Surgical Preference Cards: How Technology Can Reduce Costs

Clinically reviewed by Angela Carranza, CST, Medline Senior Manager, Clinical Solutions

Surgical preference cards have come a long way from when they were index cards filled out in pencil. Today’s surgeon preference card often is stored electronically.

What hasn’t changed? Outdated information on the cards. And that’s not good for the hospital or the patient. Inaccurate surgical preference cards are associated with higher direct costs, waste and delays.¹

“While a preference card alludes to perioperative supplies, it also provides direction to the surgeon’s preferences for procedure medications, patient positioning, room setup and more,” says Angela Carranza, CST, Medline senior manager, clinical solutions. “It’s everything the surgeon needs in the operating room to make the surgical procedure flow effectively and successfully.”

Let’s take a look at the negative impact of inaccurate preference cards—followed by a solution that addresses those challenges with a data-driven approach.

Consequences of outdated surgical preference cards

• Open, unused supplies are wasted: In a 2022 survey, surgeons estimated that 26% of single-use, sterile supplies opened for surgery were unused at the end of the case²
• Sealed, unused supplies must be returned to stock shelves: Returning items to stock is time-consuming for already stretched thin staff. They have to keep up with returns by reentering each item into the system; checking for expiration date, damage and quality; and returning the item to its original shelf location.
• Waste disposal costs are increased: The open, unused supplies increase the amount of hospital waste disposal. And if general waste items aren’t separated from hazardous waste items, they’re included in costly hazardous waste disposal.
• Surgical procedures may be disrupted: If a needed instrument or other supply isn’t in the OR, the surgeon may have to pause the procedure while a nurse retrieves the product. The patient is under general anesthesia longer, the surgeon’s concentration is interrupted and the wait could be part of a domino effect that leads to delays or cancellations of scheduled surgeries for the rest of the day.
• Supply inventory data is inaccurate: When supplies are taken to the OR for a procedure, the supply system considers those items gone. Inaccurate cards can lead to inaccurate inventory levels and locations, resulting in the wrong supplies being stocked in the wrong place.

How do you overcome these challenges? With your medical supplier’s technology that transforms your surgical workflow.

5 benefits of preference card management software

Storing surgical preference cards electronically isn’t enough. Digitizing preference cards isn’t enough. Try preference card management software that uses a proprietary algorithm to continually track, update and make actionable recommendations based on actual supply consumption in surgical procedures.

Here’s how your surgeons, patients, OR and hospital benefit.

1. Ensure surgeon preference card accuracy
Preference card management software automates the process of updating and maintaining surgical preference cards. The software continuously tracks and updates preference cards based on actual supply consumption during surgical procedures, ensuring that the information is always current and accurate. In addition, analysis is provided for each card on suggested items to be open, held, removed or added to the card.

“This product is a good tool to help OR leadership start making decisions on how they want surgical supply flow to work,” says Carranza. “And it helps OR management collaborate with supply chain/materials management and sterile processing because that card really encompasses multiple areas in the hospital.”

Inaccurate surgical preference cards are associated with higher direct costs, waste and delays.¹

2. Save time and reduce waste
By automating the update process, the software saves time for OR staff who would otherwise spend considerable effort manually revising preference cards. It also minimizes waste by ensuring that only the necessary supplies are prepared for each surgery, reducing the number of unused items that need to be discarded or restocked.

“A key performance indicator in the industry is on-time starts in the OR,” says Carranza. “Why can’t we get patients in on time? One delay can back up the entire flow for the day.”

She adds, “Knowing what was actually opened helps drive decision making on the back end. It’s one thing to read in the electronic preference card what the surgeon needs. It’s another to have proof of what’s used. That’s where you can identify gaps.”

3. Optimize inventory levels
The software uses historical data and real-time consumption patterns to project or influence future needs more accurately. This proactive approach ensures that the OR always has the right number of supplies on hand, preventing both overstocking and stockouts, which can lead to delays and increased costs.

This product is a good tool to help OR leadership start making decisions on how they want surgical supply flow to work.

Angela Carranza, CST

Medline Senior Manager, Clinical Solutions

4. Standardize products and bundles
You can access utilization analytics by case or surgeon, including cost comparisons, in an easy-to-use dashboard. This data helps you standardize the products and bundles used across different procedures, departments and surgeons. Standardization can lead to bulk purchasing discounts, simplified training for staff and consistent quality of care.

“Materials management leaders aren’t the only ones focused on the cost impact of surgery,” says Carranza. “Surgical teams are helping standardize supplies and reduce the number of SKUs.”

She provides an example of how comparative analytics help supply chain and clinical leaders. “Let’s say we have 10 doctors in orthopedics doing 10 total hips, and 9 of them are using supplies that cost X number of dollars, but we have one that is over the threshold. If we still have good surgeries and outcomes with those other nine, there’s an opportunity to have a conversation about the supplies used and possibly standardize them.”

5. Improve the surgical experience
Surgeons can be confident that all necessary supplies are available, reducing the need for interruptions during procedures. Patients aren’t kept under anesthesia longer due to delays. As the day progresses, procedures are less likely to be delayed or cancelled—potentially leading to better patient outcomes. Overall, the software enhances the surgical experience for both the surgical team and the patient.

Key takeaway

Hospital surgical preference cards continue to be outdated and inaccurate, leading to consequences for the clinical team, patient and hospital. By using preference card management software offered by your medical supply partner, you can benefit in five primary ways.

Bring dependability to a dynamic environment

Explore our capabilities