Generating Cost Savings with Effective Scrub Management
This month we’re focusing on #ExpertiseMatters. Through our Laundry and Linen Total Solutions framework, NHS organisations can engage with providers to establish more efficient systems, resulting in substantial savings and improved sustainability.
Background
Several NHS trusts in the South East of England experienced multiple operational challenges in managing scrubs, which are critical to infection control and hospital safety. Staff have often found themselves dealing with shortages, misplaced inventory, and rising costs because of how scrubs are managed. Theatres have raised concerns about running out of scrubs at the start of shifts, which not only delays operations but also adds to the stress levels among teams.
Requirements
The collection of hospitals needed a way to better manage their inventory and costs. To make scrub management easier and ensure they had enough available, the trusts decided to introduce an Automated Scrub Dispensing System.
Before the automated system was put in place, staff had to grab scrubs from communal piles, which created many issues:
- Scrubs were often pulled out carelessly, with some falling onto the floor.
- Staff would frequently take multiple sets of scrubs, leading to shortages for others.
- Soiled scrubs were often left in changing areas instead of being returned to the appropriate returns area.
- Cleaners were tasked with bagging up scrubs, reducing their availability to focus on more essential duties.
The Solution
The introduction of the automated scrub dispensing system allows for a set maximum allocation of one scrub per user. It effectively tracks scrub returns; if a staff member fails to return a scrub, their allocation is deducted, preventing them from receiving a new one until the outstanding scrubs are returned.
The new automated scrub dispensing blended smoothly with the hospital’s existing inventory management system. Here are some of its standout features:
- Real-Time Stock Monitoring: The system keeps an eye on current stock levels and lets you know the sizes and quantities of scrubs that are taken. It can also generate reports showing which sizes are popular and which aren’t so you can adjust when needed.
- Automated Alerts: It sends out alerts when stock levels are getting low, so you can manage refill schedules without having to keep a constant manual check.
Outcome
After introducing the automated scrub dispensing system, the trusts noticed several positive changes. With better control over scrub distribution, they achieved reduced usage (13.5% typically), which helped save money. Reductions in one hospital alone generated a £30,000 yearly saving. Staff could access scrubs whenever they needed them, eliminating delays, and the system tracked who took and returned scrubs, making stock management much easier.
Overall, implementing this system across the trusts has led to significant improvements in efficiency, cost savings, and staff satisfaction. It has modernised scrub management, allowing staff to mix and match scrub sizes and bolstering sustainability efforts, and has become a successful model for other healthcare trusts looking to adopt similar innovations.
Suppliers on our Laundry and Linen Total Solutions framework are actively collaborating with NHS organisations to offer innovative solutions, like automated scrub dispensing systems. These initiatives aim to reduce linen loss and improve efficiency.
Further information and more case studies from our framework suppliers can be found here in our secure fileshare area.
If you’re keen to explore how our Laundry and Linen Total Solutions framework can benefit NHS organisations, or if you have any questions, please contact our NOE CPC Support Desk at enquiries@noecpc.nhs.uk.