Linen Management Toolkit
Linen is one of the most expensive consumable supplies used in a hospital. Having an accessible supply is critical to providing patient care, but having an adequate supply is dependent on a continuous cycle whereas all soiled linen is returned to the laundry in a consistent time frame, appropriate amounts are stocked on patient floors and other areas of use, and occurrences of loss, whether perceived or actual, are minimized.
The resources available on this page equip linen managers at the hospital and customer service representatives at the laundry with step-by-step processes to collect and track loss data, guidance on developing policies to promote positive use practices, and the knowledge to influence hospital administration and clinicians to support their quest in improving linen utilization.
Audits
The Linen Utilization Audit Toolkit helps linen managers monitor and optimize linen usage, reduce waste, and minimize costs. It includes a guide for auditing various areas of the hospital where linen may be misplaced, used excessively, or tossed.
The resources below provide step-by-step instructions for conducting audits in a clean patient room, at the point of discharge, in the emergency room, when patients are transferred, and in the trash.
Sample Policies
Establishing policies that align with positive use practices and gaining buy-in from leadership is a crucial step in improving or maintaining ideal linen utilization. Here are some sample policies to guide the policy development process.
Sample Correspondence
One common contributor to linen loss is when patients are transferred. The sample letters below can be used to communicate with extended care providers and EMS to establish a plan for regularly collecting linen that accompanied patients to their facility.
Linen Task Force
Linen Committees or Task Forces foster collaboration between the laundry, linen management personnel, and the clinical team to encourage proactive linen usage practices. They can participate in policy development, linen selection, and distribution planning.
Other Resources
These resources can help identify usage patterns, improve practices, and promote linen awareness in your facility.
Calculators
Cost Per Use
The least expensive textile product may not always have the lowest cost per use. Although the cost to purchase may be low, when factors such as number of uses/life expectancy, processing costs and disposal costs are factored in, the true cost per use can be analyzed.
The calculation is as follows:
(Price ÷ by product life expectancy) + (Item weight X laundry processing cost per pound)
Run this calculation for both products being analyzed.
Cost Per Use Calculator
Pounds Per Patient Day
Pounds per Patient Day is a benchmark to track how many pounds of linen is used at the hospital based on patient day data, which is a calculation of the number of admissions times the average length of stay.
Pounds Per Patient Day
Pounds Per Adjusted Patient Day
Pounds per Adjusted Patient Day is a benchmark to track how many pounds of linen is used at the hospital. Adjusted patient days, is a financial calculation that includes both inpatient and outpatient data and is the benchmark to evaluate linen usage in a hospital.
Pounds Per Adjusted Patient Day
Soiled to Clean Ratio
The soiled to clean ratio provides a snapshot of the linen supply chain. It is reflective of the pounds of soiled linen returned to the laundry divided by the pounds of clean linen shipped, per account. Generally, the ratio should be between 6% and 15%. By consistently tracking this metric, when the percentage changes, the laundry should evaluate the account to determine if if there is sufficient supply. If the percentage increases, this could indicate there is not enough linen in circulation. If the percentage decreases, this could indicate there is hording, theft, or linen being thrown away. This is the most common occurrence and must be managed for proper inventory control.
Soiled To Clean Ratio
Par Levels
A par is the quantity of linen used in a 24-hour period. Establishing par levels ensures that the proper amount of linen is available where needed, without overstocking. Managing par levels is an effective way to control linen costs. Par levels should be monitored and adjusted at least annually, and also when frequent shortages occur, excess linen is stocked, when the census fluctuates.
Calculate Par Levels
| Current Par Level | Use Per Activity | Average Activity | Safety Stock | New Par Level |
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