technicians with a proven track record of quality repairs. Ask potential instrument repair vendors for the average tenure of their employed technicians, and what training they go through to prepare them for the job. This will allow visibility to their repair knowledge and experience.

• Does the repair vendor offer pricing that is inclusive of all repair tasks? It is important not to have any surprises that can drive repair costs above your budget. Some vendors charge extra for parts or "extensive repairs," so be sure to clearly understand the pricing structure upfront.

• Can the repair partner support all of your instrument needs, or just some? Make sure that your instrument repair partner can provide quality repairs on all instrumentation. Having a one-stop shop for all repair needs provides you with additional convenience and control over your instrument repair budget.

• Does the repair vendor offer convenient on-site repair services? Make certain that your partner has on-site repair capabilities, as well as an efficient process for repairing instruments that can’t be performed on location. The most important factor when considering a repair vendor that offers on-site repair is the quick turnaround time it facilitates.

• Does the repair vendor offer tracking or report functionality? Ask potential repair vendors if they offer a tracking system that generates reports on repair services that were performed and daily schedules of upcoming repairs. This functionality is especially important in providing reports on a hospital’s monthly spend on instrument repairs.

• Do they provide additional services? Additional services such as on-site staff education programs should also be kept in mind when making a choice of which repair vendor to use. This demonstrates a potential partner’s subject matter expertise and knowledge of customer needs.

Few things are worse than having an upset surgeon because an instrument failed to function properly during surgery. To prevent this from occurring, place instrument trays on a regularly scheduled tray maintenance program.

When performing preventive maintenance on instrument sets, a repair technician will perform an inspection on all instruments and repair / sharpen instruments that need it. While the costs may at first seem higher, in the long run this preventative approach will prove to provide the facility with cost savings and prevent the additional expense of having to purchase new instruments because of improper maintenance. When a qualified repair technician examines sets, they look for cracks, loose screws, pitting, spotting, bent instruments and even for instruments that do not belong in the set, all of which the sterile processing staff may not have the experience or the time to analyze. All of these problems can contribute to challenges in the Operating Room.