The challenge of data instruments: Pitfalls to avoid
Introduction :
In surgical instrument management, data quality and completeness are key success factors.
Yet hospital traceability systems often encounter the same obstacle: systematically incomplete and non-generic data, too often neglected by solution providers who do not have sufficient expertise to meet the specific needs of the hospital sector.
These traceability deficiencies lead to malfunctions, a loss of efficiency and, sometimes, significant costs.
This Newsletter aims to expose the main pitfalls and share best practices to establish more reliable and sustainable data management.
1. The risks of data management without procedure
When there are no clear procedures for creating data, problems multiply and the system becomes fragile, impacting the reliability and efficiency of operations.
Lack of standardization: Without clear rules, each user may record information differently, creating inconsistencies and errors. Different people may enter the same information in different ways, while the same user may change methods over time if there is no uniform template. Additionally, instrument names may vary by region or manufacturer, increasing confusion if no standard nomenclature is applied.
Difficulty writing according to precise rules: Without dedicated templates or models, it is difficult to ensure uniform input that complies with the required standards. Sensitive information may be inconsistent, poorly formatted or insufficient, which undermines the usefulness and security of the data collected.
The lack of management procedures thus seriously harms the accuracy and efficiency of traceability, making it more difficult to exploit data and coordinate between services.
2. Storage media: advantages and limitations
Excel, PDF and Word files are often used to store surgical instrument information. Similarly, random and non-harmonized databases from multiple sources are integrated into information systems to allow easy filling.
These formats are easily accessible but quickly reveal their limits for complex hospital use:
Excel allows basic table management but can become cumbersome when the volume of data increases.
PDF and Word are static, making information quickly obsolete with no possibility of dynamic updating.
Databases integrated into traceability systems: Although they allow operations to be monitored, these databases do not provide generic and complete data, limiting the flexibility and completeness necessary for a good management system.
Non-centralized and non-standardized, or overly rigid, media are sources of errors, reducing the reliability of the information needed for smooth instrument management. They too often cause duplicate, triplicate, or even more data piles, which pollute and seriously affect the fluidity needed for the traceability system to function.
3. Accuracy, completeness and precision: essential values
Accurate, complete and precise data ensures optimal management of resources and helps to ensure safe surgical procedures.
Complete data: This is necessary to anticipate instrument needs and prevent stock shortages.
Accurate and accurate data: The accuracy and truthfulness of the information ensures rigorous traceability and reduces the risk of delays or errors in the operating room.
The consequences of incomplete, inaccurate or erroneous data are costly and directly harm the quality of care.
4. The challenges of sharing multiple and non-standardized data
When information is stored in various formats (Excel, Word, PDF), communication and access difficulties arise:
Complicated updates: The lack of a single point of reference for data makes it difficult to update information.
Limited access: Some formats are not accessible to all collaborators, particularly those externally.
Inconsistencies: Non-harmonized media promotes duplicates and incompatibilities.
A centralized and standardized system is essential to ensure a shared vision of the data.
5. Data classification: an essential structure
A good classification organizes data according to criteria such as families, types, specialties and some important instrument specificities, facilitating research and management.
Quick search: Precise classification allows you to quickly find instrument data, contributing to team responsiveness.
Reduced errors: Good organization reduces the risk of confusion and ensures good overall management.
This structured organization of information is a key factor in ensuring the safety and efficiency of processes in the operating room.
Conclusion :
Data quality is the foundation of surgical instrument management and operating room safety.
Often neglecting completeness and standardization, many hospital traceability solution providers compromise the quality of care by not offering a system designed to meet the specific needs of the hospital.
Using a centralized system, with accurate, complete and precise data, transforms instrument management by facilitating precise measurements: instrument turnover rate, real-time inventory monitoring, frequency of use per instrument and anticipation of replenishment needs. These indicators are essential for identifying optimization areas and better managing resources.
In addition, a harmonized and shared database improves communication between teams. Surgical teams, pharmacists, executives and sterilization agents, managers can access the same reliable information, thus promoting optimal coordination and faster and more secure decision-making.
By avoiding gaps and redundancies, an accurate and shared data model optimizes overall performance, reduces costs and ensures safe continuity of care.
Jean-Paul Averty
President and Founder of InWay SAS