An Innovative Approach to Improve the Labeling, Packaging and Tracking of the Nationʼs Organ Supply.

Abstract

The purpose of the Electronic Tracking and Transport (ETT) project is to eliminate errors and improve safety in the organ labeling process by eliminating the current handwritten, manual process. The HHS Entrepreneur Program takes on the toughest challenges facing HHS, exploring ways to bring the entrepreneurial spirit to government by using innovative approaches, Lean methodologies, and external ideas and expertise. This new approach encourages risk taking to rapidly create, develop, and accelerate innovation and product development. HRSA's Div of Transplantation added a task to the Organ Procurement and Transplantation Network (OPTN) contract with UNOS to support ETT. HRSA hired an External Entrepreneur with expertise in supply chain logistics, innovation and IT to work with the HRSA Internal Entrepreneur and a UNOS organ donation researcher to lead the ETT team. The ETT team worked with the OPTN Ad Hoc Organ Tracking Committee to develop a solution to the labeling, packaging and tracking process. The ETT team traveled the country extensively in the first few months of the project to observe current labeling and packaging methods at selected OPOs. This “Instant Immersion” approach was the basis for defining the problem and requirements of the labeling and tracking solution. A prototype was quickly developed and tested in simulation. The ETT system uses a tablet and a portable bar code printer to electronically label blood, specimens, and organs in the ICU during donor management and in the OR during procurement. Bar codes are used to help ensure that organs and related materials are packaged correctly. The technology is only part of the solution. Process redesign and standards in training, labeling and packaging are critical components for this innovation. Field Testing of the system began in late July of 2013, and is expected to end in March of 2014. A total of five OPOs are participating in the test. The testing consists of classroom training and certification for the OPO coordinators as well as observation and certification during actual donor cases. Over 100 donor cases and 250 organs have been processed using the ETT system to date. Conclusion The ETT Field Tests have proved invaluable, allowing the team to test the prototype, workflow, training and identify challenges a general deployment will bring. Feedback from the front line staff will allow for a more robust, scalable, integrated application, which is expected to be developed and tested by October of 2014.