Lab Management (MLLM-401)

1. Lab Management (MLLM-401) By Dr. HodaZaki Prof. Hospital Administration Chair Department of Health Administration &Behavioral Sciences High Institute of Public Health University of Alexandria Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

2. Lecture Staffing of lab Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

3. Intended Learning Outcomes (ILOs) By the end of these lectures the student will be able to : • Know the importance of lab staffing • Identify lab staff hiring , job description & job specification for lab personnel • Know the importance of lab design. • Identify the important elements of lab design. • Define the lab policies & procedure. • Identify other elements of lab organization: • Unity of command • Span of control • Equal authority & responsibility • Coordination Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

4. Lecture content • Staffing of lab • Performance appraisal /Evaluation • Practical session • Lab Design • Lab Policies & procedures Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

5. Staffing of lab Staffing of lab includes the following • Staff hiring (recruitment)based on job description & job specification • Staff selection • New Staff orientation • Staff training • Performance appraisal • Counseling on how to improve performance • Promotion & opportunities for development. • Appropriate compensation & benefits Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

6. Staff hiring (recruitment) • The process of attracting qualified individuals & encouraging them to apply for work in your lab. This is done through one or more of the followings: • Advertising in newspaper • Networking : a personal contact among friends, relatives,& colleagues. • Job fairs: are gathering of employers who are interested in promoting their organization as good place to work. • The internet. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

7. Staff selection • The process through which organization choose from a group of applicants the individuals who best suited for the position in your lab. This is done through the following steps: • Review the application or Resume • Interview: arrange the time & place & prepare questions for interview. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

8. New Staff orientation • General orientation: • It covers the organization structure, employee’s benefits , performance appraisal process, organization’s dress code employee parking, facility security, infection control & universal precaution & general work rules. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

9. Cont., New Staff orientation • Department orientation: • It covers an introduction about the department, physical space, equipment, policies & procedures . The new employee should given a copy of job description, policies & procedure manual & assign a person to help him in the first few days on the job. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

10. Staff training • Training is designed to provide your staff with knowledge & skill needed for the present job. • It includes training to correct the performance problems. Give examples Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

11. Development of lab staff • It involves learning that goes beyond today’s job. • It has more long-term focus. Give Examples Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

12. Performance appraisal /Evaluation • It is a formal process of periodic review & evaluation of individual or team performance. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

13. Compensation & Benefits • The term compensation includes the total of all rewards provided to employee in return for his services. • The reward may be one or a combination of the followings: • Pay : the money that a person receives for performing a job. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

14. Conti., Compensation & Benefits • Benefits: additional financial rewards, other than base pay, including paid vacations, sick leaves, holidays & medical insurance. • Non-financial benefits (Non momentary rewards): Such as enjoyment of work performed (interest work), satisfactory work place environment, good team work, ect…. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

15. Practical session • Example of job description & job specification for lab personnel • What are the importance of job description & job specification for lab personnel • What are the components of job description ? • What are the components of job specification ? Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

16. Practical session • What are the importance of performance appraisal for lab personnel • Who should carry out the performance appraisal? • How to conduct performance appraisal? Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

17. Lab Design • suitable size, structure and location • Laboratories space : sufficient space to avoid samples mix -up, contamination and cross-contamination as well as separation of activities. • storage space : • adequate, suitable for samples, standards, solvents, reagents and records. • temperature controlled, monitored alarmed. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

18. Cont., Lab Design • Alarm system or adequate monitoring system to control the temperature of the critical stage areas. • Automatic alarm system tested regularly • all the alarm checks . • limited access? • Access to telephone & E-mail to ensure proper communication. • necessary office equipment (printer, copy-machine) to perform the required activities • good housekeeping Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

19. Cont., Lab Design • ARCHIVE FACILITIES: • Sufficient and appropriately secure storage space, fire proof, archiving trial-related documentation and product samples • Access to areas restricted and controlled • Archiving period • - documentation including raw data • - product samples retained Prof.Dr.HodaZaki (MD PHD) Prof. Hospital Administration

20. Equipment & Reagents • Equipment • acceptance testing prior to use • appropriately maintained & calibrated • with records to demonstrate this • trend analysis of calibration checks • validated computer systems . • Reagents • suitably labelled and stored. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

21. Lab Policies & procedures • Lab Policies: are general guidelines for carrying out essential & frequent repeated activities. • Lab procedures: are steps in chronological order that are required to carry out specific activities. • The steps include: • Who will do the activity • The required skills, materials& equipment • The time frame to finish the activity Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

22. Cont., Lab Policies & procedures • There should be a manual of Lab Policies & procedures: • include all activities of lab • Available for all lab staff • Reviewed annually to do the necessary modification such as add new activity or change the steps of specific activity. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

23. Examples of lab policies • Confidentiality • As a member of the health care team, it is expected that we will always respect the privacy of our patients. • This includes not talking about our patients, their diagnosis or prognosis, or their test results to anybody except those that have ”a right to know”, such as other health care professionals working with this patient or the parents of a minor child. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

24. Examples of lab policies • Confidentiality also means that you protect the patient’s right to privacy in such areas as: • Keeping the patient covered to the extent possible when the patient cannot do this herself. • Not calling out to patients in doctors’ office about the nature of their visit to the doctor or their treatment when other patients are in earshot. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

25. Examples of lab policies • specimens must be transported and stored properly, laboratory must have a collection manual. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

26. Examples of lab policies • F. Requesting a Laboratory Test • Only a physician can order a lab test Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

27. Examples of lab policies • Categories of Test Requests • Routine • ASAP (as soon as possible) • STAT (from Latin word “statim”, meaning “with haste”) • Pre-Op (pre-operative) • NPO (from Latin words “non per os”, meaning “nothing by mouth) • pp (or pc) (post-prandial or “after eating”) • pp literally means post-breakfast • pc literally means post-meal Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

28. Waived Testing Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

29. Other Elements of Lab Organization • Unity of command • Span of control • Equal authority & responsibility • Coordination Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

30. Unity of command • No individual should have more than superior from whom he takes orders and to whom he reports and is responsible and accountable. • I.e., “No man can serve two masters”. • At the same time subordinates may be able to play one superior against another and thereby escape responsibility. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

31. Span of control It is the number of subordinates directly supervised by one superior There is no definite number for the span of control for all managers. It depends on many factors such as : The nature of work being done: With complex work & work that required more mental capacity, the span of control decreases. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

32. Cont., Span of control • Training and competence of subordinates:The greater the training, capacities, and self-direction of subordinates, so they do not required close supervision and the span of control increase (i.e., more subordinates can be directed by one manager) Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

33. Equal authority & responsibility • Authority: is the power vested on the organizational head giving him the right to command and the subordinate the duty to obey. • Responsibility: refers to the tasks and functionswhich, a person is responsible to perform and for which he is accountable to the organizational head. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

34. Cont., Equal authority & responsibility • It is unfair, frustrating and often destroying that the managers hold responsible for duties for which they do not have the necessary authority. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

35. Coordination • Coordination and integration are used interchangeably. • Integration has been defined as “ The process of achieving unity of effort among various subsystems in the accomplishment of the organization’s tasks” Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

36. Areas Needed Coordination • Within the same unit. • Between units within the same department. • Between departments within the same hospital. • Between hospitals and health care institutions or administrative units. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

37. Characteristics of a well –coordinated organization • Each department works in harmony with other departments; • Each department knows the share of common tasks it must assume; • Work schedules of all departments are integrated. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

38. Coordination Mechanisms • By placing various activities under a central authority to links them together . • The use of rules, regulations, schedules, plans, procedures, policies and protocols. • Committees which are made up of members from a number of different departments or functional areas and are concerned with problems requiring coordination. Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

39. Assignment 2 • What are the important elements for lab design? • Prepare a presentation shows three different designs for labs. • Name of students: • Sabry el said • Ahmed Aly Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

40. Assignment 3 • What are the important of lab policies & procedures? • Prepare a presentation shows three different lab policies . • Name of students: Ayman Mohamed Sami Hosafy a

41. Assignment 4 • What are the important of lab policies & procedures? • Prepare a presentation shows three different lab procedures . • Name of students: Tamer Mohamed Rahma Abdel Monem Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

42. Assignment 5 • What are the important of performance appraisal? • Prepare a presentation shows at least three different methods of performance appraisal. • Name of students: • Said Ahmed • Reham El saeed Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

43. Study Questions: Describe Staffing of lab . Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

44. Suggested readings: • M. Harmening. Laboratory Management: Principles and Processes Denise.  2nd ed.2008 Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration

45. Thank you Prof.Dr.Hoda Zaki (MD PHD) Prof. Hospital Administration