LAB MANAGEMENT :: THE FUTURE IS NOW
informatics provided by the workflow consultant can enhance compliance and oversight capabilities for laboratorians. Working in tandem with the consultant, an experienced project manager can coordinate the technical and physical aspects of implementation and resource management to help meet project milestones, time-related goals, and budget. During installation, the addition of project managers will help to ensure everything is in place to support a smooth implementation.
Evaluate current workflow processes and instruments Laboratory operations performed day after day create muscle memory that will be disrupted during automation implemen- tation. To limit this impact and ultimately improve labora- tory efficiency and operations, a workflow analysis should be conducted prior to implementation.
A workflow analysis might entail evaluating the current workflow internally. Then, an experienced vendor can further evaluate the operational flow and develop suggestions for a customized solution with a full array of pre- analytical, post- analytical, and analytical systems for multiple disciplines. Automated solutions with varying capabilities exist to support laboratories with their growing operations and to optimize the laboratory based on each facility’s unique needs. Total solutions encompass a variety of offerings, including equipment for sample management, a broad menu of assays, IVD analyzers, automation systems, and informatics. Such total solutions are designed to anticipate and address the emerging needs of clinical laboratories. Automation can also help provide a single point of entry for multiple testing dis- ciplines, allotting for future growth capabilities without hav- ing to significantly increase footprint. In addition, expanded capabilities can accommodate menu and volume growth. Recognizing total lab automation can be a significant investment to undertake at one time. As such, manufacturers have deployed a number of resources and affordable solutions to segue laboratories into automation. Innovative instrument features such as automated quality control and calibration, sophisticated vision systems, intelligent sample manage- ment and test scheduling, and bidirectional magnetic sample transport technology optimize the workload for highly skilled operators. Less hands-on time for routine tasks maximizes existing resources to help refocus skilled attention elsewhere in the lab and reduces the need for additional operators as laboratory operations grow.
Further support for the case for automation includes ASCP study results—which revealed the increasing workload in the laboratory is compelling laboratory managers to hire lower level applicants immediately after graduation or can- didates with bachelor’s degrees but not laboratory training.8 Lack of training can expose patients to significant risks; for example, failure to recognize critical results. With more than 70 percent of clinical decisions being guided by test results, the laboratory must progress to continue delivering quality results.5
With the right infrastructure, and software behind it, automation is meant to improve workflow efficiency, to improve TAT, and to reduce errors. By working together with an experienced vendor, laboratories can define their unique key performance indicators and automation goals, and imple- ment proven workflows based on best practices to achieve measurable outcomes. The key is keeping communication open during implementation and beyond. A laboratory automation project can be a complex change for an organization accustomed to operating in silos,
particularly if the project will be fully integrated with IT and multidisciplinary analyzers. When implementation begins, traditional processes and muscle memory will be interrupted while the workload continues. Strong collaboration among staff, stakeholders, and decision-makers will be essential. In fact, the success of laboratory automation hinges on detailed planning and cross-collaboration. By involving decision-makers and stakeholders throughout the process, common obstacles that result from miscommunication and/or ambiguity may be avoided. Be sure to predetermine communication channels and deliver regular updates. Once installation begins, communications will be even more essen- tial. Determine how the team will measure success for each milestone and highlight those successes and milestones as they are achieved. Using the information provided by the workflow consultant, define how you will measure ROI to communicate the value and importance of the automation project. Be sure to continue to highlight successes as they occur both during and after implementation to continue to garner support and enthusiasm for the project.
Answer top-level goals
There will always be competing projects and initiatives within an organization that may take the focus away from the lab. Yet, when decision-makers and stakeholders recognize the impact laboratory automation can have on the quality of patient care, daily workflow efficiency, and revenue, they can become champions for the lab and its automation. Successfully guiding a multidisciplinary laboratory auto- mation project relies on exceptional communication, which includes identifying a measurable ROI. How to embark on these tasks will require planning, buy-in, and alignment across multiple stakeholders and decision-makers. To do so, leverage the expertise of a professional workflow consultant and labo- ratory project manager who can identify areas for improve- ment from the onset, note considerations to keep in mind, and provide informatics and insights gained from projects with similar objectives. During construction, keep in mind that local regulatory authorities and approvals vary, which can have a significant impact on the project timeline. Partner- ing with a vendor who is experienced in guiding laboratories through this transition will help to manage expectations, timelines, and costs. As construction and installation come to a close, be certain to initiate a change management plan to overcome resistance. An ideal plan will address the human side of automation to elevate fears, minimize disruption, and maintain workflow during the transition. As a strategy, multidisciplinary laboratory automation can answer several clinical and business challenges. It offers the opportunity to increase accuracy and capacity, provide faster and more consistent TATs, and sustainably improve staffing efficiency. Further, improvements such as these can be criti- cal to an organization’s top-level goals, including value-based healthcare objectives—raising awareness about your lab’s role in what matters most: patient care.
Please visit
mlo-online.com for references.
Rita White serves as Marketing Director for Automation and Informatics, North America, Siemens Healthineers.
MLO-ONLINE.COM MARCH 2019
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