CHAPTER SIX MANAGEMENT OF LABORATORY RESOURCES

CHAPTER SIX: MANAGEMENT OF LABORATORY RESOURCES

Learning Objectives

• Upon completion of this chapter, students should understand:

  • How to manage time and space in a laboratory setting.

  • How to prepare laboratory time tables, schedules, and duty rosters.

  • Arrangement of work space and workflow.

  • Management of laboratory equipment and supplies.

  • Procedures for ordering, issuing, storing, and controlling laboratory chemicals and equipment.

6.1 Management of Time and Space

Issues in Laboratory Space

• Many health care units in Ethiopia lack proper laboratory rooms.

• Existing laboratory spaces may be insufficient for safe and efficient operation.

• Poor management of time and space affects the quality of laboratory services.

Management of Time

• Time is a unique resource:

  • Precious, non-recurrent, and cannot be stored or purchased.

  • Wasted time significantly impacts laboratory operations, especially in Ethiopia.

• Effective time management involves:

  • Planning for future utilization.

  • Developing schedules, timetables, rosters, and programs.

Schedules

• Used for routine, repetitive activities.

• Various schedules need to accommodate:

  • Regular workdays, weekends, holidays.

  • Annual leave, special procedures, and disaster plans.

• Tailored plans to meet individual hospital requirements.

Timetable

• Differentiates from a schedule as:

  • Used for non-repetitive activities.

  • Accommodates irregular activities at varied times and places.

Programme

• A program encompasses a variety of activities conducted over an extended period.

• Addresses the essential questions: what, who, when, where.

Roster

• Involves repetitive activities assigned to different people at the same time for consistency.

• Example: Duty roster for staff.

Callback System

• Governed by labor laws and agreements outlining:

  • Standby pay rates, minimum pay per call.

  • Transport allowances and economic feasibility of shift work vs. callback systems.

Regular Shifts

• Require a set number of personnel with a defined schedule:

  • Example: Five days on, two days off.

• Shift teams may include specialized staff for specified shifts (e.g. evening/night).

Permanent Non-Rotating Staff

• Occasionally, technicians may prefer permanent night shifts.

• Challenges include:

  • Lack of communication with day staff.

  • Difficulty in implementing new methods.

  • Risk of introducing unsanctioned shortcuts.

6.1.2 Arranging Work Space and Work Flow

Intra-laboratory Relationships

• Consider relationships between various labs and support areas (e.g., phlebotomy).

• A well-organized layout positions central processing areas to streamline operations.

• Critical care labs and large volume labs should have proximity to central areas.

Traffic Flow

• Importance of planning traffic to separate laboratory functions from outside traffic.

• Facilitate access for patients and blood donors while maintaining workflow integrity.

Specimen and Data Flow

• Designing a schematic layout based on:

  1. Central vs. individual lab processing.

  2. Pre-analytical processing location.

  3. Routine vs. emergency specimen treatment.

Organizing Patient Flow

• Outpatients:

  • Use requisition forms for lab requests.

  • Instructions for specimen collection should minimize contamination risks.

• Inpatients:

  • Lab requests should prevent contamination of clinical notes.

  • Staff supports laboratory in urgent specimen collection.

• Emergencies:

  • Staff must provide immediate assistance if patients cannot reach the lab.

6.2 Management of Equipment and Supplies

Types of Laboratory Items

• Expendable (Consumables):

  • Items used until exhausted (e.g., cotton, syringes).

• Non-Expendable (Capital Equipment):

  • Long-lasting instruments requiring maintenance (e.g., microscopes, incubators).

Procedures in the Management of Laboratory Items

• Ordering:

  • Procurement from suppliers is usually restricted to senior staff.

  • Regular orders should prevent stock depletion, adhering to budget guidelines.

• Storing:

  • Items must be recorded, labeled, and appropriately stored.

• Issuing:

  • Controlled dispensing of items to end-users.

• Controlling and Maintaining:

  • Regular checks on expendables and maintenance of capital equipment.

Skills Needed for Ordering Lab Items

• Creating clear and detailed lists of requirements and specifications.

• Cost estimation based on available resources.

• Utilizing catalogs effectively for accurate ordering.

• Completing necessary order forms with compliance to origin and expiry regulations.

Making Lists

• Itemize laboratory supplies with detailed purchase information (e.g., vendors).

• Specify item types and estimated quantities based on historical usage and expert recommendations.