Laboratory Management PDF

Laboratory Management The Nature Of Management InThe Clinical Laboratory  Introduction Medical Laboratory Services (Laboratory results) are essential to all aspects of health care and they should be: accurate, reliable, and timely...

Laboratory Management The Nature Of Management InThe Clinical Laboratory  Introduction Medical Laboratory Services (Laboratory results) are essential to all aspects of health care and they should be: accurate, reliable, and timely 2  Introduction 70% of clinical medicine decision making is predicated upon, or confirmed by medical laboratory test results In the United States there are between 7 and 10 billion laboratory tests reported annually 3  Introduction If inaccurate results are provided, the consequences can be very significant including: Unnecessary treatment Treatment complications Failure to provide the proper treatment Delay in correct diagnosis Additional and unnecessary diagnostic testing 4  Management and communication skills of laboratory directors, supervisors and technologists Complex interdigitation of expertise in Efficient operation of a clinical laboratory Effective delivery of medical 5 laboratory services to clinicians and theirpatients  Introduction The efficient operation of a clinical laboratory and the effective delivery of medical laboratory services to clinicians and their patients require a complex interdigitating of expertise in medical, scientific and technical areas Although the medical, scientific, and technical expertise are essential pre-requisites for the provision of medical laboratory service, success in applying these techniques to benefit patient care is vitally dependent on: the management and communication skills of laboratory directors, supervisors and technologists 6  Laboratory Management Laboratory management task is to integrate and coordinate organizational resources so that quality laboratory services can be provided as effectively and efficiently as possible Organizational resources include personnel, equipment, money, time and space 7  Management: Art or Science Management is indeed a science There are precise elements, scientific and exact aspects that have to be learned and assimilated Any manager must have: A good knowledge of certain quantitative methods and analysis of financial and statistical data As well as certain, less scientific but well tried and tested elements such as: human motivations, and the effect of different payment systems on the performance of different occupations 8  Management: Art or Science Management is also an art in the sense that: o There is great room for the use of creativity, imagination, initiative and invention within the overall sphere of the occupation o It includes skills that can not be measured as in other applied sciences like chemistry, physics and medical sciences o Includes communication skills, motivation and directives 9  Management: Art or Science Thus, management can be considered as both a science and an art The successful management of today’s clinical laboratory, like any other organization or institution, requires: A vast array of skills Founded on rigorous principles of management science 10  Definitions of Management It is very difficult to give a precise definition of the term ‘management’. 1. Management involves the coordination and integration of resources to accomplish specific results 2. Management is a social process comprising a series of actions that lead to the accomplishment of objectives 3. Management is defined as “Getting from where we are to where we want to be with the least expenditure of time, money and effort” 11  Definitions of Management 4. Management is the universal process of efficiently getting activities completed with and through other people Another definition which was formulated on consensus is: Management is the guiding of human and physical resources into dynamic organization units that achieve their objectives to the satisfaction of those served and with a high degree of morale and sense of attainment on the part of those rendering the service 12  Definitions of Management The definition contains four basic elements: Toward objectives Through people Using techniques In an organization 13  Definitions of Management Toward objectives Goals and purposes consistent with efficient delivery of laboratory services for quality healthcare. Through people Guiding "leading and directing" in such a manner that these professional laboratory technicians feel a sense of responsibilities and attainment "achievement" Using techniques Physical resources such as laboratory equipment, computers, space and so forth In an organization Into dynamic organizational units implying division of labor, specialization, protocols and procedures, and functional processing 14 units  Definitions of Management It must be pointed out that management is an activity, it is not letting each day take care of itself, and rather it is making things happen Too often laboratory managers fall into the trap of "fighting fires" on daily basis For management to be effective, and to ensure efficient operation of the laboratory it must be in control, planning ahead the steps 15  Descriptive Administration Model Human 16  Laboratory managers are entrusted with three categories of resources (inputs): Financial operating and capital budget Physical space, equipment and supplies Human technical and support staff 17  As a result of the managerial role and fulfilling certain functions planning, organizing, leading and evaluating Three categories of output are expected: satisfactory performance, products- laboratory reports to the physician when needed – and self-serving behavior-a sense of accomplishment among the staff doing the work There are many external and organizational forces that influence the administration process in any given institution e.g. politics, power, conflict resolution 18  Managerial Duties and Responsibilities A director directs the affairs of an organization by establishing goals and priorities that determine the direction the organization will take The director might not directly supervise in a technical sense, since his role is primarily one of broad policy making An administrator administers or runs an organization within the framework of the various directives and policies given to him He is not the person who establishes the larger goals, but a technician who knows how to make the organization move efficiently, to achieve its purpose 19  Managerial Duties and Responsibilities A manager takes charge of the management or oversees the functioning of an activity to achieve a set goal or purpose his strength is in his ability to use all of these resources to get things done properly A supervisor oversees the activities of others to help them accomplish specific tasks or to perform scheduled activities efficiently 20  Distinction of three levels in the management team of the laboratory Laboratory directors and administrators Retain ultimate responsibility in achieving goals e.g. changes in technology, capital investments, and services rendered are finalized by this level of laboratory management Laboratory managers or chief technologist They create and maintain an environment for laboratory professionals to function efficiently. They plan, organize, direct, and control jobs. Laboratory supervisors They focus on people and operational delivery of laboratory services. 21  Distinction of three levels in the management team of the laboratory 22 Leadership skills needed at various managerial levels Management Levels Skills needed Laboratory Conceptual director Administrator Interpersonal Manager\ Chief ‫تاراهمال‬ Technologist ‫ةيناسن‬ ‫ال‬ Technical Supervisory Technologist  Leadership skills needed at various managerial levels The laboratory director or administrator exercises fewer technical skills, rather, the emphasis shifts at this level to conceptual skills such as: Long – range planning Goal setting Innovating in response to change 24  Leadership skills needed at various managerial levels The administrative or chief technologist in the middle is required to exercise skills in both the technical and conceptual areas All three levels of laboratory management need to be equally clever in interpersonal skills Human relations skills in a laboratory are of critical importance to managerial effectiveness 25  The clinical laboratory is staffed by a wide variety of backgrounds and educational preparation, from units clerk through doctorate – levels The cohesion of this group as a healthcare team is essential for effective management The clinical laboratory administrator is a manager of professionals Laboratory supervisor manages things but leads people 26  The Administrative Process Laboratory management is to integrate and coordinate resources toward accomplishment of goals The task is thus a process comprising a series of actions 27  Organizing The organizing function involves developing structure to facilitate the coordination of resources to achieve completion long and short – range planes. Division of labor is to be created. Working relationships must be outlined to include lines of authority and workflow for the optimal functioning of the interrelated units 28  Directing The directing function is the managerial leadership. Managers in the clinical laboratory are concerned with the human element. Successful managerial leadership creates a climate in which both the needs of the individual and the goals of the organization can be met. 29  Controlling The wrap–up function in the administrative process is controlling which ensures that the end-product of organized and directed events conforms to plans Supervisors are aware of importance of good quality control In the administrative process controlling is important including: defining standards criteria for acceptable performance, developing reporting system, 30 and taking corrective action when and where needed Clinical Laboratory Administration Model 31  Decision – Making Decision – making is an activity that is inherent in all other administrative process activities This is the part of the process that ties everything together Decisions must be made as part of planning, organizing, directing and controlling The process includes: problem analysis, development and analysis of alternative course of action and decision implementation and control 32  Cost–effective Management Cost–effective management of clinical laboratories must be considered Laboratory managers are called upon to: accurately forecast cost/benefit ratios and market to new entities Managers must modify the structure for efficiency and redesign jobs, perhaps creating career ladders for technical staff To increase productivity under the directing function, managers need to create a work environment characterized by responsibility and participative management Under controlling function, Laboratory managers must implement cost- containment measures through: reduction in overuse of testing, 33 And inventory control  Making The Transition To Laboratory Management One of the most difficult obstacles for the new manager or supervisor is the transition from staff responsibilities to administrative responsibilities This transition includes a shift in the focus from direct service responsibility to new relationships, new responsibilities of managing versus doing and a new kingdom of influence (leadership). 34  Dual Hierarchy In Hospitals The medical staff of the hospital “physicians” who were the users of hospital services, including the laboratory, formed into a separate organization with an independent, but also an interdependent, relationship to the administrative structure of the hospital, thus creating a dual hierarchical structure. Hospital administration is primarily concerned with providing safe and efficient care for all of its patients On the other hand, the major role of the medical staff is to ensure the quality of care for the individual patient 35 36