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How St Vincent’s Pathology Transformed Laboratory Monitoring to Improve Patient Safety and Enhance Efficiency
St Vincents Hospital is one of Melbourne’s leading hospitals, providing a range of patient services, as well as education and research. Alongside acute medical and surgical services, emergency and critical care and diagnostics, the hospital is home to Australia’s National Program for Cancer Control, Liver Transplant and Pancreas Transplant.
The hospital’s Pathology laboratory – a vital service
The hospital’s Pathology laboratory plays a vital role in clinical programs, storing and processing large volumes of specimens and materials – blood and blood products, tissue samples, pathology specimens and expensive diagnostic reagents. These are all precious resources, and their loss would mean reduced patient care, delayed diagnoses, or financial cost to the hospital. In order to maintain the integrity of these materials, the laboratory must store and handle them at specific temperatures, as mandated by the Therapeutical Goods Association (TGA) and the National Association of Testing Authorities (NATA). The laboratory has over 100 fridges, freezers, incubators and other special equipment, which they must monitor in order to demonstrate that they are operating within the required temperature ranges.
Limitations of the previous system
Tram Lam is the laboratory Quality Manager, responsible for patient safety and regulatory compliance with TGA and NATA regulations. She explains that until 2023, the laboratory’s use of continuous temperature monitoring was limited: ‘The previous system was costly, so we only used it for fridges and freezers where it was mandatory to have continuous monitoring’, she explains. ‘For the rest of the equipment, we monitored manually. What that meant was that twice a day, a scientist would record – on paper – the temperature of almost over 100 pieces of equipment. As you can imagine, that was not very practical.’
Tram explains that the issues with the manual monitoring were:
- The sheer time involved, taking scientists away from their core work.
- With only twice-daily snapshots, rather than continuous monitoring, the temperature could have been out of range for a few hours by the time it was noticed.
- The scanned and filed records were difficult to retrieve and scrutinise in the case of a query.
Whilst some of the equipment did have audible alarms, staff could only hear them if they were in the laboratory, close by – the alarm system for the equipment did not send an alert.
The ECEFast solution
The laboratory recognised the need for a more efficient system, and selected ECEFast to provide this, due to their demonstrated expertise. ‘We chose ECEFast because they are experts in temperature monitoring who really understand the product. Their engineers provided invaluable advice to help us get the best from the system. For example, in a cold chamber it’s essential to monitor the warmest as well as the coldest spot, so ECEFast’s engineers mapped our chambers and advised on where to place the sensors, and which chambers needed two probes.’
‘They installed the sensors, the software and the network, which is a combination of wired and wireless. They provided training to our staff and carry out ongoing maintenance and regular calibration to ensure optimal performance and full compliance.’
Transformational results
Real-time information
The new temperature monitoring system has transformed the way the laboratory operates. ‘All our equipment is now monitored 24/7’, says Tram. ‘If there is a temperature excursion, an alert is sent by email or phone, so that we know about it instantly. During the thawing process, for example, where a heat spike can damage the integrity of the specimens, we can take immediate action, whereas before we may not have spotted it until the next check. Even if we’re offsite, we can log in, and check the temperature trend, the cycle, and how much it has increased or decreased. We can make an assessment on whether it will be safe until the morning or whether we need to have someone onsite for immediate action.’
Productivity
‘Our scientists are more productive’, Tram explains. ‘Firstly because they do not have to stop their work to do manual monitoring, and secondly because we have reduced the number of out of hours callouts. If a scientist is called out during the night, compliance regulations say they cannot work again until they have had an eight hour break, so they weren’t able to come in the next day. By reducing callouts, we have increased the hours they can spend in the laboratory.’
Scrutiny
‘The other big change’, Tram continues, ‘is in the level of scrutiny we can carry out. If we have an unusual result, and need to investigate whether the sample was compromised, we can enter a date range into the software and get a chart of the temperature throughout that period. We can see the peaks, troughs and outliers and can rapidly determine whether temperature could have played a part.’
‘When we supply blood for a transfusion, we have a complete audit trail to show that it has been stored according to regulations.’
In summary
The new monitoring system from ECEFast delivers greater productivity, reduced risk, audited compliance, cost savings and improved patient safety and service.
Tram is delighted with the expert service provided by ECEFast: ‘I have had very good interaction with ECEFast – they are knowledgeable and responsive. This is a great system – when you look at all the resource and cost savings and improved patient outcomes, it has added real value to our business’.
Read More Case Studies
What does ECEFast do?
Our offerings include a diverse range of products including industrial measurement monitoring solutions complimented by our Nata accredited Laboratory. And services, such as temperature, humidity, and pressure calibration, as well as automated environmental monitoring systems. We excel in designing, manufacturing, and customizing sensors to meet unique specifications, ensuring high-quality, reliable solutions for various industries. With a commitment to Lean Manufacturing practices, ECEFast delivers precision instruments, contributing to enhanced process efficiency, product protection, and regulatory compliance. Whether it’s calibration services, sensors, or monitoring systems, ECEFast serves as a trusted partner for businesses seeking advanced solutions in the realm of industrial measurement and control.
What makes ECEFast a specialist in temperature management?
At ECEFast, our exceptional expertise in temperature management is driven by our dedicated team of knowledgeable professionals. Our people, combined with their extensive experience, are the backbone of our commitment to delivering comprehensive temperature solutions, ensuring compliance with industry standards, and fostering strong customer relationships.
How does ECEFast's temperature solution benefit my business?
ECEFast provides a single partner for all temperature requirements, automated monitoring for process efficiency, consistent product quality, asset protection, waste reduction, and proven regulatory compliance with NATA accreditation in temperature, pressure and humidity.
What type of Calibration does ECEFast offer?
ECEFast is your go-to source for calibration services tailored to diverse industrial needs. For the latest and comprehensive details on our calibration scope, please visit our website [https://www.ecefast.com.au/calibration]. Our accredited services ensure accurate and reliable measurements, making ECEFast your trusted partner for precise calibration.
How do I open a customer account with ECEFast?
To open a customer account with ECEFast, you have two options. Firstly, if you are making a direct purchase, you can place an order with our sales team over the phone, where we accept credit card payments. Alternatively, for businesses interested in establishing a trade credit account, contact our team at 1800 811 818 and speak with Karen or Kate in Accounts. They will guide you through the credit application process, which includes filling out an online application form. The submitted application will be promptly assessed by our team, and you will be notified of its status, ensuring a seamless and efficient account setup process.
Can I purchase products online?
We have recently launched a new website, and online ordering is expected to return in 2024. We will keep you posted on any updates as things change.
Can I pick up from your warehouse?
No, unfortunately, ECEFast does not operate as a retail facility and is not set up for customer pickups. All orders are dispatched via courier or freight services. Should you require an urgent pickup, kindly coordinate with our sales team; please note that a handling fee may be applicable.
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