Operating a healthcare facility can be a stressful and intensive experience due to all the protocols, rules and regulations that you need to keep up with. As well as these, there’s patients who need attention and numerous staff rushing around to make the facility work seamlessly. Due to this chaos, it can be very easy for your healthcare facility to get swept up in the storm, creating unorganised messes.
It is vital for your facility to be organised to run seamlessly and be efficient. This will help your staff work better, reduce the chaos and give vital care to patients, putting them first. Use these top tips to organise your healthcare facility to provide a positive experience to patients and allow the environment to be clean, safe and tidy, no matter what facility you are running!
Understand types of medical supplies
Before you can organise your space and show staff where items and medical supplies should be, you need to understand the different types of medical supplies. Doing this allows you to know what each supply needs and how best to store it.
Consumables are supplies, such as gloves and masks, which have a restricted shelf life. With these items, you need to understand their longevity so that you can manage these supplies effectively. You need to know how to properly store them so that they can be used before they perish, limiting unnecessary waste.
Medical equipment are supplies that need specialised storage conditions. These can be anything from blood pressure monitors to needles. Equipment has specific optimal conditions to be stored in, making it essential for you to create the perfect space for every type you have in your facility. Humidity and temperature can significantly impact their functionality.
Pharmaceuticals have even more special criteria for storage as they can perish easily if not in optimal conditions. These pharmaceutical supplies, like medicines and vaccines, need precise temperatures and conditions to keep them safe to use.
Review your storage space
When looking for the best conditions to store various medical supplies, you need to review your current available storage space. You need to consider the following factors:
- The storage location needs to be easy to reach for healthcare staff. It needs to be accessed quickly and should be close to the areas where the supplies are needed most.
- Security should be strong to prevent cross-contamination or hazards. Items like controlled substances need a secure location to stop unauthorised access.
- The storage location should be spacious to be able to fit all your supplies without overcrowding. It should also have room for more than what you have to be ready for your facility’s growth.
- The space should have climate control to ensure the safety of medical supplies that need specific temperatures.
- Check your storage space complies with regulations, especially for controlled substances and hazardous materials.
Create categories and label supplies
Putting your supplies in categories can help keep them organised. To further this and make sure staff understand what’s where, you should label each category and each supply. This makes it clear and easy to access. Categorising your medical supplies can be started by creating logical piles. You should consider how often the supplies are used, if they are specialised, or if they’re for patient care. This will help you to group them together easier. Popular categories are medications, surgical instruments, wound care, and diagnostic tools.
Once you have your categories, determine a clear labelling system. Use easy to read fonts and place the labels on storage containers or shelves. You can also use a colour coding system to further help you and your staff know where items are. You should also consider the best method of storage to put them in. For example, medicines can be stored in tightly sealed tubs, while equipment may need to be stacked on shelves on wholesale pallets.
Enhance communication
Having excellent communication is essential for running an efficient and successful healthcare facility. Create a seamless communication system that you and your staff can use to quickly pass on important information, like patient updates. Invest in digital tools and platforms to make this even easier for open communication. You should also have a method for staff to talk to each other without disrupting patients or vital care that is being done.
As well as this, using digital platforms and apps to enhance patient communication is vital. Allow them to digitally talk to staff when needed and access certain medical records and results to keep updated in real time.
Have regular cleaning protocols
Carrying out regular cleaning protocols in your facility is crucial to keep your environment organised, clean and safe. They can reduce the spread of infections while caring for the wellbeing of patients and staff.
Routine cleaning protocols should incorporate disinfection and sterilisation to ensure the environment is safe. You should regularly clean all surfaces, including walls, furniture and floors, making sure you use appropriate cleaning supplies. When cleaning, nothing should be missed, especially the most touched parts like door handles and light switches. Your facility needs to be disinfected across all surfaces and equipment to fight off pathogens. As well as this, medical instruments and equipment should be sterilised, especially if they come in contact with sterile body sites or enter the bloodstream.
Keep patient information secure and confidential
Patient confidentiality should be at the top of your priorities in your healthcare facility. This needs to be organised to be easily accessible while being kept confidential and secure. Make sure access to personal and medical information is restricted to those who need it and organise patient records to comply with privacy regulations. Understand the legal requirements for patient information and have protocols in place so staff understand how important protecting their data is.
Manage inventories
Inventory management for medical supplies is crucial to make sure they are available at all times and highly accessible. This helps your facility to run seamlessly and stay organised and on top of your supplies.
Implement a tracking system digitally to monitor the movement of medical supplies. This system should keep a record of item names, expiration dates, storage locations and quantity. This will help you access real-time information about your inventory levels, keeping everything topped up to provide the best care to patients.
You should also do regular audits and reviews of your inventory. This is where you physically check stock levels, verify expiration dates and assess the supply conditions. Doing this prevents discrepancies and ensures that damaged or expired supplies are removed.
Incorporate waste management
Waste management should be a priority for your healthcare facility. A proper waste management system should allow you to properly dispose of hazardous and clinical waste. It should also find ways to minimise the waste generated in your facility, reducing your environmental impact. Waste management is vital in keeping patients and staff safe and healthy, minimising risks and hazards.
Organising your healthcare facility is important to keep everything running smoothly while being safe. Implement these tips to improve patient safety, enhance the care you give, and receive patient satisfaction.
