Setting Up Your Office: Facilities, Instruments, and Equipment

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2 Setting Up Your Office

Facilities, Instruments, and Equipment

A lot of time, thought, and money go into setting up any medical office. If you already have a running medical office and you just want to improve the setting for dermatologic and cosmetic procedures, you are more than halfway there. If you are starting with a concept or an empty space, you will have many choices to make but you will have the advantage of doing things correctly from the start. Initial choices about office flow and layout are crucial to creating an efficient and effective office practice. We start our discussion with lighting and surgical/exam tables.

Lighting

Simple surgical procedures can be performed in almost any office if the lighting is adequate. Standard office lighting is often too dim to allow proper visualization of the operative field. When setting up a new facility, it is worth spending time to research the ceiling lights. Consider doubling the number of fixtures to have clear lighting. For many clinicians, this will provide adequate lighting for performing simple surgical procedures.

Headlamps can also be used to illuminate the operative area. When used in conjunction with loupes, headlamps are valuable when performing finely detailed procedures. A good penlight or otoscope can be helpful to illuminate a specific area during an exam.

Surgical Lamps

Adequate lighting is best achieved by using surgical lamps that are either ceiling mounted or on a rolling base. There are many lamps from which to choose. We are pleased with the Burton Outpatient II light in our main procedure room (Figure 2-1A). It is very bright but does not get hot. This is Burton’s number one surgical light and is shadow free, can be focused, and is guaranteed to have a no-drift arm. We have found the light to be too bright at times so we have taped photo diffuser sheets over the lights. Another option is to put in a dimmer so you can control the light output. This light focuses with a central handle. The central handle can be covered with a sterile cover, but we just ask our medical assistant to reposition the light when needed. Many other lights are available, but it is worth getting a good one.

If you get a better quality light in your main procedure room, it will be easier to see for more complex surgeries. A floor lamp may be used in your other exam rooms, but if you count on it in your procedure room, you may have lower quality light and need to deal with the inconvenience of the stand taking up floor space.

Floor Lamps

You should have at least one good-quality movable floor lamp for your exam rooms. One per room is optimal but one good movable lamp is a good start. Look for a lamp that provides excellent illumination, ease of movement, and stability in a small exam light for the floor. The Burton SuperNova exam light (Figure 2-1B) is one lamp that works well for us, but many other floor lamps are available that provide similar features. A gooseneck lamp with a bare incandescent light bulb gets hot and the light is not optimal for skin procedures.

Woods Lamp

The Woods lamp (Figure 2-2) uses an ultraviolet light and is useful for diagnosing or evaluating fungal infections including Microsporum canis and Malassezia furfur. It is also helpful for identifying the coral red fluorescence of erythrasma. It can be used for accentuating the hypopigmentation of vitiligo. In melasma, it is used to see if the hyperpigmentation is within the epidermal or dermal layer. Outside of dermatology the Woods lamp helps to diagnose corneal abrasions.

We use the Burton ultraviolet light. It uses fluorescent bulbs that produce UV-A at an approximately 360-nm wavelength. This is not harmful to the eyes or skin. It has a magnifier lens with three power magnifications and a focal length of 8 in.

Surgical Table, Stools, and Mayo Stands

It is essential to have at least one good surgical table with a height adjustment. The best tables have preset positions that move the table to the optimal height for your work. Also, make sure that you find a table that allows the back and foot adjustments to move simultaneously. If not, it can take a long time to get the patient in the proper position for procedures. It may also help to have a table that spins on a center axis for positioning the patient at the best angle in the room. Make sure that the table has stirrups. Even if you do not do gynecologic exams, stirrups can be helpful for skin procedures performed in the inguinal or genital area. Consider obstetrical knee supports (crutches) with the table if you will be doing colposcopy or long procedures in which patients remain in the lithotomy position.

Individual preferences will determine if a clinician performs most procedures while sitting or standing. It is best to avoid bending over the surgical table for the health of your back and neck. It helps to adjust your table and stool for good body ergonomics. An easily adjustable pneumatic stool is advantageous. Ideally, the stool has foot-actuated controls that allow you to change the height while you are scrubbed in. Otherwise a large hand control for the height adjustment is better than a small one.

Each room should have a Mayo stand to hold surgical instruments during surgery (Figure 2-1B). Make sure these stands are stable and that the height can be adjusted. We prefer the ones with four or five wheels, rather than those with only two wheels.

Elaborate operating room facilities are not necessary to do any of the procedures described in this book, although one might wish to perform most procedures in a “clean” room that is not also being used for “dirty” procedures such as sigmoidoscopies.

Hand Instruments

Small surgical instruments can be categorized by their purpose in surgery, such as the following:

 

Instruments used to perform excisions include scalpel handles with blades, forceps, skin hooks, hemostats, scissors, and a needle holder. High-quality instruments that will last and perform well during surgical procedures should be purchased. A high-quality needle holder is important because a poorly manufactured one will not hold needles properly. The best surgical instruments are often made in Germany, England, and the United States. Some of the less expensive surgical instruments are manufactured in Pakistan, and the quality is comparable to the cost. Poorly made disposable hand instruments should be avoided.

Cutting

Scalpels

A scalpel has two parts, the handle and blade. The four most useful blades (Figure 2-3A) for skin surgery are:

 

Blades are disposable and can be purchased separately or preattached to disposable plastic handles. The advantage of a totally disposable scalpel is that it eliminates the risk of being cut while attaching or removing a disposable blade from a nondisposable metal handle. The risk of being cut is low with good dexterity and experience. A needle holder or hemostat is helpful when placing a blade on the handle or taking it off. Blade-removal instruments can also be purchased. Although disposable scalpels are convenient, they are not as stable or as sharp as a metal scalpel handle with a disposable blade. For elliptical excisions and flaps, I prefer the sharp blades on a nondisposable metal handle. Special scalpel handles have been designed by surgeons for increased dexterity during more challenging surgeries (Figure 2-3B). Most metal scalpel handles come with a ruler marking for measuring the size of your surgical cuts (Figure 2-3B).

Personna Plus Microcoat blades are particularly sharp Teflon-coated blades. However, sharp disposable blades are also available from Bard-Parker, Cincinnati Surgical, and Swann-Morton. It may be worthwhile to try out more than one type to determine which one meets your personal needs and budget.

Razor Blades

The full range of razor blades (Figure 2-4) is discussed in detail in Chapter 9, The Shave Biopsy. The DermaBlade is a particularly easy and sharp blade to use for the novice and the expert. The Personna super double-edge blade is very sharp and can be broken in half for easy use. Although these do not come in sterile packaging, they can be used for shave biopsies without putting them through the autoclave. At pennies a blade, these are the most cost-effective tool for shave biopsies. They can be broken in half within their paper container to avoid cutting your hand prior to use.

Scissors

Figure 2-5 shows different types of scissors used in skin surgery. The most versatile and affordable scissor for snip excisions and cutting the base of a punch biopsy is the iris scissor, a small, sharp-tipped scissor that may be straight or curved. Use of the straight or curved iris is a matter of personal preference. The curved scissor is a bit more expensive and may allow the operator to get under a punch biopsy specimen with some ease. Scissor length varies from 3 to 5 in. The iris scissor can be used for suture removal and cutting sutures, but the ones used for this purpose should be kept separate from tissue-cutting scissors to avoid dulling your best surgical scissors. The iris scissor can also be used for blunt dissection and undermining. Scissors need periodic sharpening, but properly cleaned and treated instruments will generally last a long time and are worth the investment.

Gradle scissors have very small blades for fine cutting and undermining. These scissors can be invaluable with a punch biopsy of the nail matrix in which the tissue is friable and would be easy to crush if a less fine pair of scissors were used. Gradle scissors are more expensive than standard iris scissors.

Many companies make specific undermining scissors with sharp or blunt tips and sharp blades. Some of these are tenotomy scissors or Metzenbaum scissors. These could be used instead of the all-purpose iris scissor. New technologies are being used to make the blades of scissors sharper. For a premium price you can now buy scissors that are as sharp as a scalpel (e.g., Supercut scissors). Endarterectomy scissors, which have a longer handle with blunt tips, also provide excellent control and precision for delicate work, but at a somewhat higher price.1

Curettes

Dermal curettes (Figure 2-7) are useful for treating pyogenic granulomas, molluscum contagiosum, seborrheic keratoses, basal cell carcinomas, and squamous cell carcinomas. The head of the curette may be round (Fox curette) or oval (Piffard curette). One side of the curette head is dull. The other side has a sharp blade that is designed to cut through friable or soft tissue but is not so sharp as to cut normal skin. This allows the curette to distinguish between abnormal and normal tissue and to selectively remove the abnormal tissue.

Curettes range in size from 2 to 7.5 mm. Nondisposable and disposable curettes are available. The size and shape of the curette used are in part determined by personal preference. Larger curettes allow for removal of larger lesions with fewer strokes. Smaller curettes are more precise and can be used on smaller lesions and for curettage of small pockets of tumor that are more difficult to reach with larger curettes. A range of curettes should be available in the office. Disposable curettes that range from 2 to 7 mm can be purchased. We keep 3-, 5-, and 7-mm curettes in our office and find that this covers our needs (Figure 2-7). Currently we are using the Acu-Dispo-Curette by Acuderm, but other companies also produce excellent disposable curettes.

Tissue Holding

A large variety of forceps and skin hooks are available that enable a clinician to handle skin in a means that facilitates cutting, undermining, and suturing. The goal of tissue holding is to provide the most stability during these procedures while minimizing skin trauma and scarring.

Forceps

Basic types of forceps include tissue forceps, dressing forceps, and splinter forceps. To aid in removing splinters, splinter forceps have sharp tips and no teeth. Dressing and tissue forceps are available with and without teeth. Opinions vary about the value of teeth on forceps. Some clinicians believe that they can handle skin more atraumatically when forceps have teeth, whereas others believe there is less tissue trauma without teeth. This is an issue that may be determined by personal preference.

The most commonly used type of forceps in skin surgery is the Adson forceps, which has a broad handle and a long narrow tip (Figure 2-8). One common configuration is one tooth on one tip fitting into two teeth on the other tip. Many variations of this configuration exist. We suggest you start with the basic image-in. Adson forceps, with and without teeth, and experiment with others as needed. I personally prefer the teeth for suturing and the forceps without teeth when lifting the punch specimen up to cut the base. Adson forceps without teeth may tend to crush healthy tissue if one is applying a strong force to hold skin under tension.

The use of good-quality forceps with small teeth and accurate apposition is important. This allows you to pass the suture needle back and forth between the forceps and needle holder without touching the needle with your fingers, thereby decreasing your risks for a needlestick. Most cheap disposable forceps do not hold suture needles well at all.

Wound Closure

Magnification Devices

It is helpful to have at least one device available to magnify lesions. A wide range of magnifying lenses is available, from inexpensive handheld magnifying lenses to expensive binocular loupes. Good-quality magnification with good lighting will allow the clinician to see small features, such as telangiectasias, that may not be visible to the naked eye. Keeping a small magnifying glass in your office or pocket is a great way to start. A small handheld lighted magnifying loupe (5× to 10×) is a compact and inexpensive option available in most hobby or electronic stores.

The advantage of loupes that are mounted to eyeglasses or a headband is that the clinician is able to use both hands in a procedure while getting the benefit of magnification. Magnification levels range from 1.5× to 6×. Two times magnification should be sufficient for most skin lesion diagnoses and procedures and provides a comfortable working distance from the lesion in focus (about 10 in.). The OptiVISOR is a good starting device and various clip-on lights can be added to this product (Figure 2-13). Customized binocular loupes are expensive, high-quality optical instruments that are used by oral surgeons and in the operating room.

A dermatoscope provides magnification, light, and the ability to see patterns below the skin. These devices are most helpful in the diagnosis of skin cancers and other benign tumors. Dermatoscopes come in polarized and nonpolarized modes with some new hybrid dermatoscopes that have both modes available. See Chapter 32, Dermoscopy, for further information.

Equipment

Electrosurgery Equipment

Having at least one electrosurgical instrument is essential before performing elliptical excisions (see Chapter 14, Electrosurgery). While the bleeding of shave biopsies can easily be stopped with chemicals, deeper excisions will often require electrocoagulation to obtain adequate hemostasis.

The least expensive way to begin is to get one single electrosurgical unit that is capable of electrocoagulation and electrodestruction but is not a cutting device. These can be obtained for about $1000 and if on wheels can be easily moved from one exam room to another. The next step up is to have multiple units of this type mounted in each exam room (Figure 2-20). For many thousands of dollars an electrosurgical unit with cutting capability can be purchased. Generally one unit per office practice is sufficient and this is usually kept in the principal surgical/procedural room. A smoke evacuator is especially important if a cutting unit is used because cutting produces more smoke (plume).

Electrosurgery without Cutting

 

Electrosurgery with Cutting

 

Smoke evacuators are made by all of the companies listed above. The equipment for cosmetic procedures will be covered in Chapters 19 through 31.

Photographic Equipment

A digital camera is essential for all dermatologic procedures, not just cosmetic procedures. It is best to choose a digital camera that has a good macro function for close-up photographs. It also helps to have the ability to adjust the light so that one can avoid creating photos that are too bleached out by a flash that is too powerful at short distances. When shopping for a camera, consider more than just the number of megapixels. Look also for a camera that fits your photographic needs as a clinician. Consider the size and whether you want to carry it on you or leave a large single-lens reflex (SLR) camera in one place and get it as needed. I prefer to have one small camera on my belt (or white coat pocket) and then keep a larger SLR in the office for those photos that will be improved by this larger format.

Photograph all lesions prior to excision or biopsy and create a system to be able to return to those photos as needed. I place all my photos in folders by the day on which they were taken, so I can retrieve them using the dates in the patients’ charts. Other methods involve photographing the patients’ label after completing the clinical photos. While this method helps to identify the patient, care must be taken to keep your photos securely protected so as to avoid HIPAA violations.

The camera is an excellent way to communicate with your patients to provide education and informed consent. Taking a photograph of a lesion on the back or top of the scalp can allow you to show the patient the lesion that you are concerned about on the digital screen of your camera. This creates a better informed patient in a discussion of the choices for diagnosis or treatment. The camera is also a good way to engage a child in a positive caring relationship. Of course, you must ask parents for permission before shooting photographs of children. Most children are delighted to have their picture taken and want to see the result on your camera. Use your camera creatively and this will add to the fun and quality of your practice.