The sterile processing department (SPD) and the OR work hand in hand, but they don’t always see eye to eye. When they operate in silos, miscommunication is inevitable, leading to errors and delays that can inhibit operations and even harm patients. To help both departments function smoothly, it’s imperative to create an environment for clear communication, consistent reporting, good-faith problem-solving, and mutual understanding.
In our latest podcast episode, we sat down with our resident SPD experts, Gregg Agoston and Marcy Konja. Gregg is our Vice President for Service Lines Sales, and Marcy Konja leads and manages our sterile processing business. Each of them have over 30 years of professional experience in matters of the SPD. We spoke to them about what can create better communication between the SPD and OR for the sake of better outcomes.
A Culture Where It’s Safe to Communicate
Sometimes there’s a lack of clear communication between the SPD and the OR, but it’s not because people don’t want to communicate. It’s because they don’t feel that they’ll be heard or there’s no system to capture and respond to their messages.
“If we’re not encouraging the OR to report errors, we can’t fix them,” says Marcy. “We need to create a culture where OR staff feel comfortable communicating issues with sterile processing. For example, asking OR teams, ‘Did you have any issues today? Do you need anything? Can I help you fill out an error report?’ fosters accountability and improvement. It’s important to collect feedback, act on it, and follow up, letting the OR team know, that based on their report, this was discovered and that these specific actions were implemented to prevent the error from occurring again.
The opportunity for quality communication increases with regular appointments to provide feedback and make plans. Marcy says, “One of the most effective communication strategies we’ve implemented is a three-day huddle with the OR team. This isn’t just a quick morning meeting to review the daily schedule. Instead, we proactively plan for upcoming cases over the next three days.
“For example, if today is Monday, we’ll review the cases scheduled for Tuesday, Wednesday, and Thursday. We’ll confirm what loaner instruments and disposables are needed and ensure we have the required supplies. This also allows us to anticipate high-demand items — like specialty mesh for hernia procedures — and prevent shortages.”
Gregg adds that having regular meetings gives the SPD a chance to confirm with the OR that they are addressing the issues that have been reported. “tructured communication ensures ongoing collaboration and problem-solving,” he says. “It also allows SPD leaders to highlight resource needs, whether for staffing, equipment, or process improvements.”
Fostering Understanding Through Shared Experience
Tension between departments and miscommunication can be resolved with a hearty dose of understanding. Understanding often comes through shared experience.
“Many OR staff members don’t realize how difficult sterile processing work is. We encourage OR leadership to join SPD huddles and staff meetings,” says Marcy. “Additionally, during orientation, new nurses and scrub techs should spend at least three days in sterile processing. This gives them firsthand experience of decontamination processes, instrument inspections, and turnover times. When they understand how long it takes to process instruments correctly, they become more mindful of their requests.
“Conversely, SPD staff should also observe surgeries at least once a year. This helps them appreciate the high-pressure environment of the OR and understand the impact of missing or malfunctioning instruments. When staff from both departments recognize each other as part of the same team, collaboration and communication improve dramatically.”
Avoiding the Pitfalls of Loaner Instruments
Loaner instruments add a new dynamic to the mix because they introduce unknowns and require another layer of coordination. “One of the biggest communication breakdowns we see involves loaner instrumentation, particularly in orthopedic and neurosurgery cases,” says Gregg. “Effective communication in this area requires coordination between multiple parties: the physician’s office, the OR scheduler, and the vendor representative.
“Ensuring that loaner instruments arrive on time and in proper condition is crucial. Miscommunication in this process can cause delays, cancellations, and patient safety risks. Every hospital should make this a focal point for improving communication.”
Optimize Your SPD and Improve Communication with the OR
At SpecialtyCare, our mission is to make surgery safer, which means we know exactly how important it is to have the SPD and OR working together in a positive, streamlined way. We know how to support the SPD and increase communication between departments to reduce errors, address problems, and eliminate delays. We can help you manage your SPD in a way that increases efficiency, boosts staff satisfaction, and improves outcomes. To learn more, get in touch with us today!
