64 PROCESS JULY / AUGUST 2026 www.myhspa.org INSTRUMENT WHISPERER A thorough evaluation process is essential to choosing the right surgical instrument repair vendor for one’s facility. It is one of the most important decisions a healthcare facility can make, given the significant financial investment in instruments and the vital need for the devices to function safely and as intended. Instrument maintenance and repair play a vital role in the devices’ performance, directly impacting patient safety, surgical outcomes and surgeon satisfaction. While pricing is often a primary consideration when selecting a repair vendor, the value lies in the technician(s) experience and service offerings. It is also critical to recognize that the consolidation of repair vendors by billion-dollar companies and private equity firms is resulting in fewer choices for healthcare organizations. Increasingly, purchasing and supply chain professionals are signing contracts that leave end users with no choice in repair vendor selection. Experience: The foundation of quality Surgical instrument repair is a highly specialized skill. Improper repairs can lead to instrument failure, surgeon dissatisfaction, and patient harm. Facilities must ask their repair vendor, “How experienced are the technicians working on our instruments?” Repair vendors should provide documented training and experience for all their technicians, ideally with at least 6 to 12 months of formal training before they work independently. New repair technicians should never be training on your instrument inventory. Repair technicians not only work on the facility’s instruments, but they should also serve as knowledgeable educators and reliable partners in quality improvement. Beyond credentials, repair technicians should be able to demonstrate their knowledge of: • Proper sharpness testing of scissors. Note: They should also be willing to teach Sterile Processing (SP) professionals how to test scissors. • Testing double-action rongeurs for alignment and cutting performance BY RICK SCHULTZ Key Considerations When Evaluating Instrument Repair Vendors
JULY / AUGUST 2026 PROCESS 65www.myhspa.org INSTRUMENT WHISPERER • How to disassemble Kerrison rongeurs to properly clean, refurbish and sharpen them Quality of work: Attention to detail Quality instrument repair goes far beyond sharpening. It includes full inspection and refurbishment. Facilities should evaluate whether: • Stains, water spots, and residue are fully removed during the refurbishing process • Instruments are restored using proper mechanical or chemical methods to ensure spots and stains are removed • Instruments are disassembled when necessary (e.g., Kerrisons) to remove bioburden and ensure proper operation Incomplete repairs, such as sharpening without refurbishing or inspection, pose safety risks and shorten instrument lifespan. Staffing and productivity The number of onsite repair technicians directly impacts service quality. A single technician often cannot complete comprehensive inspections, complex repairs, and preventative maintenance in a limited timeframe; therefore, it is prudent to ask: • How many technicians are onsite? • Is there a quality control process, such as a second technician, verifying work? A multiple-technician model allows for more instruments to be serviced per visit, including higher-skilled repairs, which means fewer instruments are taken offsite. Often, additional services, such as education and preventive maintenance, are provided as well. Availability and scheduling The repair vendor’s availability should align with the hospital’s needs, not the vendor’s convenience. Ask these questions when evaluating a repair vendor (the underlined questions are especially critical): • What time will technicians arrive and leave our facility? • Is the repair vendor available for weekend services? • Does our facility control the schedule? Regarding the repair vendor’s daily scope of work, consider the following: • Do technicians remove and reapply color-coded tape at no additional charge? Tape removal and reapplication are labor-intensive but essential for patient safety and should be included in a complete repair process. • Are all instruments inspected, tested and refurbished, or only sharpened? • Are specialty instruments serviced onsite? Cleanliness and professionalism The condition of the repair vehicle and the appearance of technicians reflect the repair vendor’s overall standards. It is essential to check the cleanliness of the repair vehicle. It should resemble a medical repair lab—well-organized, dust-free, and properly equipped. A clean environment is not just cosmetic; it directly impacts instrument quality and infection prevention. Repair technicians’ appearance and demeanor should be professional. Safety protocols should also be in place (i.e., first-aid kits, fire extinguishers, eyewash stations, manufacturers’ safety data sheets, safety cones). Documentation and transparency Thorough documentation is essential for accountability and compliance. Facilities should expect: • A clear paperwork trail for all repairs performed • Itemized invoices and service records • Tracking of instrument history and maintenance Without proper documentation, it becomes difficult to verify work performed or identify recurring issues. A quality repair vendor should provide detailed, transparent reporting as part of their service.
66 PROCESS JULY / AUGUST 2026 www.myhspa.org INSTRUMENT WHISPERER Education and partnership A quality repair vendor does more than fix instruments; they help improve the entire instrument management process; guide facilities to adopt a proactive rather than reactive maintenance approach that reduces costs, extends instrument life and improves patient safety; advise on set frequencies and instrument replacements; service backup boards and provide inservice training and education to SP staff. Test Your Repair Vendor By Asking These Questions 1. Does the repair vendor provide before-and-after photographs? They should; it is a great learning opportunity. 2. Does the repair vendor take a lot of instruments offsite? If so, what price do they charge, and what is the turnaround time? 3. When inspecting the back-up board, the repair vendor should: • Test all scissors for sharpness • Inspect needle holder jaws for tread wear • Remove economy and Pakistan-made instruments from the board • Check all hemostats for cracks • Check all springs • Check all other instruments for overall function • Not charge for this service 4. Does your repair vendor buff off catalog numbers? Ask them. 5. Does your repair vendor repair economy/Pakistan-made instruments? Ask them. 6. Does your repair vendor inspect and service your instrument back-up board? RICK SCHULTZ, the Instrument Whisperer™, is an author, inventor, lecturer, and the retired Chief Executive Officer of Spectrum Surgical Instruments Corp. He served as contributing editor of HSPA’s Central Service Technical Manual (fifth, sixth, seventh and eighth editions). Schultz authored the textbooks Inspecting Surgical Instruments: An Illustrated Guide and The World of Surgical Instruments: The Definitive Inspection Textbook, which was released in June 2018. In October 2021, Schultz published the veterinary medicine textbook The World of Surgical Instruments for Animal Health. Schultz was named HSPA’s Educator of the Year in 2002 and the American Hospital Association Educator of the Year in 2006. In 2007, he was named by Healthcare Purchasing News as one of the 30 Most Influential People in Healthcare Sterile Processing. Schultz currently provides educational lectures to Sterile Processing professionals at HSPA’s annual conferences and conducts Operating Room personnel lectures across the country. Disclaimer: The views and opinions expressed in this column are those of the author and do not necessarily reflect the views of HSPA. The content provided in this column is also not a reflection or representation of any other company or organization with which the author may be affiliated.