By: Chris Chrzanowski

In brief:

• Poorly managed case carts, kits and trays disrupt surgical workflows and increase costs.
• Standardized tools and workflows simplify tasks and improve collaboration between SPD and OR teams.
• Implementing lean processes makes it easier to adapt to future changes.
   

Managing the flow of surgical instruments and supplies is a behind-the-scenes process that can make or break operating room efficiency. Yet, case carts, kits and trays—critical tools that bridge the sterile processing department (SPD) and the operating room (OR)—often suffer from outdated processes and inefficiencies. When these workflows are mismanaged, it can lead to wasted time, increased costs and frustrated staff. By adopting lean methodologies and modern technology, healthcare facilities can transform these processes into well-oiled systems that help reduce waste, control costs and empower teams to focus on delivering exceptional patient care.

Fixing the disconnect between SPD and OR teams

Case carts, kits and trays are the backbone of surgical operations, but their management often exposes inefficiencies in how SPD and OR teams work together. These gaps in collaboration can lead to delays, wasted resources and added frustration for already overburdened staff. To close this disconnect, a strategic overhaul of workflows can help to create more alignment and consistency across both departments.

Three actionable strategies to help make this vision a reality include:

Map workflows to find bottlenecks

Workflow inefficiencies are often invisible without a detailed, data-driven understanding of how instruments and supplies move between departments. Digital mapping can help visualize these

processes, highlighting bottlenecks, redundancies or poorly coordinated steps. This clarity allows teams to prioritize fixes that reduce delays and make case cart assembly faster and more accurate.

Automate tasks that slow teams down

Repetitive manual tasks like instrument washing and tracking can be time-consuming and increase the risk of human error. Automation can lighten this burden by creating predictable and consistent results. From automated washing systems to real-time tracking tools, these technologies can help free up staff to focus on more critical, value-added activities such as ensuring instrument sets are complete and ready for use.

Create standardized processes and tools

Standardization is the key to building scalable, reliable workflows. Hospitals should align case cart designs, optimize storage solutions and implement consistent procedural workflows. This can minimize variability and help ensure staff across departments can work efficiently and effectively.

Without standardization, staff may face situations where surgical instruments are misplaced, case carts are packed inconsistently or storage areas are cluttered and disorganized, leading to delays and frustration. Consistency can help reduce confusion, speed up operations and help teams focus on delivering quality care.

The ease of change

One of the most overlooked benefits of implementing lean processes is how much easier it becomes to adapt to future changes. Once workflows are standardized, automated and optimized, the flexibility of the system is dramatically enhanced.

For example, if a surgeon requests a new instrument, a better tracking system can quickly determine availability, check backstock and notify purchasing if additional items are needed. If an item is on backorder, the system can even identify whether a sister hospital has the item in stock, enabling resource sharing instead of unnecessary spending.

The same ease applies to case cart adjustments. With an optimized system, changes to case carts, such as adding or removing items, can alert purchasing and representatives to ensure updates are properly tracked. Single-pull disposables, sterilized packs and other materials are seamlessly integrated into the workflow, making changes manageable rather than chaotic.

By doing the hard work of implementing these lean practices upfront, facilities set themselves up for long-term success and adaptability. This ease of change allows healthcare teams to respond more effectively to new challenges, ensuring operations remain efficient and cost-effective over time.

Making lean processes a reality in healthcare

At Aesculap, we have seen how operational inefficiencies, such as disjointed workflows and outdated processes, can create challenges for healthcare facilities. Through our expertise in surgical asset management, we help organizations reimagine their workflows, aligning SPD and OR teams, implementing process automation and optimizing case cart management to address these issues head-on.

All of this can help achieve:

• Faster turnaround times for surgical instruments, ensuring procedures stay on schedule.
• Cost reductions in instrument reprocessing, eliminating waste and improving efficiency.
• Improved team satisfaction by streamlining workflows and reducing unnecessary stress.

If your facility is ready to move beyond outdated workflows, Aesculap can provide the tools, insights, and strategies you need. From optimizing surgical workflows to improving case cart management, our expertise can help your team work smarter, not harder. Contact us today to discover how we can help you operate with greater precision.