Procurement and implementation of a GC-MS analyser for Urine Organic Acid analysis

1. Procurement and implementation of a GC-MS analyser for Urine Organic Acid analysis Catherine CollingwoodPrincipal Biochemist / Quality Manager, Department of Clinical Biochemistry Background Urine Organic Acid analysis is used for the diagnosis of inherited metabolic disorders. Alder Hey Biochemistry department is a referral laboratory for this test. Approximately 600 samples per year both from inpatients and referred samples from other laboratories are processed in the laboratory. The method involves extraction of organic acids from urine samples followed by analysis of the extracted compounds via Gas Chromatography – Mass Spectrometry (GC-MS). The interpretation of the organic acid profiles is complex and involves identification of up to 30 organic acids per sample. Average turnaround time for analysis and interpretation of the organic acid profile is up to 3 weeks. Aim The aim of this project was to successfully procure a replacement GC-MS analyser which would allow use of software for automatic peak identification of organic acids, and thus significantly reducing the turnaround time for this process. • Considerations / challenges • The same process had been used for many years by the same members of staff • Longstanding relationship with 1 supplier • Concerns that a change may compromise quality • Challenge of learning a new way of doing things • Views of stakeholders Stakeholder map The stakeholder map was useful to identify key individuals who would need to be involved. It was surprising to see how many people would be involved in the project and was helpful to involve as many of them as possible at an early stage. • Outcomes • Successful procurement of new GC-MS analyser with automated peak identification • Implementation has started • Total analysis and reporting time is likely to decrease significantly • Equivalent to 15 hours of saved staff time per week • More time for staff to concentrate on other areas • Improved service for patients Automatic identification and labelling of peaks using the new system dramatically reduces turnaround time Summary I have been able to use many of the tools and techniques from the leadership course for this project. I have learned a lot about myself and how I relate to other members of the team. Good communication, planning and early identification and involvement of stakeholder were important to achieve a good outcome. Thank you to: Merlin Walberg Penny Humphris Healthcare Scientist colleagues

2. Clinical leadership Course for Healthcare Scientists September 2009 – May 2010 Catherine CollingwoodPrincipal Biochemist / Quality Manager, Department of Clinical Biochemistry • Principled negotiation • Separate the people from the problem • Focus on interests, not positions • Generate options for mutual gain • Insist on objective criteria Plan and make time for quadrant II activities: Crisis prevention Values clarification Preparation & planning Relationship building Renewal & evaluation Communicate a vision Mission statement Core values Importance of planning Focus effort on results within Circle of influence • Listening on 3 levels • Content • Feelings • Intentions • Giving and receiving feedback • “And not but” • The habit of self renewal • Physical • Mental • Social / Emotional • Spiritual Importance of good communication for effective teamwork Thank you to: Merlin Walberg Penny Humphris Healthcare Scientist colleagues