New joint guidance sets out best practice for loan set management.

The updated AfPP & IDSc Loan Set Management guidance outlines how suppliers, theatre teams, and decontamination units (DUs) can work together to ensure safe, efficient use of loan sets and reusable medical devices.

The collaborative document recently published by The Association for Perioperative Practice (AfPP) and the Institute of Decontamination Sciences (IDSc) provides a detailed, step-by-step process covering the full journey of a loan set — from supplier dispatch, to theatre use, to decontamination, and back to the manufacturer. It emphasises patient safety, efficiency, and clear accountability at every stage.

Key Recommendations from the Guidance

Clear Responsibilities Across All Parties

• Theatre Departments: Identify loan set requirements early, notify procurement and DU, check completeness before and after procedures, and ensure all implants are tracked to patient records.

• Decontamination Units (DUs): Operate under ISO 13485 or equivalent quality management system, manage decontamination and traceability, and quarantine damaged or incomplete sets.

• Suppliers/Manufacturers: Provide compliant instructions for use (IFUs), implement robust track-and-trace systems, and ensure tray design meets handling and safety standards.

Advance Planning and Communication

• Adhere to lead times set out in the guidance to allow for transportation, decontamination, and any required training — particularly for first-time or unfamiliar sets.
• Weekend and Monday cases should be flagged to the DU by Wednesday 1 p.m. at the latest.

Robust Documentation and Traceability

• Every loan set must be accompanied by:
  • A fully completed tray form
  • A valid decontamination certificate
  • A detailed contents list with product codes and images
  • Manufacturer reprocessing instructions
  • An indemnity certificate
• All implants must be traceable to the patient to ensure regulatory compliance and protect patient safety.

Safety and Quality Assurance

• Maintain set integrity to prevent instrument migration and ensure accurate traceability.
• Manage risks such as heavy trays, damaged wraps, and incomplete documentation.
• Avoid bypassing manufacturer IFUs and validate any alternative processing methods.

Managing DU Capacity

• Loan sets can consume significant decontamination capacity, and fast-tracking one case may delay others.
• Proactive communication between theatre teams, DUs, and suppliers is essential to maintain workflow efficiency and patient care standards.

Why This Matters

The updated AfPP and IDSc guidance sets a clear framework for safe, compliant, and efficient loan set management across the NHS and private healthcare providers. Standardising processes and communication not only prevents delays and bottlenecks but also ensures the highest levels of patient safety and regulatory compliance.

Enhance your loan set processes

Learn how Aexis Medical’s digital solutions support compliance, traceability, and efficiency in line with the latest AfPP & IDSc guidance. Contact us today to discuss your needs or follow us on LinkedIn for more insights.