Set-Up Your SPD for Success

By MarBeth Petty | Aspen Surgical

Every Sterile Processing Department (SPD) knows the daily challenge: missing instruments, inconsistent trays, incomplete count sheets, and the never-ending pressure to keep up with surgical demand. SPD professionals have long been the quiet heroes who make it all work. They improvise and troubleshoot to prepare instruments for cases, despite the obstacles.

But what if some of the biggest challenges in SPD aren’t rooted in staff performance? What if they simply stem from the data?

Why Instrument Data Matters

Accurate and organized instrument data is the foundation for efficiency, accuracy, and patient safety in sterile processing. Each instrument in your inventory should be clearly identified with a manufacturer, catalog number, and description. Without these variables, it’s nearly impossible to know exactly what’s in your sets, reorder correctly, or ensure proper assembly.

Unfortunately, very few departments have complete and consistent data. I partnered with one facility that had more than 8,500 instruments that lacked both a manufacturer and a catalog number, leaving only vague descriptions to guide technicians. When count sheets say “7-inch scissor” instead of “7-inch curved Mayo scissor,” it forces guesswork. Guesswork leads to errors.

Learn how SPD360™ Sync™, Aspen Surgical’s SPD360 Technology pillar, helps standardize instrument data for better accuracy and faster workflows.

The Real Cost of Bad Data

Incomplete or inconsistent data regarding instruments can be costly for a facility. It slows down workflows, increases labor costs, and undermines confidence between the Sterile Processing Department (SPD) and the Operating Room (OR).

Extended Assembly Times: Count sheets without catalog numbers or standardized descriptions make prep and pack a guessing game, doubling assembly time for complex trays.
Wrong Substitutions: A missing catalog number can result in a Mayo scissor being substituted for a Metz, or incompatible components being swapped between sets.
Sets Marked Incomplete: Disorganized sheets make it difficult to identify missing instruments, resulting in delays and inefficiencies that impact the OR.

The Hidden Culture Cost

High-quality data doesn’t just improve productivity; it builds pride and collaboration between SPD and OR teams.

Beyond dollars and data, incomplete count sheets take a toll on morale. Disorganization breeds frustration, slows training, and drives turnover. Technicians who constantly fight unclear instructions feel the strain. When SPD data is clean and consistent, technicians can do their jobs with confidence, new hires learn faster, and the culture shifts from reactive to proactive.

What Good Data Looks Like

So, what does “clean” data look like? It starts with standardized instrument descriptions, with each entry following a logical order (type, name, size, shape) and consistent abbreviations. For example:

Scissors, Mayo, 7”, Curved instead of Mayo Scissors 7 Cvd.

Every instrument should list its manufacturer and catalog number, allowing for quick reordering, cross-referencing, and identifying opportunities to consolidate vendors for better pricing.

Count Sheet Best Practices

A well-designed count sheet should mirror how technicians assemble trays. Begin with the heavier instruments placed at the bottom of the pan, and group similar instruments together. Beyond structure, include photos and instrument notes to support training and reduce errors:

Use manufacturer or facility-specific photos.
Add instructions like “Tip protect these items” or “Disassemble before sterilization.”

According to Dyas et al. (Journal of Surgical Research, 2018¹), departments that standardize tray data and add visual references can cut assembly errors by 20%.

Set Standardization and Optimization

Clean instrument data also unlocks the power of standardized sets, ensuring that every tray with the same title has identical contents. This eliminates confusion, builds trust with the OR, and prevents unnecessary duplication.

At one facility, a review discovered 438 surgical sets that had identical contents but different names, resulting in redundant purchases and unnecessary turnover. Stockert and Langerman (J Am Coll Surg, 2014³) found that non-standardized trays increase intraoperative inefficiencies by up to 13 minutes per case, adding thousands in hidden costs annually.

Meanwhile, Farrelly et al. (J Surg Res, 2017²) and Lonner et al. (J Arthroplasty, 2021⁴) estimate that 15–45% of instruments opened in the OR go unused. Reducing a 60-instrument tray to 40 instruments saves roughly $10 per processing cycle, or about $10,000 annually for ten frequently used trays.

Pro Tip: Use SPD360 Tools to identify duplicate trays, standardize sets, and reduce excess inventory.

Practical Steps to Start Improving Data

Getting from imperfect to pristine data doesn’t happen overnight—but progress can start today.

Access your data. Know what’s in your system and what’s missing.
Start with your top-turning trays. Apply the 80/20 rule—20% of trays account for 80% of your workload.
Establish standard naming conventions. Document them in a shared procedure reference.
Limit who can edit the database. Prevent duplicates and inconsistent naming.
Leverage vendor partnerships. Partner with specialists like Aspen Surgical to accelerate clean-up, standardize data, and quantify ROI faster.

Learn more about vendor-supported data optimization through the SPD360 Team pillar.

Building Optimization into Your Culture

Data management isn’t a one-time project; it’s an ongoing practice. Review count sheets regularly, celebrate optimizations, and make transparency part of your process.

Pro Tip: Anytime a new instrument is added, remove two that aren’t needed. Over time, optimization becomes second nature, and everyone benefits.

Final Thoughts

Perfection in sterile processing doesn’t start with new equipment or technology. It starts with good data. When your count sheets are accurate, your sets standardized, and your team empowered with clear information, you set your SPD—and your entire hospital—up for success.

To learn more about how Aspen Surgical can help your SPD improve instrument data integrity, set optimization, and workflow efficiency, visit the SPD360 Performance Solutions Program page.

References

Dyas AR, Lovell KM, Balentine CJ, et al. Reducing cost and improving operating room efficiency: examination of surgical instrument processing. J Surg Res. 2018.
Farrelly JS, Clemons C, Witkins S, et al. Surgical tray optimization as a simple means to decrease perioperative costs. J Surg Res. 2017.
Stockert EW, Langerman A. Assessing the magnitude and costs of intraoperative inefficiencies attributable to surgical instrument trays. J Am Coll Surg. 2014.
Lonner JH, Goh GS, Sommer K, et al. Minimizing surgical instrument burden increases operating room efficiency and reduces perioperative costs in total joint arthroplasty. J Arthroplasty. 2021