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Recycling of Community Occupational Therapy Equipment
1. Recycling of Community
Occupational Therapy Specialist
Equipment
Elaine Neill
Occupational Therapy service
NHSCT
www.COT.org.uk
2. Project Summary
• Large amount of Specialist Equipment returned
to stores
• Lack of knowledge and expertise amongst
store staff
• Occupational Therapy Technical Instructor was
appointed to establish recycling service
• Project aim was to maximise recycling
www.COT.org.uk
3. Drivers for the Initiative
• From 2009, equipment budgets were reduced,
increasing need to maximise available resources
• High ratio of returned equipment to stores, quick
deterioration due to lack of use
• Community Equipment Services (CES) staff
were unable to identify specialist equipment
required by OT staff
www.COT.org.uk
4. Drivers for the Initiative
• Lack of capacity of OT staff to visit stores to
identify equipment
• Impaired quality of service to clients due to
long procurement process
• Frustration from both OT and CES staff due to
poor quality of service and high volume of
equipment
www.COT.org.uk
5. Outcomes
• Occupational Therapy Technical Instructor
appointed and trained in specialist
equipment
• Database established and launched on
intranet
www.COT.org.uk
6. Make: Symmetricare Kit
Model: Fingerform
Description: Tilt in space chair – hydraulically operated
Recline – hydraulically operated
Adjustable head supports – tilt and angle
Adjustable head laterals
Adjustable side laterals
Adjustable height of arm rests
Adjustable width of seat
Adjustable depth of seat
Adjustable height of leg rest
Adjustable tilt of foot plate
Measurements: Adjustable
Pressure care: Medium
Covering: Material
Lap Belts: Car type
Extras: Head pillow
Weight Limits: 18 stone/115kg
Repairs Required: Recline cable has been disconnected for previous client
Date Checked: 16/07/2010
Barcode: M032288
www.COT.org.uk
7. Make: Aquatec
Model: Ocean VIP XL
Description: Tilt in space shower chair – hydraulically operated
Adjustable head rest height and proximity to head
4 brake castors
Aperture: Horseshoe: 7” (18cm)
Measurements: Width: 19.75” (50cm)
Depth: 17.75” (45cm)
Lap Belt: Standard
Weight Limit: 23 stone/150kg
Repairs Required:No
Date Checked: 30/03/2010
Barcode: M031850
www.COT.org.uk
8. Outcomes
• Database has evolved to meet
increasing demand
• Communication sessions for OT staff
www.COT.org.uk
9. Outcomes
• Control mechanisms have been established
to prevent unnecessary purchases of
equipment
• Financial monitoring of recycling process
established
www.COT.org.uk
11. Project Benefits
• Development of a more efficient service
• Significant reduction in expenditure and
more efficient use of resources
www.COT.org.uk
Within community stores, there were large amounts of specialist OT equipment that had been returned to storage when no longer required by the client. It was acknowledged that within the Community Equipment Service that stores staff did not have or could be expected to have the level of knowledge and expertise required to advise OT staff about this equipment when they made enquiries. From February 2010 and OT Technical Instructor was appointed to manage the recycling of specialist equipment. This was to was to ensure the equipment available was used to its full potential.
Historically the Community Equipment Service received non-recurring money to provide additional equipment that ensured demands were met and that waiting lists were not created. From 2009 the availability of non-recurring money has been extremely limited and therefore there was a significant drive to ensure all available resources were maximized The amount of returned equipment to both stores was very evident and this equipment because it was not being used was deteriorating rapidly. Staff were encouraged to use the equipment but when they contacted the CES the specialist nature of this equipment meant that stores staff were unable to identify the equipment and therefore advice to OT staff was limited.
OT staff also did not have capacity to visit the stores to establish for themselves what equipment was available. The quality of service to clients was also impaired because specialist equipment had to be ordered and due to demand the client was often placed on a waiting list for this equipment and coupled with the length of time the procurement process could take, the client could have waited 6 months or more for this essential equipment, placing them and their carers at risk. OT staff were very frustrated with this poor quality service and CES staff were frustrated with the large volume of equipment sitting taking up space in the store and their frustration at not having someone with the skills and expertise to identify this equipment.
Following appointment of OTTI, the OTTI began by visiting the equipment companies for training, to become familiar with the different pieces of equipment and their accessories. This knowledge and skills base became the foundation for the database which was set-up and launched on the intranet by the beginning of March 2010. This involved detailed descriptions and pictures of each piece of equipment, including repairs required to make the equipment functional. As OT staff, CES staff and the OTTI became comfortable and confident in this service, demand increased to include more specialist equipment in the database. Currently the database includes seven areas of specialist equipment and a database specifically for Paediatric OT’s across the Trust. Communication sessions for OT staff to ensure all staff were aware of this new process and would implement appropriately.
Following appointment of OTTI, the OTTI began by visiting the equipment companies for training, to become familiar with the different pieces of equipment and their accessories. This knowledge and skills base became the foundation for the database which was set-up and launched on the intranet by the beginning of March 2010. This involved detailed descriptions and pictures of each piece of equipment, including repairs required to make the equipment functional. As OT staff, CES staff and the OTTI became comfortable and confident in this service, demand increased to include more specialist equipment in the database. Currently the database includes seven areas of specialist equipment and a database specifically for Paediatric OT’s across the Trust. Communication sessions for OT staff to ensure all staff were aware of this new process and would implement appropriately.
Following appointment of OTTI, the OTTI began by visiting the equipment companies for training, to become familiar with the different pieces of equipment and their accessories. This knowledge and skills base became the foundation for the database which was set-up and launched on the intranet by the beginning of March 2010. This involved detailed descriptions and pictures of each piece of equipment, including repairs required to make the equipment functional. As OT staff, CES staff and the OTTI became comfortable and confident in this service, demand increased to include more specialist equipment in the database. Currently the database includes seven areas of specialist equipment and a database specifically for Paediatric OT’s across the Trust. Communication sessions for OT staff to ensure all staff were aware of this new process and would implement appropriately.
Following appointment of OTTI, the OTTI began by visiting the equipment companies for training, to become familiar with the different pieces of equipment and their accessories. This knowledge and skills base became the foundation for the database which was set-up and launched on the intranet by the beginning of March 2010. This involved detailed descriptions and pictures of each piece of equipment, including repairs required to make the equipment functional. As OT staff, CES staff and the OTTI became comfortable and confident in this service, demand increased to include more specialist equipment in the database. Currently the database includes seven areas of specialist equipment and a database specifically for Paediatric OT’s across the Trust. Communication sessions for OT staff to ensure all staff were aware of this new process and would implement appropriately.
Control mechanisms set in place regarding requisitions for new equipment – OT checks with OTTI for required equipment, if not available, OT to put in non-stock requisition for new purchase, List of new purchases sent to OTTI to check if equipment has came in to stores since order has been placed, if equipment not available in stores, purchase can go ahead. Assurance can now be provided to the Trust that all new purchases are totally necessary and could not have been provided through recycling. Financial monitoring of the recycling process is ongoing with appropriate records management.
OT staff can ring the OTTI and find out instantly whether the required equipment is available in stores. Service users can, consequently, receive equipment the next day rather than waiting until the OT staff have capacity to visit stores themselves A database was kept to record the cost of repair against the cost of buying new equipment.
From this database, it was established that the total cost of repairs for specialist seating (if all chairs were to be repaired) was £33,600.00, compared to the cost to buy the chairs new which was £479,670.00. If the OTTI post was not in existence, the specialist seating that was available in stores would not have been properly identified and OT’s would have been more likely to purchase new seating possibly costing the trust a total of £479,670.00. If all chairs that were returned to stores were repaired, it would cost the trust a total of £33,600.00 totaling to a saving of £446,070.
The need for the creation of waiting lists reduced as equipment was more readily available and OT staff were able to visualize specialist equipment in stores, establishing what needed repair rather than buying new As OT staff could now contact the OTTI directly to get the relevant information, CES staff were not bombarded with phone calls re specialist equipment.