In response to valuable feedback from Association for Perioperative Practice (AfPP) members, The Institute of Decontamination Science (IDSc) and AfPP have collaborated to review and update the national guidance on the management of loan sets and individual reusable medical devices.
This joint effort has led to the publication of a comprehensive and practical document: Loan Set Management and Individual Medical Devices - Principles Between Suppliers/Manufacturers, Theatre Departments and Decontamination Units. The revised guidance is designed to support safe, efficient, and effective practice across all departments involved in the process, ensuring that patient safety remains paramount.
Trevor Garcia, National Chairperson for The IDSc, said: “The IDSc recognises the importance of collaborating with AfPP. Loan sets have long presented challenges, and the availability of best practice guidance will help provide a more structured approach to managing these day-to-day issues. We hope to continue this collaboration, as it is vital that our departments work together to ensure patient safety.”
A collaborative response to real-world challenges
AfPP members highlighted the need for clearer, updated guidance to address growing complexity in managing loan sets, especially with the increasing volume and sophistication of surgical procedures, and the associated demand for specialist instrumentation. Recognising this need, AfPP and IDSc brought together expertise from across the sectors to create a shared understanding of expectations, responsibilities, and best practices.
The updated guidance outlines the distinct roles and responsibilities of all key stakeholders involved in the loan set process:
- Suppliers and Manufacturers are responsible for providing complete, accurate documentation with each loan set, ensuring instruments are in serviceable condition, properly decontaminated, and compliant with current regulations.
- Theatre Departments must coordinate closely with both Suppliers and Decontamination Units to ensure loan sets are booked, received, and returned in line with surgical schedules, while also maintaining traceability and patient safety standards.
- Decontamination Units (Sterile Services Departments) are charged with verifying the condition and cleanliness of instruments, ensuring correct processing before and after use, and reporting any defects or discrepancies.
By clearly defining these responsibilities, the updated document helps avoid duplication, eliminate gaps, and promote a consistent approach across the UK’s healthcare system.
Driving safety, efficiency and reliability
Improved communication and collaboration between all involved parties will help reduce delays, minimise risk, and optimise surgical efficiency, ultimately benefitting both patients and staff.
A living document for evolving practice
As technology and surgical practices evolve, this guidance serves as a dynamic resource that can adapt to future developments in the field. AfPP and IDSc encourage continued feedback from practitioners to ensure the guidance remains relevant and practical in everyday settings.
This collaborative work reflects both organisations’ ongoing commitment to improving perioperative and decontamination practices across the UK. By promoting clarity, shared responsibility, and high standards, the updated loan set guidance is a significant step forward in supporting safe and effective surgical care.
