Histology Regional Meeting Presentation · · 2012-07-09projects and disease consortia have...

NSH Course Using Automation, Barcodingand Lean to Drive Efficiency

Nicole Nelson Market Manager Lab and [email protected]

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http://www.bradyid.com/lab

LaboratoryLaboratoryAGENDA

BarcodingWhat is it Why do it

Automated Laboratory SolutionsLab Sample IdentificationBeyond Automation – Lean Transformation

Barcoding


LaboratoryLaboratoryBarcoding: examples

Linear barcode1 dimensional

Usually containing < 15 characters

Doesn’t necessarily contain data but represents a key to a link in a database

E.g.: biopsy reference

2D barcode (Datamatrix)Can store from 1 to about 2000 characters

(20 times more space effiecient than liner – Code 128)

Small footprint containing loads of information

Durability - tamper proof! (vs linear barcode)

E.g.: barcode referring to patients name, date, biopsy reference, patient ID, etc ...

LINK


LaboratoryLaboratoryHow to drive hidden cost out?

More information fits on labelLimited amount of information

Labels (auto serialize)High chance of error

Automated data captureManual entry

Chemical and solvent resistantChemicals and solvents wash away ink

Increased legibility / durabilityInk fades while stored long term

Quickly and easily design and printTime consuming

Ink won't smear or fadeInk smears easily when handled

Crisp, clear and readable textHand-written information difficult to read

PrintingHandwriting directly onto vial / label

UNDERSTANDING THE PROBLEM

FIRST STAGE OF TRACKING IMPROVEMENTS


LaboratoryLaboratoryBeta Customer – Before & After

Reasons in Lab for Automation


LaboratoryLaboratoryFACT

Biotech and pharmaceutical companies are not yet fully comfortable thinking of biological samples as assets.

New biomarker discovery initiatives as well as large-scale genome projects and disease consortia have encouraged the biobank movement, forcing the rapidly changing industry to think hard about what it will be doing with its samples in five, ten, twenty, or one hundred years.


LaboratoryLaboratoryFACT

“Researchers today spend countless lab hours developing valuable samples, reagents, cells and enzymes. Lost samples can result in weeks if not months of lost work and hundreds of thousands of

dollars. Many are irreplaceable.”


LaboratoryLaboratoryLaboratory Errors

Six sigma dictates that laboratories should achieve an error rate of no more than 3.4 errors per million laboratory operations

Handwriting 1 error in 200Linear Bar-coding 1 error in 3 million2D 1 in 10 million

60 percent of the labor in a clinical laboratoryPre-analytical phase of laboratory testing, and this phase accounts for a significant proportion of errors. Pre-analytical errors include

failure to place stat specimens in stat queuesexcessive waiting time for specimens following centrifugationimproper aliquottinglost and mislabeled specimens

ROI based on your lab parameters (# techs, # specimens, amount of info)


LaboratoryLaboratoryCost of a lost sample?

Sample loss due to poor identification is a very real and expensive issue which can harm patients.

Every time you create a new sample you have to write the sample ID not only on the sample but enter it in a database

In fact every 150 characters there will be an error costing time, money and potentially harm.

We will explore the advantages of moving to an automated sample tracking system addressing the equipment and consumable requirements for the

lab environment.

Data error Sample error Data loss Sample loss


LaboratoryLaboratoryHow can you track a sample?

Write on it - write in a bookWrite on it – type in a databasePrint on it – write in a bookPrint on it – type in a databasePrint code – scan for capturing data,

- use this data for multiple purposes (multiple software)

2nd stage: sample tracking

Print onScan in

Print on write in

Print on type in

Write on type in

Write on write in

Low Risk of error High

Cost

of

owne

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p

Low

High


LaboratoryLaboratoryAutomation Example

Automated Scan and Print at MicrotomeSingle-Specimen Work Cell Processing

Automated scanning a bar code reduces manual entry errorsPrint on-demand reduces batch and match errorsPrinting provides clear crisp labels that are easily read and withstand

the process


LaboratoryLaboratoryBiospecimen ID Checklist

Biospecimen identification Unique identifier or combination of identifiersFirmly affixed to the containerNumber or BarcodeInformation system tracks biospecimen from collection through processing, storage, and distributionData used for clinical and epidemiologicalClear and legibly marked, able to endure storage conditionsShipping log tracks shipmentResources touching specimenHIPAA regulations apply for human subjectsLegal requirements for specimens apply

Biospecimen informaticsSoftware, hardware, written documents, support and training necessary to annotate, track and distribute biospecimens.

Source: National Cancer Institute Best Practices for Biospecimen Resources, Prepared by: NCI, NIH, US Dept Health and Human Services, June 2007.


LaboratoryLaboratoryBarcoding: why?

Barcode technology:automates many manual processesimproves lab efficiencies greatly reduces the chance of error clear and reliable identification for tissue samples on cassettes or slidesscanning these barcodes gives instant, error-free identification and traceabilitydata from barcode can be automatically sent to correct place

Barcoding tissue specimens enable labs to be significantly moreefficient with a dramatic reduction of errors.

Fast

Reliable

Eliminating risk

Patient Safety

Lab Sample Identification


LaboratoryLaboratoryVarious Printers in Marketplace

High volume direct markPost-process labeling

Alphanumeric Semi-automated pre-process labelingand attachment machine


LaboratoryLaboratoryPrinters

Also known as laser engraving, is the process of using concentrated, amplified beams of light to mark one or more objects

Laser Etching

Technology works by spraying very fine drops of ink. These droplets are "ionized" which allows them to be directed by magnetic plates in the ink's path the print head moves back and forth, spraying thousands of these small droplets on the surface

Ink Jet

Process of removing material from a solid (or occasionally liquid) surface by irradiating it with a laser beam; cassettes are black then use the laser to blast off the black coating leaving a datamatrix code and any other identification

Laser Oblading

Uses heat to register an impression on material. A printhead containing many small resistive heating pins that contact, depending on the type of thermal transfer printer, melt wax-based ink onto ordinary paper or burn dots onto special coated material

Thermal Transfer

How it worksType of printing technology


LaboratoryLaboratoryFORM FOLLOWS FUNCTION

PrintabilityDurabilityConformability

Handling/DispensingPermanenceAppearance

TopcoatSubstrate

PSA (adhesive)

Release Liner

LABELS - DESIGN & CONSTRUCTION


LaboratoryLaboratory

Self destructible vinylBottle seals

PolyestersWell platesPetri dishesVials (PE and glass)Straws (PE and glass)Slides (Stainerbondz)

Nylon clothVinyl

VialsStraws

Freezerbondz – frozen

Lab specific materials


LaboratoryLaboratoryThe right label

By environment

General Freezer Nitrogen Autoclave Solvents

By application

Vials Slides Bottle Seals Well Plates Straws


LaboratoryLaboratoryLabel Durability

Durability Example Test methodAbrasion Resistance Rub TestChemical Resistance Dwell TestWeathering Resistance WeatherometerUV Light Resistance Sun Test ChamberAccelerated Aging Various Temperature dwellHumidity Resistance Humidity dwellCorrosion Resistance Salt Fog chamberFungus Resistance Fungus culture introduction

Most test methods are driven by MIL●STD or ASTM Standards


LaboratoryLaboratoryRisks of choosing wrong label

Inconsistent printLabel falling offDiscoloring of labelBad print (incorrect material – ribbon combination)Adhesive bleeding...

Label fell off Print removed Edge liftingBarcode un-readable Poor adhesive


LaboratoryLaboratorySoftware Links

Qty Ref Origin Wght ProdName11 TAU365FG Island 9.00 Banana0 AQR458NH France 7.50 Kiwi5 CVN125VI Spain 7.00 Strawberry6 SCO985CJ Australia 17.50 Grape12 SER121XK Germany 7.00 Cherry

Produce documents integrating text, graphics, linear or 2D barcodes.Print to virtually any type of printer type (laser, inkjet, thermal transfer)

A print engine for any host application (LIS, HIS, LIMS) so users can print labels locally from that application with no custom programming needed.

Insert variable data into your documents of labels for samples.Date fields, counters, formula’s etc.Host application spooling data and routing to printers

Creates DATA links from non-windows applications like LIMS environments to Label Design software for layout


LaboratoryLaboratoryGetting Data Out to the label

Integration to LIS/HIS1. Windows Driver provided with printer

1 set format

2. Middleware package at PC Station ex. Bradysoft1 lane highway of informationFlexibility to create label

3. Middleware package residing at server directly linked to LIS

Flexibility to create label2 lane highway of information

Varying degrees of LIS or IT assistance depending upon level of integration


LaboratoryLaboratoryQuestions: Set Up Your System

How do you use identification in your facility?Do you have any process or quality improvements going on in your operations?How many labels/day? Budget?How many different and what size labels?What options are necessary? What connectivity is needed? Are you connecting to your LIS?What kind of data do you need to put on your label

What barcodeHow to capture data? Scanner?

What environmental needs for the label?Process, conditions, surface, storageLocation of printing system?

LEAN How to Transform to Gain Productivity & Efficiency


LaboratoryLaboratoryVisual Workplace

Information deficits = waste

Visuals eliminate information deficits


LaboratoryLaboratoryTransform Workplace

Lean is a set of techniques for eliminating waste, leading to cost reductions and productivity improvements.

Waste: any activities that do not add valueExcess inventory: materials, WIP, finished goods

Delays, wait time, bottlenecks and downtime

Needless transport of goods and human motion

Quality problems (creates scrap, rework)


LaboratoryLaboratoryWhat is Lean?

Typical Results from Lean Implementation

75% Inventory Reduction90% Lead Time Reduction>100% Productivity ImprovementNear Zero DefectsImproved MoraleReduced Accidents

BRADY AMERICAS LEAN TRAINING


LaboratoryLaboratoryLean – Get rid of Waste

7 Types of Waste1. Transportation2. Inventory3. Motion4. Waiting5. Over Production6. Over Processing7. Defective Product

BRADY AMERICAS LEAN TRAINING


LaboratoryLaboratoryLab Specific Example of Waste



Waste of Motion Example


LaboratoryLaboratoryLean – 5S

5S is a method to reduce waste and optimize productivity throughmaintaining an orderly workplace and using visual cues to achieve more consistent operational results.

Enables technicians to reduce waste and downtime.

The 5S pillars:•Sort (Seiri) •Set in Order (Seiton) •Shine (Seiso) •Standardize (Seiketsu) •and Sustain (Shitsuke)

Methodology for organizing, cleaning, developing, and sustaining a productive work environment


LaboratoryLaboratory5S in the lab Example

Simple steps to apply the 5S principles

Sort: Sort through all of the items in a given location, marking all unnecessary items with a red tag or sticker. Move the red tagged items into a temporary holding area. Set in Order: Determine the best location for the remaining items and set inventory limits.

Shine: Clean your entire laboratory. Continually maintain a clean environment by preventing any dirt, filth or contamination. Keep machines clean and in good working order can particularity affect safety within the laboratory.

Standardize: Create guidelines and procedures for maintaining the first three S’s. Use visual controls to instruct technicians according to the guidelines.Sustain: Regularly communicate and train employees to maintain the laboratory’s adherence to the 5S standards.

Example of 5S - Chemicals:

Sort and date stored chemicals.

Set in order a process for re-certifying or discarding them after predetermined maximum periods of storage.Shine and require good housekeeping practices in all work areas. Visually identify chemicals and MSDS

Standardize products to eliminate excess inventory and improve work space area.

Sustain the activity by involving every technician. Keep safety an integral and important part of science education, your work, and your life.


LaboratoryLaboratoryValue Stream/Process Maps

Steps to create a Value Stream/Process mapIdentify the target to improve Draw a current state value stream map

Consider time, size, resources at each point

Determine where to eliminate wasteDraw a future state that only has value added processImplement new method (sustain)


LaboratoryLaboratoryWork Cell Specimen Processing

Definition: A lab work cell is a physical or logical layout of all testing and processing equipment such as people, machines, materials through which a specimen will flow. Handle specimens once through test equipment or analysis.Implementation of 5S can remove excess to improve space availabilityCombination of a work cell with a one-piece flow for specimens is most effective

Batch processing can slow turn around time – the more samples are in batch, the longer it takes to get an individual specimen to the next step. For example, large scale labeling of a batch of carriers or tubes means later a technician must marry the carrier or tube to the specimen. On-demand automated printing solution from a Lab Information Management System or Lab information System using durable labeling allows the carrier to be identified and the specimen immediately matched thereby improving the integrity of the information and the safety of the handling.


LaboratoryLaboratoryProcess Map: Work Cell Specimen Processing

Determine what is needed in the work cell such as materials, specimen flow, storage and retrieval, information. Human Resources

Since multiple processes may be at a cell, cross training technicianAdvantage of a standardized flowAbility to use multiple types of testing machines.

Department staffing will move from a "one person, one machine" staffing model to a multi-functional staff

BenefitsMinimizing movement, reduced batch sizes, standardization of work processes Visual cues to help people, reduced set up time for testing, andimproved safety


LaboratoryLaboratoryLayout, work cell efficiency

http://www.westgard.com/pdf/Lab%20Presentation_Qtr%20size.pdf





Visually Instructive Example



Application supportProduct support

Printer, software, labelTechnical data sheetsSuccess storiesEditorialsWhitepapersLocal support/expertiseInnovations

www.bradyid.com/labNCI whitepaper on best practice labeling

Additional sources of information



Thank you

Questions ?

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Histology Regional Meeting Presentation · · 2012-07-09projects and disease consortia have...

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