Surgical instrument tray optimization process at a university hospital – Four years later

Background

In 2024, Rubak et al. published a comprehensive optimization of surgical instrument trays at a university hospital. The project achieved substantial reductions in the number of instruments per tray and overall instrument inventory by eliminating unused items and standardizing tray configurations across specialties. These changes were associated with improved efficiency, reduced waste, and more streamlined workflows in the operating theatres and the Central Sterile Supply Department (CSSD).

Aim

Four years after implementation, this follow-up project seeks to evaluate how the surgical instrument trays have evolved since the original optimization. Specifically, the study will examine whether the reductions in instruments and trays have been maintained and explore CSSD staff perspectives on the current setup.

Objectives

1. Quantitative assessment: Collect and compare current data on the number of instruments per tray and the total number of trays across relevant surgical specialties to the baseline established in Rubak et al.’s study.
2. Qualitative evaluation: Gather CSSD staff feedback on their experience with the instrument sets today, focusing on usability, workload, and perceived challenges or benefits of the current configuration.
3. Sustainability analysis: Identify whether there has been “instrument creep” - a gradual reintroduction of rarely used instruments - or if optimization has remained stable over time.

Methods

The study will combine an inventory audit of existing trays with staff surveys and brief semi-structured interviews. The audit will record the number and type of instruments per tray and compare results with the post-optimization data from 2024. CSSD staff will be invited to complete a short questionnaire and participate in interviews to capture qualitative insights.

Expected outcomes

This follow-up will provide a clear picture of the long-term impact and sustainability of surgical instrument tray optimization. It will reveal whether the initial efficiency gains have been preserved and will inform recommendations for maintaining optimized instrument sets through regular audits and staff engagement.