Tracking Expired Tissue Products: Hospital Strategies

Tracking expired tissue products is a critical aspect of hospital inventory management, which ensures patient safety and prevents waste. Effective tracking systems help hospitals monitor stock, prioritize usage, and maintain regulatory compliance. This process, known as expiry management, is essential for preventing medical errors and reducing costs associated with expired products. To achieve this, hospitals employ various methods, including manual checks and advanced technology such as RFID inventory management systems, to ensure accurate tracking of tissue expiration dates and efficient utilization of resources.

Tracking and controlling the shelf life of tissue products

Implement Robust Inventory Management Systems:

Inventory management systems are essential for effective tracking and control. These systems help identify near-expired or expired items, ensuring they are used or removed from stock before their expiration date. This technology assists in monitoring stock levels, prioritising usage, and reducing waste. It also helps hospitals comply with regulatory requirements, as mandated by organisations like the FDA, which requires clear expiration dating and close monitoring of expiry dates.

Utilise Automation and Digital Solutions:

Automating inventory management can significantly improve the tracking and control of tissue products' shelf life. Solutions like RFID (Radio-Frequency Identification) technology enable seamless tracking of tissues and biologics. This technology integrates with existing inventory management software, providing real-time data on stock levels, expiration dates, and recalls. Automation reduces reliance on manual checking, which can be imprecise and time-consuming, especially with the high volume of tissues and biologics that hospital staff manage.

Educate and Train Staff:

Staff education is crucial for effective tracking and control. Hospitals should train their staff to recognise labelling and symbols used for tissue products, including expiration dates and storage requirements. This knowledge helps staff properly manage and rotate stock, ensuring items are used before expiration. Additionally, staff should be aware of the potential risks associated with using expired products, understanding that expired medical implants may be ineffective or harmful to patients.

Regularly Conduct Inventory Audits:

Conducting regular inventory audits helps hospitals identify expired products and manage their disposal or donation. While time-consuming, these audits provide a clear understanding of the types and amounts of products requiring disposal or donation. Hospitals can work with third-party experts to efficiently identify expired items and determine the best management solutions, considering factors like disposal costs, sustainability, and compliance with relevant laws.

Focus on Preventing Expiry:

The ideal scenario is to prevent tissue products from reaching their expiration date. This involves careful inventory management, ensuring hospitals purchase and stock appropriate amounts of tissue products. By optimising inventory levels and supply chain management, hospitals can reduce the likelihood of products expiring before utilisation.

By implementing these strategies, hospitals can effectively track and control the shelf life of tissue products, contributing to patient safety, cost reduction, and efficient healthcare delivery.

Using technology to monitor expiry dates

Tracking expiry dates is a crucial aspect of patient safety and regulatory compliance in healthcare. Expired medical products, including tissues, can pose health risks to patients and lead to severe consequences, including litigation and financial losses for hospitals. To address this challenge, hospitals can leverage technology to effectively monitor expiry dates and improve patient safety.

One approach is to implement inventory management systems with expiry reports. These systems can automatically flag near-expired or expired items, prompting staff to prioritize their usage and prevent waste. Such systems enhance visibility and enable hospitals to make informed decisions about their inventory levels, reducing the likelihood of products expiring in stock.

RFID (radio-frequency identification) technology is another innovative solution for tracking tissue products and biologics. Companies like Terso Solutions offer RFID-enabled enclosures and mobile cases that seamlessly track tissues and biologics. This technology helps hospitals comply with federal regulations and effectively manage recalls. By integrating with existing inventory management software through cloud-based platforms, hospitals can access real-time data and improve patient care.

Additionally, AI technology can play a transformative role in expiry management. AI-powered solutions can enhance supply chain data, providing hospitals with valuable insights to optimize their inventory practices. By leveraging AI, hospitals can make data-driven decisions, minimize waste, and reduce supply chain costs.

While technology plays a pivotal role in monitoring expiry dates, human factors cannot be overlooked. Educating staff about label symbols and their meanings is essential for ensuring the proper usage and disposal of medical products. Hospitals should also consider the disposal and donation options for expired products, balancing sustainability, compliance, and liability considerations.

Disposing of expired tissue products

The first step in disposing of expired tissue is to create an inventory of expired products. This process can be time-consuming and challenging, especially for larger hospitals with extensive inventories. However, it is crucial to identify all expired items and their locations to effectively manage disposal.

Once the expired tissue products are identified, the next step is to determine the appropriate disposal method. This decision involves considering factors such as disposal costs, sustainability, and compliance with federal, state, and local laws. One option for disposal is donation to charitable organizations. These organizations can legally use expired products if they can verify the products' reliability. Donation reduces waste and liability for hospitals while benefiting charitable causes. However, it is important to conduct thorough research, including reviewing safety data sheets and consulting relevant regulatory bodies, before donating any expired tissue products.

For products that cannot be donated, hospitals must follow proper disposal procedures. This may involve unique solutions, especially when dealing with hazardous chemicals, such as those found in hand sanitizers. Proper disposal ensures that hospitals comply with regulations and avoid potential liabilities associated with expired products.

To streamline the disposal process and improve patient safety, hospitals can leverage technology-based inventory management systems. These systems automate the tracking of expiration dates, providing real-time data and notifications about near-expired or expired items. By prioritizing the usage of items nearing their expiration, hospitals can reduce waste and costs while ensuring patient safety.

Donating expired tissue products

Expired medical products, including tissue products, pose a challenge for hospitals and healthcare facilities. These items cannot be used in patient care due to safety concerns and regulatory requirements. However, proper management of expired inventory is crucial to prevent waste and maintain patient safety. While most organisations do not accept expired tissue products due to safety and sterility concerns, there are alternative options for donation and responsible disposal.

Firstly, it is important to conduct a comprehensive inventory to identify expired tissue products and determine their disposal needs. This process can be time-consuming, especially for larger facilities, and may require external support. Once an inventory of expired products is established, the next step is to explore management solutions, considering factors such as disposal costs, sustainability, and compliance with federal, state, and local laws.

One viable option for expired tissue products is donation to charitable organisations. Unlike healthcare facilities, these organisations may have fewer restrictions and liabilities regarding the use of expired products. They can verify the reliability and safety of the products and assume all liabilities. Examples of charitable organisations that accept medical supplies include Goodwill, MedShare, and Project C.U.R.E. However, it is important to note that these organisations typically require supplies to be within their expiration dates, sealed, and in their original packaging. An inventory list detailing the type, quantity, and expiration dates of the donated supplies can also facilitate efficient distribution by the receiving organisation.

Additionally, mobility stores often accept donations of medical equipment and supplies for refurbishment and resale at lower costs, making essential supplies more accessible to those in need. Local resources, such as the Department of Public Health, local clinics, or senior services organisations, may also provide opportunities for donating expired tissue products. By exploring these options, hospitals can reduce waste, promote sustainability, and support those in need.

Complying with regulations and patient safety standards

Implement Effective Inventory Management Systems:

Hospitals should invest in robust inventory management systems that can track the shelf life of tissue products and other medical supplies. These systems should provide expiry reports, highlighting near-expired or expired items to prevent their usage and ensure patient safety. Modern technology, such as RFID (radio-frequency identification) inventory management systems, can seamlessly track tissues and biologics, providing real-time data on their expiration and facilitating efficient recall processes.

Accurate Labelling and Staff Education:

Accurate labelling of medical devices and products is crucial for patient safety. Hospitals should ensure compliance with FDA regulations on labelling, including mandatory expiration dates and symbols indicating storage requirements. Staff should be educated to recognize labelling and understand the stand-alone symbols used. This knowledge will enable them to identify expired or compromised supplies and prevent their usage, reducing potential harm to patients.

Optimize Supply Chain Management:

Hospitals should strive for efficient supply chain management to avoid stockpiling and minimize waste. By accurately determining inventory needs, hospitals can prevent the purchase of excessive supplies, reducing the likelihood of expiration before utilization. Optimized supply chain management also helps avoid the financial losses associated with expired products and ensures a steady supply of fresh, effective medical inventory.

Safe Storage and Access:

Hospitals must identify optimal storage locations for tissue products and other medical supplies to ensure staff can readily access them while maintaining their safety and quality. Proper storage conditions, including temperature and humidity requirements, are crucial to prevent the deterioration of tissue products and implants. Additionally, hospitals should implement measures to prevent the incidental use of expired products, such as separate disposal processes or donation initiatives.

Digital Tracking at the Point of Care:

Best practices dictate that medical devices and implants require careful digital tracking, especially at the point of care. Hospitals can utilize technologies like Snap & Go, which acts as a defence mechanism to prevent the usage of expired medical devices. By having expiry information readily available, hospitals can reduce the risk of using expired implants and improve patient safety outcomes.

By implementing these measures, hospitals can effectively comply with regulations and patient safety standards, minimizing the risks associated with expired tissue products and ensuring optimal patient care.

Frequently asked questions