sterile processing
sterile processing
By Marie Brewer , CST , CRCST , CIS , CHL , CER , GTS , CLSSBB
Securing Funds for SPD Capital Purchasing to Help Keep Operations Running Optimally
Sterile processing ( SP ) leaders often experience budgetary cuts or see their requests for capital purchases denied , but tapping alternate sources of funding can help bridge the budgetary gaps and set up the sterile processing department ( SPD ) for greater operational success , safety and efficiency .
Grants are an excellent option for obtaining critical funding , and learning to effectively and efficiently write a grant proposal is the secret to success . There are several common approaches to grant writing , including :
● Letter of inquiry ( LOI ) – An LOI is a brief letter written to discuss the main points of a full proposal ; this allows the funding organization to determine if the request meets their grant criteria . Some facilities use an LOI as the first step toward obtaining funding for capital purchases .
● Full proposal : This approach follows a standard format ( as outlined by the funder ) that typically includes a cover letter , statement of need , project summary and budget . A full proposal can range from five to 25 pages .
● Letter proposal : This format may be used to propose a scholarship for education or capital equipment requests . Often , a two – to four-page letter is sufficient . The letter should describe the team or organization , outline the detail ( s ) of the project and define the sponsorship proposal .
Note : To ensure the best outcomes , SP leaders should research each prospective funding organization . Most funders have guidelines for eligibility and will provide their preferred proposal format and a list of required documentation or supporting material . They are also likely to state their submission deadline ( s ) and general timelines for notification and grant payment .
This article focuses on letter-writing because it is the method that has garnered me and my department the most success . To date , through our grant writing , we have received more than a dozen awards for capital items , such as borescopes , height-adjustable workstations and sinks , and additional surgical instrument sets to improve processes , safety and efficiency . The smallest grant we received was $ 2,000 for education-based scholarships , and the largest exceeded $ 75,000 for height-adjustable sinks . In 2022 , our department received a $ 15,000 grant for a new height-adjustable workstation . Additionally , educational scholarships and grants have funded trips for several technicians to attend the Healthcare Sterile Processing Association ( HSPA )’ s annual conference .
Grant-proposal writing tips
Before starting the letter-writing process , SP leaders should work to avoid common mistakes that can derail grant attainment . Some examples include repeating exact phrases from the funder ’ s guidelines , failing to read and understand the grant guidelines , using industry jargon that may not be understood by grant-funding personnel , focusing more on problems than solutions ( or suggesting general solutions to specific problems ), submitting the letter after the stated grant proposal submission deadline , and submitting the letter with typos or insufficient or inappropriate information .
Before writing and submitting a letter proposal , SP leaders should carefully review the grant ’ s requirements to determine eligibility and ensure the letter is focused and tailored to the audience . It is vital to always proofread the letter to ensure the content is concise , easy to understand and clearly advocates for the SPD ’ s needs by laying out the specific goals and needs . Finally , define the budget accurately to ensure all associated project costs are included .
Prior to writing the official letter proposal , prepare a grant letter outline and include these core elements : Briefly introduce your organization ( health system , hospital , surgery center , etc .); tell the funder how much money is being requested by why ; succinctly explain what sterile processing entails and describe the work performed by technicians in the department ; and include research-based content and data to support the team ’ s needs and funding request .
When writing the grant letter , it is best to start by briefly explaining how securing capital needs will advance the quality of patient outcomes and employee safely and satisfaction . In my own grant-writing experience , my letters include a description of our department , including the number and type of staff and the target population we serve . Also included is some simple data such as the number of annual admissions or patient visits the department supports , along with an explanation about the project or program , an identification of the specific need ( s ) and how the grant will support those needs . A project timeline is also included as is justification about how the project aligns with the mission or the funding organization . Finally , be sure to provide an explanation about what the funds will cover . For capital equipment , include a description and photograph of the equipment , how often the equipment will be used , and the life expectancy of the equipment ( include warranty information ). Also , provide a detailed budget ( consider incorporating accurate figures / data into a table or chart ), and a detailed quote and bids for additional installation or renovation costs .
Following the writing of the grant proposal , ask two or three independent readers to review the writing critically to ensure it is easy to understand , accurate , error – and typo-free , compelling and meets the funder ’ s guidelines and requirements .
Grant writing can be an intimidating process for SP leaders , especially those who are new to the process . It is , however , a practice that can be learned and mastered and lead to notable departmental improvements that can increase process safety , efficiency and efficacy . The more grant letters are written , the more proficient leaders will become at the practice . Even a denial from a funding organization can provide valuable lessons to help sharpen and perfect future grant-writing attempts .
Marie Brewer , CST , CRCST , CIS , CHL , CER , GTS , CLSSBB , serves as sterile processing manager at St . Luke ’ s Hospital in Cedar Rapids , Iowa . She has served as a columnist for the Healthcare Sterile Processing Association ( HSPA ) since 2022 .
26 december 2023 • www . healthcarehygienemagazine . com