Quality management at the Zurich Institute of Forensic Medicine

Active quality management means the conscious control of processes for the purpose of continuous improvement. If you are supported in this work by an electronic quality manager, the result is time savings, increased efficiency and, in the best case, a zero error rate.

So, it's easy to solve: Google software options, get to know the product, buy it and the work is done. Lorenz Rebmann, Head of IT at the Institute of Forensic Medicine at the University of Zurich (IRMUZH), knows from his own experience, however, that the path to electronic QM is not that simple.

Methods for clarity in court

As an institute of the University of Zurich, the IRM-UZH provides clarity in judicial matters. 160 employees at various locations in Zurich, Winterthur and Lucerne serve the judiciary and private individuals (for example in paternity cases) in the fields of Forensic Genetics, Forensic Pharmacology & Toxicology as well as Forensic Medicine & Imaging and Traffic Medicine & Forensic Psychiatry.

At the end of 2011, Lorenz Rebmann received the order to digitize the aging, paper-based IRM quality management. Rebmann chose the Swiss product IQSoft as the electronic quality manager. The first goal was to re-accredit the Forensic Genetics Department using the new software. Looking back, Lorenz Rebmann is convinced of his decision at that time. The benefits in terms of completeness and time savings are enormous. But the first steps were laborious: "So suddenly we had this program, which I initially wanted to use for document and data management. I also knew that IQSoft had much more to offer. But that didn't solve anything at first."

No success without a concept

Rebmann thankfully expresses openly what many companies experience when introducing consistent QMs, but rarely communicate. The qualitative quantum leap is preceded by detailed work. Important steps on the way to the goal: taking stock of your own situation and defining what you actually want. Only then can processes be cleanly defined, modeled and set in motion. If the user does not adhere to this sequence, the quick purchase of software may serve as a motivator. But the fundamental work is still to come.

Of course, IRMUZH also had quality measurement methods before 2011. But the somewhat antiquated processing and ongoing renewal on paper cost a lot of time. The rather complex structure of the institute - the various departments were not exactly closely linked - also made the system error-prone.

Rebmann remembers: "It was not possible to simply take over what existed. Some of the documents were not up to date. Some were still written on typewriters. Even at the directorate level, there were no uniform documents across departments. Work was good on a small scale, but the larger perspective was missing. My first, experimental attempt with IQSoft brought me nothing but the experience: not like this."

Optimum restart

The IRM-UZH team realized: It's not the software. We have to plan better. It was decided to take the path of small steps. The re-accreditation of Forensic Genetics using IQSoft, planned for 2012, was put on hold. A sound ground had to be made. So first all the staff documents were looked at, revised and put into a form that was valid for all departments. Then it was time to work directly with the Genetics and Pharmacology/Toxicology departments.

Fabian von Kaenel, Deputy Quality Manager at IRM-UZH, looks back: "It is worthwhile to plan such an introduction calmly. For IRM-UZH, the conscious examination of its own quality requirements meant a turnaround in the "corporate culture". Departments that previously functioned relatively independently of each other sat down at the same table. Today, we work much more closely together and know each other better. That's good for us."

From learning and success phases

Lorenz Rebmann would have liked to organize a joint IQSoft training session for his colleagues at the IRM-UZH premises. But it proved impossible to gather all the people concerned on one day in Zurich. So the employees attended training sessions in groups at IQS AG in Zofingen. These presentations aroused a thirst for action. After their training, some course participants immediately requested the activation of further IQSoft modules. Hans-Peter Kost, Chairman of the Board of IQS AG, has been observing this effect for years: "Once you discover good electronic quality management for yourself, you develop new ideas and soon want to achieve even more."

Rebmann and von Kaenel recommend that every company clearly define in advance what is to be achieved and what needs to be done first. This saves unnecessary additional rounds. They also agree on the effort and the benefits: "It was an extreme learning process how to comprehensively design quality management. We initially paid a lot of dues for the concept and also for the practical introduction in the Directorate and the Forensic Genetics Department. But now everyone is benefiting from this as we continue to build up the system. The bottom line: IQSoft has made us constantly aware of what should be given - how to inform the employees early and in time, to what extent electronic quality management comes into play," explains Rebmann.

New opportunities

IRM-UZH has achieved a lot in the meantime: all documents at all locations are always up to date on a daily basis. 30 folders per laboratory that have to be maintained by hand? A thing of the past. Employees who ignore updates without noticing? Out of the question. And yes: The re-accreditation of Forensic Genetics and the initial accreditation of Forensic Pharmacology & Toxicology with electronic assistance from IQSoft were successfully completed in October 2014.

Many operating and test equipment items are recorded and successfully linked to operating instructions, certificates or photos. All 160 employees of the institute use IQSoft - even on the road: "Our doctors in the field access the program via iPad. Many operating and test equipment items are recorded and successfully linked to operating instructions, certificates or photos. All 160 employees of the institute use IQSoft - even on the road: "Our doctors in the field access the program via iPad. That works very well."

"Our physicians in the field access the program via iPad. It works very well."

As a computer scientist, Lorenz Rebmann is pleased with the standardisation achieved and is already planning ahead: "Our next major project is now dedicated to Forensic Medicine & Imaging and Traffic Medicine & Forensic Psychiatry. Quality assurance checklists are currently being drawn up. There, too, we are striving for accreditation. What we introduce as a quality standard in this area with the help of IQSoft will have an influence throughout Switzerland. »