Optimising laboratory workflows with the Sysmex CN track solution

In terms of workflow, particularly at the hub sites, we had to do a lot of manual handling of samples, so, loading, unloading, constantly going back to the analysers to check what the samples are up to, anything that needs to be reflex for additional testing had to be reviewed in front of the analyser.
We wanted standardisation, we wanted improved quality and speed for turnaround times for our samples, we wanted to reduce the inefficiencies within the departments, so the track solution was important to us.
Health and safety-wise, cap-piercing, was really important as well and, I suppose, future-proofing the system too. So, we want to be able to have the capacity to expand our testing and also repertoire, if need be, helping to reduce how many samples that we need for our patients. If we can do more tests on one platform as well, that was important to us.

Sophie Greene:

The biggest challenge for me was getting the team on board with the installation. So, like me at the start, they were very apprehensive about the introduction of the track system and the sorter.

They thought that the section would now be boring, they wouldn't have anything to do. But now, since installation, they've realised that there's a lot more free time.

Sophie Greene:

Sysmex were on-site during the validation and verification of the analysers. So, there was IQ, OQ, and PQ (Install Qualifications) all performed by coag specialists. Whilst we were there, they gave some on-site training, just how they were performing the validation to me, and they were also there for guidance about how I should perform the further validation of the machines.

Stacy Burrows:

In terms of installation, I think there was a really clear plan at the start on how we were going to continue to work and function as we were whilst building the new solution at the same time, which helped because everyone knew where they were going, what they were doing.

In terms of verification, the coag team came in and verified from an operational, qualification point of view all the systems with detailed reports of what was run, which was all very useful for United Kingdom Accreditation Services (UKAS) accreditation.

And then, following on from that, when we do our own performance qualification, that support continued. So, if we needed help trying to find samples or resources to make sure that we can get our own validation done, that was all available to us. It was very thorough, and we saw it through to the end.

So, we were transitioning to the new track solution. Sysmex helped us by rejigging the lab, basically, to be able to continue to work, as it were, previously, alongside the new system.

So it was redesigned, the CS was moved out of way and they had the new home, and then we introduced a track, which allowed us then to just work efficiently in terms of continuing to work and moving samples from one system to the next while we validated that system to use.

So, yes, Sysmex helped us with the redesigning of the lab.

Stacy Burrows:

In terms of standardisation, the CN software is very similar to our previous software, the CS, but also extremely similar to the XNs. It's really important for us to have familiarity throughout, particularly with multi-site working. So, staff are more confident they can use the kit, you know, they don't need to think too much about what they’re doing, which ultimately improves the quality of work that we do. And staff are less stressed when they’re moving across sites.

Stacy Burrows:

Yes. Gain-switching technology has allowed us to be able to produce more results on patients who are slightly lipaemic, because the automated process of changing that wavelength allows the result to be produced. So it's great for quality, in terms of getting those results out there where they're needed.

Within our department, we use Actin FS and Actin FSL and the benefits of this is that it allows a better sensitivity for patients who will often refer with bleeding disorders, and differentiate between that and someone with lupus, or an inhibitor of some sort. So it speeds up that diagnostic process for everyone involved.

Stacy Burrows:

Maintenance is really, really simple, really, really easy to use, very little downtime, very little impact on the staff member who's carrying out the maintenance. Really important, because we do our maintenance overnight as well. So there’s only one person there, so, effectively, they can walk away, press a couple buttons and then walk back when it’s finished, and that's what you want, you want something that’s simple and easy to use.

Stacy Burrows:

Yeah, the CN Analysers themselves are much smaller than the CS-5100s. So, obviously, prior to installing the track, you’re worried that it might take up a lot of space. Because the CNs are actually downsized, it's actually not made too much difference in terms of footprint, and we've also squeezed in the TS-10 as well into there. So I'm quite happy with how it turned out. I think it's because of the CNs small footprint that it's helped. So yeah, there were no issues installing the track.

Stacy Burrows:

I think it's really useful to have the mixed ability to either front load or just load onto the track, and the fact that it does both at the same time works. So if it's in specialist testing, it doesn’t impact anything—the work can still go through and there's no delay in turnaround times because someone's front loading specialist tests, etc. So no, it works really well in combination.

Stacy Burrows:

From a reporting point of view and a UKAS expectation, for completion of our records, if we've got issues or if we've had an investigation carried out, the detail that coag support go into is exactly what we expect, what we need for our paperwork. So it's really helpful for us to have that.

Sophie Greene:

So the preventative maintenance intervention (PMIs) we don't really have to worry about until we're contacted. The onus is very much on Sysmex to book them for us. We're reminded that they're up and coming and we can pick a date that suits us.

Stacy Burrows:

I think they work as a team very well, so, there's lots of communication. It doesn’t matter who they’ve spoken to about the problem, everybody knows about it and could pick it up. A really good level of detail in terms of response and turnaround times, with good responses as well. If we have a query, it gets answered, so that's what we want.

In terms of the engineers and service themselves, I can't really fault them, they'll always go above and beyond to make sure that the kit is working and they’ll deal with any problems that we have. So yeah, engineers get top marks from us.

I think it's really important to have multiple ways to train the team before when we move to the new solution. So we had onsite training, which captures a lot of staff all at once and within the real environment, so they can see it and how they're going to use it.

Specialist offsite training for the more advanced user, as well, is very detailed and gives them time to work with the product specialist one-on-one. Additionally, the hybrid training as well is really useful. You get to play with the analysers, but you don't necessarily have to travel offsite, which obviously then improves the amount of people that you can train to that level as well.

Stacy Burrows:

The TS-10 just allows for that automated process. So, we wasted around 7 hours per week just loading and unloading samples, which is kind of mad when you sit there and put that into context of what someone else could be doing at that time.

It would also highlight any samples that we need to do additional work on. So, if we need to freeze some sample for batch testing, or an urgent sample that we need to test, or a heparin, which has got to be turned around in a quick time frame, it highlights those too. So we’re going to reduce the amount of errors that we potentially have on samples that aren't dealt with as quickly previously.

But yeah, time back was a significant part of the track being introduced. You know, it gives the staff more time to do the job more effectively, reduces stress on them and reduces risk for patients and errors essentially, and they get more training logs done as well so they can do other things and other duties that they might do, in terms of continued professional development (CPD), or they can be moved elsewhere, which is, you know, if another section’s busy. So yeah, it's a time back, which is really important to us.

So with the added time that we’ve gained back from introducing the track, staff either are redistributed to different sections of the department to help out in those areas. They have less stress to do the jobs that they currently do actually, so they can do the job more efficiently and safely.

There's a lot more continued professional development (CPD) and training and competency that staff now can achieve within the normal day, rather than just having to have separate times or struggle to fit it in. So yeah, there's lots more, of the wishlist things, that you want to make sure they're high priority, but you got more time now.