The Loaner Tray Conundrum – How to Accurately Track Loaner Trays Throughout Your Department

Hello, and welcome to a podcast with Sensus. I'm your host, Gabrielle, and I am so excited to have guests Susie Martin and Carrie Miller here with us today. Susie Martin is a proven business manager with years of successful experience focused on project management and personnel management at Census Technologies. And Carrie Miller is the perioperative enterprise coordinator at The Ohio State University. Thank you so much ladies for joining us today. Thank you. Thank you. Awesome. So, let's go talk a little bit about management. So, managing surgical loaner sets involves a lot of moving parts, I'm sure. So, what is the process of managing vendor loaner trays at, your facility? So with Ohio State, we've actually just launched an off-site, SPD facility. So we have about five hospitals with ambulatory surgery centers, and then we have the large freestanding SPD. So we're kind of working towards streamlining the practices across the enterprise. But current state, our vendors obviously use the loaner link system to, confirm their orders and check those trays in. And then depending on the time frame that they've given us, whether it be, you know, a few days out or the day before surgery is when we decide what, location they go to. Most often, all of the vendor trays get sent to our off-site facility though, and then we check them in with the loaner link and send to track system, process them, and have them ready at their facility for the cases. And then, obviously, the system system alerts them with the pickup time as well. Fascinating. Loaner set management is just very critical to many factors including safety and efficiency, I'm sure. So it's important that when it's done, it's done right. Right. On that note of efficiency, how does your department use LoanerLINK to streamline your loaner management process? Yeah. So, we, again, have about five locations, and we have a large, vendor influx at the two main locations, our main campus hospital as well as our east community hospital. And we see on average about two hundred vendor trays a week, plus consignment. So we have a large volume that we do, but using the loaner link, it allows us to kind of look ahead and forecast what's to be expected. So in my current position, I'll get into loaner link on a daily basis, review the orders that are going to come in, and then as well as verify that vendors have confirmed their orders. So oftentimes, you know, surgeons will schedule their cases. If the vendor isn't notified via loaner link, there might be a glitch in how the scheduler scheduled it, or they might simply just not need trace for that case even though they've gotten the alert. So we use loaner link to ensure that not only the vendors are aware, but our staff is aware, and that helps us to then facilitate our staffing needs. So if we have a large influx of vendor trades coming in, especially, you know, during the busy orthopedic seasons, then we'll make sure that we're staffed accordingly. So we use Vendorlink or I'm sorry. Lenderlink, with with high volume during that. We also try to work closely with our vendors to ensure that their tray naming conventions are accurate. So I'll get into LenardLink and look at the tray names and verify that they're how we want them streamlined so they're consistent across the enterprise. But then working with them consistently to update any changes in the tray names or delete any trays that have been discontinued. So we are in constant communication, and that's one of the huge perks that I like Lunar Link is that it helps us build those relationships with the vendors, stay in constant communication. And then it allows the OR team to know that, hey. We're going to have the trays we need because there's somebody oversight looking at what's supposed to be coming and what is and what is not delivered. Absolutely. So it sounds like everything's really simplified and made it a lot easier to control, which is a really good solution for management. Right? Yes. For sure. There's it it, it also allows I think, anyway, from my experience, it allows visibility across the facility. Anyone that has access to loaner link can see what trays are coming in, when they're to be expected, and even where they are in the perioperative loop at the site. So they know exactly where those trays are at any given moment. I agree. And with our facility having, you know, the off-site facility, it that's a huge perk is that hyper vigilance and understanding of where the trays are at any given point. So with the LunarLink Indocensa track, you know, staff members, if there's a surgeon that's requesting trays and they aren't aware of where they're at, they can log in, see it, and it's all populated there. And they can also see, yes, your your vendor dropped it off at this date, this time, and at this location. So it's very transparent, and that's something that's very beneficial to not only SPD, but to the OR and the surgeons as well. For sure. I mean, that's super helpful data Yeah. Wanting to know. Do you feel that LoanerLink improves communication and compliance with the loaner tray vendors? And if so, like, how so? I would say yes. I think buy in is gonna be the first critical piece. Right? So you need your vendors to understand the whys behind it. Every facility has their own system. Loaner link just being one of them. So a lot of these vendors go to facilities that have different systems. So making sure that they're properly trained, they understand why and what's expected of them, how we we at Ohio State want them to use it. And so with that, then they feel that their voices are heard. I'm consistently working with them to make sure, hey. You didn't do this. Was there a barrier that, you know, kind of interfered that made you not available to do it, or was it just the lack of desire? And then just working alongside of them to feel to make sure that they feel that they're valued, but also to make sure that they're following our processes because those are put in place for a reason, and our ultimate goal is that patient. But with that, you know, I I feel that with Lender Link, it connects directly to our surgery scheduling, interface, and so it allows that communication on the back end as well. So if a surgeon decides to cancel a case or move a case up or later in time, if the vendor has attached their trays and their order to that procedure, it gives them a notification. And then also on my side, I get the notification cases were canceled, they're moving up. And then with that, you know, it allows us again to work on staffing. So we're not putting all of our efforts and resources into cases that have been canceled, but rather the ones that are going to be going on. And then with that too, if the cases move up that we're prepared for that. You know, we're not waiting to hear the phone call from the OR saying where our vendor trades the case moved up. We're getting that communication. And, again, it's that very transparent piece, but that's what also helps us build that trust with the OR, especially with, you know, seventy ORs across our enterprise. We're we're moving, and we need to make sure that our ORs trust us and trust that we're gonna have the trades that they need, when they need it. Absolutely. That trust is important, and this definitely streams line streamlines communication. Yeah. And I know you spoke about it a little bit, Carrie, but how does, the this perform in terms of visibility more specifically? Yeah. So, like Susie said that the visibility of where the trays are at any given moment has added huge, buy in across all members. So we, you know, know where the trays are and where they're at in the process, but also we can hold the people accountable. So we can see the vendor didn't drop off their tray. We can call them. And so it's visible that, hey. We need we need to make some phone calls for tomorrow's cases because the vendors have not dropped them off. And even on the other side, it's time for pickup. And so we don't wanna be the storage unit for all of these vendor trays. And so it's important that these vendors come and pick up their trays so that way we're not also responsible if something were to be lost or missing. So we use this system on both ends, the pickup and the delivery, and keep that visibility clear across. And that also helps keep people accountable, and it helps the processes and procedures that we put in place be able to be kept up. And I think it also assists the vendors, because they do like you said, they also have the visibility, of when it's time to pick up their trays. They will get a notification, but they also have access to loaner link to see where their trays are anywhere within the facility. If they're, you know, in Decontam or if they're they've gone to the sterilizer, you know, maybe they need to be in the room for that case, but they're running late or something like that. They can still see where their trays are and know exactly when they need to be there for that procedure and know that their trays are ready to go. So you've shown there's a lot of easy visibility within the key analytics of the entire loaner and vendor management process through LoanerLink. Now so my next question is, does the integration between Loaner, Link and SensiTrack help provide real time knowledge of scheduled, procedures at your facility? Yeah. Like I mentioned earlier, the scheduling interface that Ohio State uses links directly with the loaner link incentive track platform. And so when those case cases shift, cancel, move up, move, later to the day, move to a different date, that's real time communication. And so not only the vendors are getting the information, our department is getting the information. And like I said, we're able to then staff accordingly. We don't wanna spend our resources financially, staff resources on putting through trays that aren't going to be needed any longer because the case canceled. But, also, we wanna verify that what the cases that are first start cases are getting their first start trays. And then within the loaner link and descents track, as soon as that vendor confirms their order and, creates it and attaches it to the system, when they come to deliver their trays, we're able to pull it up into SensitiveTrak, print off their tags for them, and then the process starts because we're scanning the trays with those labels. And then that's what to Susie's point of being able to track it through and knowing if it's an SPD, if it's in, the sterilizer or if it's in sterile storage, it allows that process to be very transparent for the SPD staff, the vendors, the OR staff, and surgeons. So that wide range, visibility has made it very easy to know where your things are at each step of the process. Absolutely. And tracking through real time is just such a cool feature to have with this tool. How has a loaner link made a loaner process more efficient for your vendors? So I think that every SPD facility has the vendors they love and the vendors that are always a pain in their side. You know, some vendors, like to see how far that they can push. But with this system and with any system that you put in place along with your policies and procedures, it creates that foundation. So here's our process. Here's our policy, and this is the system we're going to use. And so with that, the vendors understand this is exactly what's expected of me. And so it becomes very routine and very uniform. They know I'm gonna check my order in on the Lunar Link website. I'm gonna get that notification that the case is even scheduled first, and then they're going to tell me where to deliver my trays. And they traditionally know because we use the same vendors on a routine basis, so they know where they need to go. They they know that they know the process, and then they drop it off, and they use, the loaner link to check-in at the facility, and then the staff helps them. So I feel like it's helped Ohio State, especially as a large organization, better control what's coming and going and know what's coming and going. We wouldn't wanna be blindsided by a huge influx of vendor trays coming and then not be properly, ready for those. And then it also helps with that relationship piece. You know, SPD, it's very common that we don't always have the best relationships with our OR staff because of trust. And so any way that we can find to build that trust, to build that communication, to Susie's point with the transparency that OR can log in and see it, it's going to help at large. And so I feel like that's what LoanerLINK has done for Ohio State, is that it's given us the foundation of our vendor policy and allowed us to stay very transparent across. And there's also another feature within loaner link that assists, I would think, with, vendor compliance in that vendors there's a vendor rating section in loaner link where, you know, if you have a vendor who's notorious for not getting their trays delivered on time, you have documentation of that. A lot of a lot of the sites that I've worked with, they you know, it's a piece of paper, it's a sticky note, whatever it may be. They don't have any true documentation to prove that a vendor was, you know, late getting their trays delivered. Well, with loaner link, they do have that feature now. You know, it may not be as robust, but it at least gives them some documentation for that. And then another nice feature of loaner link is the quality feedback. If there are, you know, if there's something going on with one of the trays, on either side, there is a area in learner link where you can put that. So there's documentation again. And Yeah. And to Susie's point with the vendor ratings, it has allowed us to have some some tough conversations with our vendors and surgeons and understanding why things are not ready at at the time that they need them. And with that information, the surgeon can take a step back because in true fashion, the surgeons tend to side with the vendors. And so we're able to use that information to show, hey. Actually, we've had some some issues with these these specific vendors getting their trays to our facility at the correct time. And with those difficult conversations, we, again, earn the understanding, and the empathy almost from those surgeons that that understand, wow. They're trying to do their job. It's it's the other partner in the puzzle that is making it difficult. And so with that, we're able to kind of, again, look at the barriers that are involved. You know? Is it they don't know how to use the system? It's not working properly, and then we can reach out to Census to, you know, better understand what's the backside of it looking like, and work through those struggles with them to then make them be a, you know, a working piece to our element. And, Carrie, something else that you had mentioned early earlier on in the conversation is, initially, it's so important to get the buy in from the vendors because, ultimately, this does fall to them. If they don't do what they need to do, then it's not going to work like it needs to. And getting that buy in upfront is extremely important. I agree. And I don't think it's just the vendors either. I think it's the surgeons and understanding the software and the importance of it because then they can help hold those vendors accountable. Like I said, they're working simultaneously together with them. They tend to side with the vendors. And so if we can get the surgeons buy in as well as the vendors buy in, we have a lot more room for growth and improvement and, overall, you know, operationalizing the tool. Easy visibility, communication in real time, and efficiency. So this is probably why Sensus is the leader in surgical asset management solutions. Right? I would think. Yeah. Absolutely. I would say so. Well, are there any last thoughts, any parting words you want to say, any important points you wanna drive home? No. I I think that with any system, there's the learning curve, the buy in piece, and then it's just time. Time trial, we're gonna have errors. When I first came on board, loaner link was new to me. I was accustomed to a different software system. So just learning it and taking the time to learn it and learn it well, and then be a good resource and steward to your customers, whether it be the vendors, the OR staff, surgeons. But, overall, I think that this has helped Ohio State really move forward and be a leading health care system, especially with our freestanding facility. It's the first in the state of Ohio, so it's something we're super proud of. And the tool like loaner link has made it possible to continue moving forward with our vendors, especially. Wow. First in the state of Ohio. Congratulations. Thank you. That's an awesome accomplishment. The Ohio State. That's right. The Ohio State. So fast. And and, Carrie, wouldn't you say or agree that, you know, a lot of this comes from when you start first, start looking at loaner link, you know, because there's the training that has to take place both with the vendors and with the staff, SPD staff and OR staff. I think, to your point, it's important to have the doctor's understanding what's going on, what this what this program is going to do. So, again, early on buy in and then the training. Well, a big thank you to Susie Martin and Carrie Miller for being here with us today. To learn more about Census and the awesome things they do like Loaner Link, visit census dot com. And, of course, to hear more episodes, look for this podcast on Spotify, Apple Music, or wherever it is you get your podcast at. Thanks again, ladies, for joining us. Thanks for having me. Thank you.