Executive Director of Pathology Services at University Health

Stephanie Whitehead

In the clinical laboratory setting, laboratory staff utilize a variety of medical equipment to produce quality patient results. For most laboratories, procuring new equipment can be an infrequent opportunity to upgrade technology, improve workflow processes, support staffing shortages and increase productivity. With numerous possibilities available in the market, evaluating new vendors and equipment options can be an overwhelming and time-consuming task for laboratory staff.  This article offers helpful tips to laboratory professionals as they evaluate new equipment.

● Utility –Take the time to contemplate the purpose that this new equipment will serve in your laboratory. Taking a moment to develop a deep understanding of why you need new equipment and the function it will play in the laboratory allows leaders to have a baseline of information that will guide their inquiries and selections through the process.

● Impact on Staffing: Consider the skill level of the laboratory staff in your laboratory versus the personnel requirements for testing on the prospective selections. 

● Clinical Need - Since, often times, laboratory equipment remains in place for several years, procuring new equipment that can not only accommodate current needs but also provide the potential for future growth is essential. Anticipating the future needs of your laboratory can be difficult in this changing healthcare environment however, taking some time to consider this detail can be beneficial long term.

● Testing capabilities- When reviewing equipment options reflect on your current testing capabilities and consider the processes or technology additions that would help improve your day-to-day processes.

● Additional Expenses – This means investigating any additional costs that will associated with your selection in terms of your current laboratory environment and purchasing options. For example, if renovations or space changes are required to make your selection functional, you must consider that cost in the final decision. Also, review any ancillary needs such as a water source, data lines, and clearance walk space. Finally, investigate the need for any specific temperature or airflow conditions that are not currently available in your space to ensure compliance and safety.  In addition, if there are plans to connect the equipment to your Laboratory Information System (LIS), request information cost associated with any middleware or information technology additions that are required. 

“When your team is ready to make a final selection, be sure to involve all the key stakeholders in the decision making process.”

Helpful Tips for making your final decision

When your team is ready to make a final selection, be sure to involve all the key stakeholders in the decision making process. This includes front line staff, pathologists, support staff and any other key experts that may be helpful in the decision making process. Once you have an appropriate selection group in place, consider your transition timeline for needing to replace the existing equipment. This is helpful to understand any if there will be a gap in time from when the new equipment arrives versus when the laboratory prefers it. If the vendor is not able to meet your needed timeline, ensure your selection group incorporates an interim plan into the overall implementation plan.

In conclusion, while the process of selecting new equipment for the laboratory can be a detailed practice, utilizing the tips above can help ease your decision making process. In the end, thoroughness in reviewing all the above considerations will help your team determine the equipment selection that will best serve your staff, customers and patients.