Job responsibilities
Reporting to the Senior Operational Manager, the Instrument & Equipment Co-ordinator will Provide effective and compliant day to day coordination of all surgical instruments used within specified theatre areas for the smooth and efficient running of operating lists against theatre schedules and surgeons preference cards.
Work closely with Med Eng & other areas within the trust to ensure medical equipment is present for the start of the operating list to assist with theatre productivity & utilisation. Specific equipment includes; TOE Machines & Probes, Pumps & Pacing boxes.
To undertake decontamination duties and assist in providing a specialised decontamination of medical devices service contributing to the clinical care of the patient.
To carry out the receipt, disassembly, cleaning, disinfection, reassembly, packing, sterilisation or high-level disinfection of reusable medical devices. Record all tasks in the track and trace database.
Provision of next day instrument requirements lists to SSD in a timely manner to enable the most efficient and timely reprocessing of these items, whilst reducing fast tracking where feasible.
Be the main point of contact between Theatre stores team, Theatre staff and Sterile Services Department for instruments requests, monitoring deliveries and timely management of loan instruments in accordance with national guidance and Trust policy.
Identify and maintain records of areas of pressure (demand) on instrument daily demand and make recommendations for increasing stocks of these items to facilitate 24 hours turnaround of all elective items. Using IT based tracking and traceability systems scan instrument sets and supplementary instruments from SSD trollies into storage rooms or directly to theatres ready for use. Scan used instruments sets to trolleys ahead of SSD collection. These activities ensure the location of all instruments is always known to aid effect resource management and stock rotation.
Instruments on arrival are to be checked for conformity/damage or other defects which may compromise the safety of the trays and once accepted, scan and place in the correct storage location ready for use, or scan as a reject notify SSD immediately and arrange for collection.
Following use, scan theatre instruments trays to SSD trollies ensuring that trolleys are not overloaded, close and lock doors and ensure that all trolleys are safe to transport.
KEY RESPONSIBILITIES
Instruments:
To manage and coordinate all activities pertaining to surgical instrument use/daily demand.
Effective communication of all instrument needs to/from all stakeholders. Liaising with the Theatre Stores Team as well as Theatre staff and Suppliers for all loan kit requirements. Ensuring quality and safety is never compromised by adhering to the requirements of Department of Health & Social care Best Practice guidance, Trust Policy to facilitate reprocessing a timely manner to meet clinical business needs.
Store all instruments in accordance with GMP requirements.
Maintain a safe and compliant working environment according to detailed work instructions backed up by full risk assessments, including total compliance with Manual Handling requirements, the Health at work Act (HASAW) and expectations of the Trust including instrument set weights.
Work closely with instrument repair companies and SSD to ensure that all instruments which are highlighted for repair are sent out and received back as soon as possible to ensure that all trays remain as complete as can be eliminating variation and available for use as much as possible.
Work in accordance with the Departments Standard Operating Procedures
Ensure that all activities are being carried out consistently across all shifts in line with procedures and work instructions. Document, report and take required corrective actions as they arise where any aspects of the role have not been completed by others.
Attend SSD& Theatres meetings as directed raising and contributing to any issues where product or individual safety is perceived to be an issue. Raise any opportunities for improvement in respect to quality or efficiency. Disseminate information and actions agreed at meeting to the other applicable stakeholders.
Ensure that any additional ad hoc requests are communicated to SSD at the earliest possible notice, such as additional instrument requests to meet changes in theatre lists or theatre schedules and or when dealing with loan instruments arriving for next day use.
As required by the MHRA and the Medical Devices regulations the instrument owner is required to maintain a file of all instrument manufacturers instructions for use. Check these annually for the correct version and notify theatre and SSD for any changes in the storage, maintenance, servicing or reprocessing requirements of these items.
Use effectively and ensure others are fully trained in the correct use of departmental tracking and traceability systems for all instrument location and patient associated scanning.
Ensure that all cleaning schedules and other hygiene audits are carried out for instrument storage areas as per Hygiene code and CQC requirements.
Undertake monthly stock checks of all trays and supplementary instruments. Identify quarantine and return to SSD all items which are past their expiry date.
Maintain a risk register for all decontamination/instrument identified risks applicable to area and represent the theatres at the quarterly Decontamination Assurance Group meetings.
Maintain all operation skills, Mandatory Training and other specific training relevant to role.
Equipment:
To undertake decontamination science duties and assist in providing a specialised decontamination of medical devices service contributing to the clinical care of the patient.
To carry out the receipt, disassembly, cleaning, disinfection, reassembly, packing, sterilisation or high-level disinfection of reusable medical devices. Record all tasks in the track and trace database.
Manage and handle chemicals used in the disinfection process in accordance with Health & Safety (COSHH) guidelines.
Receive, document and record on the IT tracking system contaminated equipment, check delivery notes against equipment delivered for accuracy. Prioritise workload. Resolve day to day issues, mislaid/mis-labelled equipment, missing patient details.
The role involves exposure to infectious material and bodily fluids.
Test all UV Machines within the department in accordance with the departmental Quality Control Procedures.
To record and process the test results and demonstrate compliance, to enable audits and facilitate analysis.
Process instruments using UV Machines, always maintaining safe working practices, wearing P.P.E. when necessary.
Work closely with Med Eng & other areas within the trust to ensure medical equipment is present for the start of the operating list to assist with theatre productivity & utilisation. Specific equipment includes; TOE Machines & Probes, Pumps & Pacing boxes.
CLINICAN GOVERNANCE/DATA
Ensure that all data which is patient identifiable is received, held, secured, and destroyed as per Trust Data Quality requirements.
Maintain good systems of practice and environmental controls to ensure that instruments are not compromised in any way through poor handling, storage or misuse.
Provide support to external auditors, engineering contractors and visitors during visits, as part of engineering works, to facilitate training events or as part of a formal audit process.
Respond to Inphase and other incidents or near miss events. Take immediate corrective action judgments followed up by preventable actions for sustained and robust responses to prevent these issues reoccurring. Provide evidence when requested by the Trust following any incident affecting patient care.
Demonstrate a positive and professional approach to health & safety.
Maintain confidentially at all times with regards to issues affecting staff members of a sensitive nature. Take steps to ensure others are not in breach of any aspects of staff confidentiality either intentionally or by unintentionally.
MANAGERIAL/LEADERSHIP
Contribute to the development of services. Ensure the effective and efficient use of resources.
Maintain a clean and safe environment for patients and staff and report any
concern.
EDUCATION AND DEVELOPMENT
Develop own skills and knowledge with assistance from others, identifying
learning required to undertake the job role.
Provide information and support to junior or
new staff when it will help with their development or help them meet their work demands.
QUALITY
Ensure compliance with policies, procedures, and clinical guidelines for self and
others. Report any concern regarding patient care.
Act in ways that support peoples equality, diversity, and rights.
Created by:
Adam Leatherbarrow
Dated
27/11/24
