If you’re gearing up to introduce GloShield fiber-optic light cable covers into your ORs, you’re no doubt familiar with the GloShield Launch Checklist. And while this simple document is easy to follow and to the point, we wanted to take the opportunity to share additional context, best practices and a more in-depth explanation of each item on the checklist.
There’s a good reason why each point is included, and we’re here to explain why it’s important to follow each step — and to bring other cross-functional teams into the process. Making sure everyone is on the same page will make your implementation smoother and your launch a success.
Let’s take a closer look at each item on the checklist:
Issue Equipment IDs With Correct Reference Numbers
- Carton-level reference numbers (16-3001, 17-3001) will be used for ordering GloShields.
- Pouch-level reference numbers (16-2001, 17-2001) will be used for tracking usage internally.
Before implementation, it’s important to ensure that your Purchasing or Supply Chain department has issued equipment IDs for GloShield. If you’re implementing both versions of GloShield (Storz/Stryker-compatible, Olympus-compatible), make sure that two unique equipment IDs are issued for ordering, stocking and tracking purposes.
GloShield has a unique reference numbering scheme. Reference numbers that end in 3001 indicate cartons of GloShields. Reference numbers that end in 2001 indicate pouches that are provided within the cartons and will be useful when circulators chart during surgical procedures. Note that there are 20 GloShield pouches per carton. Prefix 16 indicates shields for Storz/Stryker light cables, while prefix 17 is used for Olympus shields.
The ERP or EMR system your facility uses to create equipment IDs generally has two fields where product Reference Numbers can be entered: the Manufacturer ID field and the Vendor ID field. It’s helpful to use the Manufacturer ID to align with the pouch-level reference number (ending in 2001) to track usage. You can use the Vendor ID to align with the carton-level reference number (ending in 3001) for purchasing purposes. Cross-reference with the appropriate functional groups (i.e. purchasing department, circulators) on their practices.
Establish a Location in the Supply Core for GloShields
- Create a limited stockpile of sterile GloShields as a contingency for case cart supply.
- Show the OR staff the locations in the core(s) where GloShields are kept.
We know that some surgical departments access and pick products from the core regularly, while others do so sparingly — only to pick disposables if they’re not provided on case carts, or specially requested by the surgeon during a procedure. Either way, having a core supply of GloShields keeps things easy, convenient and accessible for the surgical staff.
GloShield is often a high-use item. Keep the product in a visible, easy-to-reach area. You should also store GloShield with other similar items like disposables that are used in minimally invasive procedures. Keeping everything in the same general location can make it easy for staff when they’re collecting devices and setting up the room for the next surgery. Consider storing GloShield near items like: scope defogger/FRED, trocars, insufflation and cystoscopy tubing sets.
Consult with surgical OR staff including both circulators and surgical techs to determine an appropriate location for GloShields. Be sure to let nurse managers and staff know where GloShield will be kept in the core.
Build a Primary Stockpile Within Sterile Processing
- This will serve as the main GloShield supply channel for ORs via case carts.
Having been through numerous implementations throughout the country, we have found that the best practice is to create a stockpile of GloShields with Sterile Processing and/or Central Supply for case cart builds. This is best for both accessibility and convenience. Nothing is easier for the surgical staff than to have a pouched, sterile GloShield at their fingertips on case carts with other surgical disposables from Central Supply or Sterile Processing when setting up the OR.
Creating a stockpile is a simple way to ensure proper levels of GloShields are stocked and available at all times. It also integrates into the SPD/CS teams’ workflow seamlessly as they regularly pick hundreds of similar items.
Update Preference Cards:
- Link GloShield equipment ID with corresponding light cable/HD camera equipment ID.
- This ensures that every time a tray with a light cable is placed on the case cart, GloShields are included with other disposables.
This step is crucial if you plan to have SPD/CS supply GloShields on case carts. While we recognize that this can be a time-consuming step, it’s very important to complete in a timely manner. Here’s a tip that can help:
Identify corresponding HD camera or scope trays that may hold compatible light cables. Identify the equipment IDs for these trays. Then, search for or create a filter for these equipment IDs in your preference card manager. The subset of preference cards that are displayed can be selected at the same time, and the respective GloShield equipment ID can be added and globally updated.
At this stage, it’s crucial that the front-line surgical teams are aligned with surgical leadership and hospital leadership on expectations for GloShield use. The best practice is to institute GloShield as mandated use as part of patient safety / surgical fire safety protocols and initiatives. Having preference cards updated accordingly provides important alignment between action and expectation.
If you decide to institute GloShield only to a particular specialty, or based on surgeon preference, ensure proper updates are completed to specifications.
Inform OR Staff and Surgeons of GloShield Launch Date
- If GloShield use will be standardized across services to mitigate risk, inform staff of administration / management’s expectations.
- Designate team leads, if appropriate.
Whether you’re implementing a new product into an existing safety protocol, or introducing a new safety initiative, it’s important to set clear expectations with the surgical staff and surgeons. GloShield’s clinical support team is here to help you and the surgical leadership at your facility.
The best practice here is for surgical leadership to communicate clear expectations to staff in a high-throughput, engaging manner. When the product goes live, there should be no lingering questions around the use of GloShields. For example, is use optional, surgeon preference, or mandated? It’s best to consult Risk Management, Surgical Leadership, Perioperative Educators and Chairs of Surgery about expectations.
Schedule Staff In-Services and/or GloShield Training
- Educators or Managers should schedule on-site, in-service training.
The GloShield device is easy to use, and easy to integrate with existing workflows. Nonetheless, education is crucial to success when implementing any new product. Ensure staff is educated on GloShield’s use and understands its function, performance and value. Perioperative educators should reach out to GloSheild’s support team to schedule in-person and virtual in-service training.
It’s best to in-service all staff at the same time in one location. GloShield in-services are straightforward and concise, including just a few minutes of didactic education. In-services can also include one-on-one assessments with circulators and surgical staff on proper installation and use of GloShield. Surgical staff in-services focus on the following topics:
- Communicating Surgical Leadership’s expectations
- When to install GloShield
- What proper installation looks like
- How GloShield is used (flexing the shield to connect equipment)
- Discarding at the end of the procedure
- GloShields are latex-free and x-ray detectable (up to leadership on counting)
- GloShield supply locations
We also provide in-service training for SPD departments; it’s important to loop this team into the cross-functional discussion so they fully understand GloShield’s value. When scheduling surgical staff in-service, ensure SPD is also aware of the launch/implementation date and are scheduling in-services with their staff as well.
We focus on the following in these trainings:
- The importance of discarding GloShield if seen on the light cable or in the tray at decontam stations after a surgical procedure
- If any of the staff will be picking GloShields for case cart builds, it’s important to inform them where the GloShield stockpile is located
- GloShield will NOT need to be opened and installed by SPD staff, only surgical techs and scrub nurses do this in the ORs
- We will provide laminated signage to display at decontam as a visual reminder for SPD staff
If you have any questions about implementing GloShield, please don’t hesitate to reach out to us — we’re here to help. Following these simple steps will ensure a successful, seamless implementation and improve patient safety in your ORs. Access the GloShield Launch Checklist here.