unit 2: planning for management of clinical labs

Clinical Laboratory management planning

Clinical Laboratory management planning

process of assessing an organization's goals and creating a realistic, detailed plan of action for meeting those goals.

road map

The basic steps in the management planning process involve creating a ___ that outlines each task the company must accomplish to meet its overall objectives

pre-examination/pre-analytica

• Patient prep

• Sample collection

• Personnel competency test evaluation

• Sample receipt and accessioning

• Sample transport

examination/analytical or post-exam

• Quality control testing

post-analytical

• Record keeping

• reporting

top management

Planning:

establishes context, scope, boundaries, and quality policy of QMS

quality objectives

Planning:

selected with programs established to achieve objectives

core processes

Planning:

QMS & their interactions

performance indicators

Planning:

established for the core processes

control

Planning:

established to ensure customer requirements are met

ISO 9001:2015

requires the organization to plan, identify, and monitor

interested parties

ISO 9001:2015:

the ___ that are relevant to the organization’s purpose and its strategic direction

external issues

ISO 9001:2015:

to consider ___ that could impact their business strategy, such as new technology and potential market forces

attention

Importance of Planning in the Clinical Lab:

1. Planning focuses ___ on the objectives of the clinical laboratory

risks of uncertainties

Importance of Planning in the Clinical Lab:

2. Planning reduces ___ on managing clinical labs

interdepartmental

Importance of Planning in the Clinical Lab:

3. Planning helps in coordinating ___ goals and objectives in the clinical labs

economical operation

Importance of Planning in the Clinical Lab:

4. Planning gains ___

operational costs

Importance of Planning in the Clinical Lab:

4. Planning gains economical operation and reduces ___

revenue

Importance of Planning in the Clinical Lab:

4. Planning gains economical operation and reduces operational costs and increases ___ in the clinical lab

controlling

Importance of Planning in the Clinical Lab:

5. Planning facilitates ___ by allocating resources appropriately, establishing standards of performance, and more effective financial management in the clinical lab

good succession planning programs

Importance of Planning in the Clinical Lab:

6. Planning helps executive development and ensures ___ for the clinical lab

path of workflow

Planning the Workflow of Clinical Labs:

• Planning in the clinical laboratory considers the entire set of operations that occur in testing of patient samples

• begins with the patient and ends in reporting and results interpretation.

quality

Planning the Workflow of Clinical Labs:

• Planning in the context of Quality Management System ensures ___ in the many processes and procedures performed in the clinical laboratory

  • the laboratory environment

  • quality control procedures

  • communications

  • record keeping

  • competent and knowledgeable staff

  • good-quality reagents and equipment.

WHO Quality Management Handbook: Planning for the development of quality practices in a clinical laboratory in twelve areas

Planning the Workflow of Clinical Labs:

transcends the Path of Workflow from pre-analytical, analytical, to post-analytical flow processes in a clinical laboratory

Organization

Focus of Planning in Critical Areas of Clinical Lab Management:

• Planning the structure and management of the laboratory that implements the quality policies ensures quality performance

Personnel

Focus of Planning in Critical Areas of Clinical Lab Management:

• Diligently planning the most important laboratory resource, ensures competent and motivated teams in implementing quality management systems

Equipment

Focus of Planning in Critical Areas of Clinical Lab Management:

• planning the acquisition and validation of ___ by carefully and properly choosing, and ensuring maintained systems through preventive maintenance programs helps an effective path of workflow

Purchasing and Inventory

Focus of Planning in Critical Areas of Clinical Lab Management:

• Planning reagents and supplies management in the laboratory can produce cost savings ensures supplies and reagent availability.

Process controls

Focus of Planning in Critical Areas of Clinical Lab Management:

• Planning the ___ ensures quality control for testing, appropriate management of the sample, collection and handling, and method verification and validation.

Information Management

Focus of Planning in Critical Areas of Clinical Lab Management:

• Planning the production of the main output of the clinical laboratory (information in the form of test reports) ensures accuracy, confidentiality, and accessibility of the information which are managed through either paper systems or computers

Documents and Records

Focus of Planning in Critical Areas of Clinical Lab Management:

• planning the creation and storage of documents needed in the laboratory that informs how to do things ensures that documents are accurate, up to date, and accessible.

Occurrence Management

Focus of Planning in Critical Areas of Clinical Lab Management:

• Planning for detecting and managing detect these problems, handling them properly, learning from mistakes and acting so that they do not happen again

Occurrence

Focus of Planning in Critical Areas of Clinical Lab Management: Occurrence Management

• is an error or an event that should not have happened

Assessment

Focus of Planning in Critical Areas of Clinical Lab Management:

• a tool for examining laboratory performance and comparing it to standards, benchmarks or the performance of other laboratories.

internal

Focus of Planning in Critical Areas of Clinical Lab Management: Assessment

• performed within the laboratory using its own staff

external

Focus of Planning in Critical Areas of Clinical Lab Management: Assessment

• conducted by a group or agency outside the laboratory

Process Improvement

Focus of Planning in Critical Areas of Clinical Lab Management:

• Planning for continuous improvement of the clinical laboratory processes is a primary goal and must be done in a systematic manner to ensure alignment, effectiveness, and efficiency

Customer Services

Focus of Planning in Critical Areas of Clinical Lab Management:

• Planning and benchmarking ___ ensures that that the laboratory understand and assess who their customers are and use feedback for making improvements to align with external changes

Security

Focus of Planning in Critical Areas of Clinical Lab Management: Facilities and Safety

• process of preventing unwanted risks and hazards from entering the laboratory space

Containment

Focus of Planning in Critical Areas of Clinical Lab Management: Facilities and Safety

• seeks to minimize risks and prevent hazards from leaving the laboratory space and causing harm to the community

Safety

Focus of Planning in Critical Areas of Clinical Lab Management: Facilities and Safety

• policies and procedures to prevent harm to workers, visitors and the community

Ergonomics

Focus of Planning in Critical Areas of Clinical Lab Management: Facilities and Safety

• addresses facility and equipment adaptation to allow safe and healthy working conditions at the laboratory

determination of objectives

Qualities of a Good Planner:

• Proficiency in the ___

imagination

Qualities of a Good Planner:

• Good judgment, ___, foresight and experience

accept changes

Qualities of a Good Planner:

• Ability to ___

opportunities and hazards

Qualities of a Good Planner:

• Ability to evaluate laboratory ___

achievement of the objectives

Values Derived from Planning for Clinical Laboratory Management:

1. The ___ of the clinical laboratories in the most efficient and economical manner.

accurate control

Values Derived from Planning for Clinical Laboratory Management:

2. The use of efficient methods and the development of standards necessary for ___ within the clinical lab

goal-directed actions

Values Derived from Planning for Clinical Laboratory Management:

3. Integration of activities of the different units in the clinical laboratory toward ___

reduction

Values Derived from Planning for Clinical Laboratory Management:

4. The ___ of emergency, unexpected problems, and management of risks in the clinical laboratory

Indicators of Poor Planning

1. Delivery dates not met

2. Idle machines

3. Materials wasted

4. Some machines doing jobs that **should be done by **smaller machines

5. Some laboratory personnel overworked, others are underworked

6. Skilled workers doing unskilled work

7. Laboratory Personnel fumbling on jobs for which they have not been trained

8. Quarreling, bickering, buck-passing and confusion

Benefits of Good Planning

1. Jobs turn out on time

2. Good relationship with other departments

3. People using their highest skills

4. Workers know how their jobs fit into the total pattern

5. Machines doing their proper jobs

6. Equipment in good shape

7. Materials available

8. Waste kept to a minimum

MBO Process

1. Define Organization Goals

2. Define Employees Objectives

3. Continuous Monitoring Performance & Progress

4. Performance Evaluation

5. Providing Feedback

6. Perfomance Appraisal

• Discussion

• Interaction

• Truly committed managers and involved employees in the decision-making process

MBO encourages ___

mission

Hierarchy of Plans:

organization’s purpose and philosophy

Objectives

Hierarchy of Plans:

ultimate goal towards which the activities of the organization are directed

Strategies

Hierarchy of Plans:

general program of action and deployment of resources

Policies

Hierarchy of Plans:

general statement or understanding which guide or channel thinking in decision making

Procedures

Hierarchy of Plans:

states a series of related steps or tasks to be performed in a sequential way

Rules

Hierarchy of Plans:

prescribes a course of action and explicitly states what is to be done

Programs

Hierarchy of Plans:

comprehensive plan that includes future use of different resources

Budgets

Hierarchy of Plans:

statement of expected results expressed in numerical terms

Strategic Planning

Types of Plans:

• the identification of the mission and of those objectives

• most efficient pursuit

• long-term goals for the next 5 years

• top managers with final authority and responsibility

Tactical Plans

Types of Plans:

• action and deals with the method(s)

• Short-range – strategy implementation (6 months – 2 years)

• operational or technical skill

• middle managers (supervisory staff)

Operational Plans

Types of Plans:

• detailed plan used to provide

• team, section or department

• Very short-term ( for the next 1 week to 1 year)

• Responsibility of First-line managers

common pathways

Planning Lab Design:

1. Ensure that patients and patient samples do not have ___

2. circulation paths

Planning Lab Design:

2. The design should have different ___ between the public and biological materials

Reception area

Planning Lab Design:

3. should be located as close as possible to the entry door

4. authorized personnel

Planning Lab Design:

4. Only ___ should have restricted access to rooms where analyses of samples are done, and hazardous chemicals or other materials are stored

Access restriction

Planning Lab Design:

5. can be accomplished using signs on door locks and identification badges for staff

Sample Collection Areas

Planning Circulation Pathways in the Clinical Lab:

Reception area and sample collection room located at the patient’s entrance

Sample Processing areas

Planning Circulation Pathways in the Clinical Lab:

separated from other sections of the laboratory but nearby the testing areas

Circulation Pathways

Planning Circulation Pathways in the Clinical Lab:

• clean and dirty laboratory materials should never cross

• contaminated materials should be isolated

Post-examination Pathways

Planning Circulation Pathways in the Clinical Lab:

• communication system

• efficient & reliable

• transferring of messages

highly automated and manual processes

Planning Spatial Consideration sin Designing the Lab:

Laboratory sections (e.g. Clinical Chemistry, Hematology, Coagulation) which have ___

turn-around-time (TAT)

Planning Spatial Consideration sin Designing the Lab:

Laboratories with greater ___ and/or less volume, as well as those requiring special safety features (e.g. Clinical Microbiology and radio-assay laboratories) may be removed from the central area.

two rooms

Planning Spatial Consideration sin Designing the Lab:

Location of room with specific requirement such as:

• Molecular biology that needs ___

• Fluorescence Microscopy

• Ultraviolet illumination systems for DNA gel photography

blood bank and the critical care laboratory procedures

Planning Spatial Consideration sin Designing the Lab:

should be readily accessible to the emergency room, operating room, and ICU.

in-patient population

Planning Spatial Consideration sin Designing the Lab:

If the laboratory is serving an ___, accessibility to corridors and elevators providing access to the main patient care unit is essential

intra-laboratory traffic flow

Planning Spatial Consideration sin Designing the Lab:

must be separated from the outside. Provisions should be made for ambulatory patients and blood bank donors coming into the laboratory