Before opening the outpatient facility, the Endoscopy service practiced in our main hospital facility where flexible endoscopes were stored and used in a variety of locations. The locations were on various floors and created challenges in accurately tracking, documenting, and communicating their status within the facility. Given the importance these instruments play in the care delivery process, the organization sought a new approach to manage the devices centered on the following objectives:

• Improve the control of instruments and heighten accountability for use within the organization

• Introduce automation around processes for storage, utilization, and reprocessing

• Align and support the existing organizational patient safety and quality initiatives for world class patient care

With these objectives driving the search for a new approach to our endoscope management, we identified a unique technology to support our efforts. The organization selected an endoscope tracking technology from Mobile Aspects, a Pittsburgh-based technology provider. The system was implemented shortly after the opening of the new outpatient facility in the fall of 2008.

The system uses radio frequency identification (RFID) technology to automate the processes associated with endoscope storage, utilization, and reprocessing. In using RFID technology, each endoscope has a unique RFID tag applied to the flexible endoscope. In addition to the RFID tags, the endoscope tracking system consists of two primary components.

The first component is a set of cabinet-based storage units that store, protect, and monitor the use of our flexible endoscopes. These units are located within a central storage area of the Endoscopy Unit and only allow authorized users to access the system and remove endoscopes. Users are required to identify the patient or procedure where the endoscope(s) will be used prior to removing it. The system automatically associates the devices to the patient selected as well as to the staff member who removed the device.

The second component is a workstation located in our reprocessing area that tracks the high-level disinfection of the flexible endoscopes following a procedure. Once the endoscope has been decontaminated, it is received into the reprocessing area for high-level disinfection. The workstation automates the receipt of the devices using the RFID technology and then through software automation tracks the testing of the AER’s disinfectant efficacy, placement of the endoscopes into AERs and adherence to our reprocessing procedures. Upon completion of reprocessing, the endoscopes are returned back to the storage units in an adjacent room.

Upon implementing the system, we have realized initial success towards the objectives we identified. The storage of the flexible endoscopes has been centralized into a single location with effective controls put in place to monitor instrument removal and utilization. The automated processes from the RFID technology along with the system’s easy-to-use touch screen software have allowed the technology to be quickly adopted by our staff.

Process automation has been put in place for key parts of the endoscope utilization cycle. Most notably, within our reprocessing areas we have moved towards a more effective approach in maintaining optimal levels of quality through the steps to high-level disinfection.