Dec 16, 2021 | Sterile Processing Scope Tracking CensiTrac Best Practice

Keeping Track of Your Assets Through the Full Perioperative Loop

In this changing climate of institution liability and record-keeping requirements, tracking containers and linking them to specific procedures and ever-changing OR schedules gives sterile processing and OR managers the information they need to know what containers are needed to meet schedule demands. Knowing what containers are needed, when they are needed, and having this information in real-time has never been more important. Working with Censis allows facilities to integrate the container and peel pack needs, link them directly to the procedure, and quickly put their hands on reports that answer everyone’s questions.

Three different CensiTrac modules help with asset traceability down to the instrument level:

  • OR Scheduler interface module
  • Case cart assembly module
  • Case tracking module

Because every institution is different, how these modules are used also differs, depending on a variety of details, such as:

  1. Differences in workflow
  2. Whose responsibility it is to build case carts
  3. The location for building case carts


OR Scheduler Interface

This module can be extremely important to smooth workflow and get case carts ready for upcoming cases. With the interface, the surgery schedule is imported and updated in real-time, along with the preference card requirements for each case and surgeon. The assembler can then view the container needs for specific cases, the status of the containers, and if something is not sterile, when it should be sterilized and available.

To ensure that everything is present and delivered to the correct procedure room, and on time, the OR Scheduler prioritizes the cases and color codes the status. The OR Scheduler module allows for tracking of containers and specific assets, including peel packs, scopes and consumables.

Once needs versus haves are established, the OR Scheduler interface determines priorities and will recommend reprocessing utilization strategies to best optimize asset use, based on the following categories:

  • Green (Standard): All required items for this case are available and can be processed normally. No special action is required.
  • Yellow (Expedite): Required items for this case may not be processed on time unless priority is given to these items.
  • Red (STAT): Required items for this case may not be processed on time unless immediate action is taken.
  • Blue (Not Available): The container is not available due to insufficient inventory, a mismatch with the EHR reference number, or there is a temporary shortage (e.g. the shaver was sent for repair so it’s not available).
  • White: The case has been fulfilled.


Case Cart Assembly Module

When assembling a case cart, staff use the Case Cart Assembly module. The Case Cart module can be utilized with or without the OR Scheduler interface.

When utilizing the Or Scheduler interface the sets are identified by the procedure they are linked to so staff can quickly and easily identify the needs without having to page through a preference card. This allows for the accurate selection of containers. For example, if a container that is not on the preference card was scanned to the case cart the staff member would receive an alert notifying them that the container doesn’t belong with this case, and it would give them the option to add it to the cart or place it back on the storage rack.

Whether using the OR Scheduler interface or not, building a case cart is an easy process with the Case Cart Assembly module. A quick process of scanning the case cart, scanning all items with a barcode (e.g. containers, peel packs, endoscopes), and clicking the “Close” button. This quick and easy method makes locating a container fast because you’ll see what case cart it is in and where the case cart is located.


Case Tracking

Documenting which containers were used on which patients is an AAMI standard and recommended practice. The Case Tracking module allows for linking containers to procedures (patients) and when using the OR Scheduler interface, it automatically links containers to procedures.

To utilize the Case Tracking module without the OR Scheduler interface you scan the case ID barcode or manually enter the information. Then you scan the items with a barcode or the case cart. This simple process identifies the sets used and the set history documents the processing. If a container isn’t used or is added during a procedure, a quick scan of the case ID or manual entry will display the items currently linked. Then you simply remove the item not used or scan the item being added.

When interfaced with the OR Scheduler and utilizing the Case Cart Assembly module to identify the items needed for a procedure, items are automatically linked to the procedure as they are scanned. If something isn’t used or is added the same process of utilizing the Case Tracking module to remove or add items is followed. This is an excellent method for compliance and patient safety


Visibility to All Assets in One Place

The peri-operative area is fast-moving and when you need something you need it now. Common practice is to verify your next case’s case cart is ready and outside the door. The OR Scheduler module allows for quick electronic viewing without having to leave the room, and if something is missing, you can see where that item is in the process. It may just be cooling and will be put on the cart in a few minutes. This allows for more patient-centered focus and less room traffic.

You may ask yourself and wonder if you’re correctly documenting, compliant, or if there is a more efficient way to do something. CensiTrac has the capability to provide the assurance of being compliant and provides efficient methods of doing so. CensiTrac’s reporting features allow for quick electronic information that is ready at a moment’s notice. So when a survey is being conducted or information is requested you can be confident in knowing that you have the information.

CensiTrac can be configured to meet customer needs. A two OR surgery center will have different needs and demands than a thirty OR Level 1 trauma center. A standalone endoscopy center will have different needs than an endoscopy center that’s located in a hospital. With the ability to customize your CensiTrac, OR Scheduler, and other Censis products you can easily track, locate, and maintain your inventory.