4/10/2012

Team: Incoming Inspection

(Adding �ew Equipment)

Table of Content

Team: Equipment Incoming Inspection Introduction …………………………….. 2

Adding a New Piece of Equipment ……………………………………….………………....2

Asset Identification Tab .…………………………………………………….……………….... 7

Location Tab …………………………………………………………………………………….….. 7

Device Tab .…………………………………………………………………………………………... 8

PM Schedule Tab ………………………………………………………………......................... 12

Information Tab ……………………………………………………………………………..….. 14

Acceptance Checks Tab ……………………………………………………………………..... 15

Notes Tab …………………………………………..………………………………………………. 17

Inspection Work order Tab ……………………………………………………………....… 18

Re-activating Equipment …………………………………………………………………..... 21

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Another of the key functions of the Equipment, besides managing a piece of equipment already

in the system, is to allow the user the ability to add a new piece of equipment. This is called the

initial or incoming inspection. There are 4 essentials to the incoming inspection:

1) Entry of equipment information

2) Documenting the Incoming Inspection Acceptance Checks

3) Establishing the PM schedule

4) Entry of work order information

Adding a �ew Piece of Equipment

To get starting with adding a new piece of equipment to the system, users will need to click on

the “new” option on the tool bar menu (figure 1).

The user will receive a dialog box, “Add Equipment” (figure 2).

Required Inspection is for all medical equipment, all clinical engineering equipment.

No Inspection is an option for facilities use only.

A dialog box is shown asking if the user (figure 2), “Would like to add up a piece of similar

equipment?”

By clicking “yes” in the dialog box for “Add Equipment,” the system will copy asset information

from similar pieces of equipment.

Figure 1

Figure 2

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The easiest way to bring in data that is already recorded is by clicking on the “Check All” button.

This will check all boxes listed within figure 3. Then the user will need to uncheck only boxes

of information that do not apply to the new piece of equipment.

A unique asset ID needs to be assigned to this new piece of equipment.

Chose the facility that the new piece of equipment will be used in (figure 4)

Figure 3

Figure 4

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Once all the information within the “Copy Asset” screen is complete to the user’s satisfaction,

the “Add Equipment” button needs to be clicked. This will initiate the equipment record.

The data that the user input will appear in the “Asset Info” tab under Equipment. This data will

appear in an “inactive” state, to active the equipment and initiate the incoming inspection click

on the “Activate Equipment” button in the gray bar area (figure 5).

The system will automatically take the user into a “Inspection: Asset Identification” screen

(figure 6).

Figure 5

Figure 6

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As stated at the beginning of this document the incoming inspection does four things

(complicated process):

1. Collects all the asset information (what it is, who made it, what we paid for it, etc.)

2. Acceptance checks that verify this device has been inspected and deemed safe for use in

this facility.

3. Created preventive maintenance schedule

4. Inspection work order

It’s recommended the first thing to do once the incoming inspection has been initiated is to go

into the inspection work order tab and start a time entry, “Add Time” (figure 7).

The “Add Time” button will take the user into the “Time Entry: New” screen, where the user

will be able to start their time. Their time will be recording real time.

Figure 7

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After selecting the “Start Time” button within the “Time Entry: New” screen (figure 8) the

system will than take the user back to the “Inspection: Work Order screen (figure 9).

The user will notice additional information has been added to the “Work Order Time Entries”

section of the screen (figure 9).

Figure 8

Figure 9

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Asset Identification Tab

The user will need to select a Department and click on “Continue/Save” button, which will move

the user to the next tab (figure 10).

Location Tab

Each department is assigned a base month and this anchors the PM’s to a particular month.

Clinical engineering uses this to put as many PM’s in a single month as possible. This will allow

for collecting inventory data on an annual basis.

Information in the Location Tab is related to the primary department (figure 11).

• Primary Tech

• Building

• Area

• Floor

• Room

If this information is already in the data associated with the department it will auto-populate.

Remember to click on the “Continue/Save” button, which will move the user to the next tab.

Figure 10

Figure 11

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Device Tab

There are two ways to enter the equipment within the Device Tab (figure 12).

1. Select Model #

2. Enter/Locate Device

Select Model #

By the user selecting “similar piece of equipment” when initiating incoming inspection the

system will copy the information. If the user wants to change the device, they can do so, by

clicking in the multi-select field in the drop down area (figure 12).

Since this is a multi-selection field, as the user begins to type the system will start searching in

all three (Description, Mfgr. And Model #) fields listed within the drop down box (figure 13).

A user can begin to type the beginning of one of the words they are searching for and click on

the space bar and begin to type the beginning of an additional word, the system with search for

the first word and the second word in different fields (figure 14).

Figure 12

Figure 13

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Once the user finds the record they are looking for, the user will select it and click on

“Continue.”

Enter/Locate Device

If the user cannot find what they are looking for the user can select the “Enter Locate Device”

options. This option will bring up three additional fields the user will need to search for each

independently:

• Select Device

• Select Manufacturer

• Select Model (will not display all records because there are so many, users will need to

begin to type the model they are looking for which will shorten the list)

If there is a new device that is not listed in the fields listed above, the user will be able to add the

device to the list on the fly. Any device added on the fly will only be available to the location it

was set up in. Once the new device is validated by a panel of individuals, then the device will be

available to other locations.

Once all three fields are completed, the user will need to click on “Continue” to move the next

device screen (figure 15).

Figure 14

Figure 15

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The user will need to complete the following information (figure 16):

• Plate Model (auto-populates)

• Modality - general categorizing of the device, what and when most frequently used

• HIPAA Device (will prompt the system to add HIPAA Rules if “yes” is selected)

• HIPAA Rules – which way does the patient information manifest itself in the device,

patient information can only manifest itself in a combination of four categories:

1. display

2. print

3. store

4. transmit

5. or any combination of the four

• Up Time Reporting - certain devices that are critical to the mission, whether it be because

they generate a great deal of revenue or they are important to the mission delivery, the

CT supports the emergency department. Manager will tell users whether or not this is an

up time reportable device. If users flag it as up time reporting this device will not only be

counted on the down time aggregate summary report it will also have it’s owe individual

line item that will detail out the down time for the device in that reporting period

Figure 16

Figure 17

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If the user changed the device, they will need to update the (figure 18):

• Risk Factor

Device Risk Calculator – AHA risk calculator that have been around for ever

Score 1: Medical Equipment Function (figure 19)

(Scoring in this particular field is descending from 10-1)

Score 2: Physical Risk – if it fails, what is the most significant risk (figure 20)?

(Scoring in this particular field is ascending from 1-5)

Score 1: Environment of Use - where is the device being used, what area (figure 21)

(Scoring in this particular field is ascending from 1-5)

Figure 18

Figure 19

Figure 20

Figure 21

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Risk scoring – the risk score is simply a sum of Medical Equipment Function, Physical Risk and

Environment of Use scores. Each Factor contains a pull down menu Selection. To modify the

risk factor for the device, click on the factor drop down that requires changing and select the

appropriate factor selection. As the selections change, the risk score and risk factor will

automatically change.

The calculation for the Risk Factor is based on the risk score and the values are shown below

(figure 22).

Risk Factor Calculation

Risk Score Risk Factor

> 17 1 (Life Support)

> = 15 < = 17 2 (High)

> = 6 < 15 3 (Medium)

< 6 4 (Low)

Preventive Maintenance Update Options:

• Do �ot Modify the Schedule

The system will bring in a general PM based on the device the user starts with.

• Overwrite Existing Schedule with �ew Schedule

If the user makes a change with the device, they may need to change the PM schedule

Once the user picks the best fit, they will need to click on the “Continue/Save” button, which

will take the user to the next tab.

PM Schedule

The PM schedule that was selected in the previous tab will carry over onto the PM Schedule tab

(figure 23).

Figure 22

Figure 23

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Users can edit existing preventive maintenance’s that are set up on a device. To do so, click on

the edit icon (figure 23). This will take the user into the “PM Procedure Edit” screen (figure 24).

Users can make the necessary changes within the “PM Procedure Edit” screen:

• PM Code

• Next Due Date

• Interval Schedule

• Last Completed

Be sure to “Save” any changes made.

Users can add additional procedures to a device, as many as needed. Adding additional PM

schedules to a device will require the same information as when editing a PM. To add additional

PM’s the user will need to click on the “Add PM” button within the PM Schedule tab.

There will not be a “Continue/Save” button to click because all information is saved within the

sub screen whether the user is editing or adding PM’s on the device. Therefore, the user will

need to click on the “Information” tab to move forward with the incoming inspection.

Figure 24

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Information Tab

There are several fields that are required within this screen (figure 25)

• Serial # - found on the built plate

• Warranties Labor

• Equipment Cost – best known price

The remaining fields are not required; however, are very helpful (figure 25)

• Reference – local aisles on a device

• IP Address - if connected to the network, information needs to be stored

• RF Tag ID - if the device is connected this information needs to be stored as well

• Hospital ID - if different from the asset ID, need to enter it. Very common for the asset

and hospital ID’s to be one and the same number

• Ownership - who owns the device, and is responsible for the device’s maintenance (Most

devices are facility owned)

o Demo/Loaner – provider of the equipment would be responsible for maintaining it

o Facility – most common

o Joint – owned by one or more groups

o Lease – depending on how the lease is written, who will be responsible

o Other – if you cannot classify it in any of the other options

o Patient – patient owned, not very common

o Physician/Staff – rare but possible

o Rent to Own – depending on how the agreement is written, both parties could be

responsible for maintenance

o Rental –provider is usually responsible for the maintenance

o Set Agreement – similar to rental however are renting through the consumable

aspects of the device

Figure 25

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• Expires Parts

• Purchase Order

Once all information has been added, the user will once again select the “Continue/Save” button

to move onto the next tab.

Acceptance Checks Tab

This is where the user will certify that the device is safe for use in the facility (figure 26).

• Manufacturer’s Literature

o Operator’s Manual

o Service Manual/Schematics

• Operation

o Mach. Integrity

o Operated as Specified

o Output/Cal.

• Electrical Safety

o Input Power Connection

o Gnd. Re. < 5 ohms

o Leakage Current (Highest)

� Chassis to gnd.

� Leads to gnd.

� Leads isolation

• Tags and Forms Completed

• Unit Acceptable for Use

Unit Acceptable for Use is the most important option and needs to be marked as a “Pass” in

order for this device to be used at the facility (figure 26).

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Once all information has been evaluated and marked accordingly, the user will once again select

the “Continue/Save” button to move onto the next tab.

Figure 26

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�otes Tab

If the user has any notes, this is where the note(s) would be added.

Creating a new note (figure 27)

Allow users to add information that is believes to be relevant and does not fit into one of the data

fields (figure 28). Notes can be comments, opinions, stories, setting, etc.

You will notice the option to “Flag this note,” this is in future development.

If there was a note attached to the “similar” device we used to initiate this incoming inspection,

the user can delete the note since it does not apply to the new device being added to the facility.

Figure 27

Figure 28

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There will not be a “Continue/Save” button to click because all information is saved within the

sub screen whether the user is editing, adding or deleting notes from the device. Therefore, the

user will need to click on the “Inspection Work Order” tab to complete the final step of the

incoming inspection process.

Inspection Work Order Tab

User can complete the remaining information on the “Inspection Work Order” screen:

• Request By

• Phone

There is also a clock icon (hot button) located within this screen (figure 29), this will take the

user into the “Work Order Open Date” screen (figure 30).

Figure 29

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There is a limit on how far back this can be back dated, which is 60 days from the current date.

If any changes are made, be sure to click on the “change” button. This will save any changes

made to the work order open date.

Users need to make sure they complete their time entry. Users also need to click on the edit icon

located within the “Work Order Time Entries” table (figure 31), which will take them back into

the “Time Entry: Edit” screen (figure 32).

Figure 30

Figure 31

Figure 32

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Users will click on the “Stop Time” button. The system will automatically take the user back

into the “Inspection Work Order” tab and note the users time under the “Work Order Time

Entries” table (figure 33).

Now that there is time on this work order it is ready to be closed. Time out is required before the

work order can be closed. Users can now click on the “Close Work Order” button in red writing

within the “Inspection Work Order” tab (figure 33).

If the user did not enter the following fields (figure 34) listed below, the system will not allow

the user to close the work order. The system will now require that the fields be completed before

the user can close the work order (figure 34).

• Serial #

• Warranties Labor

• First Use Date (additional information needed – must be the first date the device was

used)

• Equipment Cost

Figure 33

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Once all information has been completed, the user will click on the “Close Work Order” button.

This will return the user back to the “Equipment” screen and all the information is updated with

the changes made. The device is now active and ready for the preventive maintenance schedule

and/or corrective work orders.

Re-activating Equipment

An inspection is required for a piece of equipment that was removed from service to be

reactivated. If a device was removed from service for any reason, it needs to be checked in again

to show the service history and activity for the device.

An “Activate Equipment” button is shown on the main equipment screen when a piece is

inactive to facility (figure 35).

When the “Activate Equipment” button is pressed, the equipment information is carried through

to the incoming inspection process. Please notice the “Asset Reactivation” listed on the “Asset

Identification” tab (figure 36).

Figure 34

Figure 35

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Repeat all the appropriate steps for completing an incoming inspection.

Figure 36