Make sure your reprocessor does frequent education (in-servicing) so that all staff (even staff that rotate in and out of the department) knows what to collect. Also, make sure the reprocessor collects in a timely fashion that it is part of the department culture to focus on the value of some used devices.

2. Device protection
All too often, reprocessors collect devices that are technically compromised (their tips are bent or kinked, or parts break off) because they are not handled with proper care. Devices that haven’t retained their integrity have to be rejected at the reprocessing plant and are taken out of the reprocessing cycle. Again, this can be very costly in terms of lost savings opportunity for the hospital department.
Cardiology devices designed for single use are often fragile and must be treated with care. To ensure device protection, reprocessors create special designed trays and collection and shipping systems that protect the device, but the devices still need to make it to the collection container intact. Make sure your reprocessor has adequately instructed staff and uses proper signage to remind and instruct. Also, make sure your reprocessor’s collection system is optimized for device protection and that you get reports about device rejections so you can re-direct staff if needed.

3. Buy-back compliance
To actually realize savings from a reprocessing program, the department and the hospital need to buy back the lower-priced device from the reprocessor. I frequently see cardiology departments diligently collect devices, only to fail to order reprocessed devices back. The result: no savings.

When this is the case, it is often because it is difficult to ensure optimal buy-back compliance. Purchasing systems are set up to reorder – from the original manufacturer - when certain par levels are reached. The reprocessor’s device and pricing information needs to be loaded into the purchasing system and given priority when re-ordering. Of course, this may need to be balanced against any volume commitments the hospital has with the manufacturer, but keep doing the math and make sure the advantages of such volume commitments actually make up for the lost reprocessing savings. This requires collaboration between department management and supply chain staff.

Additionally, the staff that pulls devices for cases needs to be instructed to always pull reprocessed devices first. Because of the circularity of the process and the constant fall-out of devices because they have been reprocessed the maximum number of times, there will always be a supply shortage. Make sure you buy and use as many reprocessed devices as possible, and make sure you ask your reprocessor for excess inventory. Finally, it is a good idea to regularly audit that the purchasing process works optimally.

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