Inventory of Medical equipment, Biomedical Engineer, University of Valparaso, Chile. Monday 9th July, 2012.

Inventory of Medical Equipment in a Hospital

ABSRACT.
Medical equipment inventory concentrates all the information on each of the teams that has a facility to enable a proper management of equipment, also represents a good tool to ensure efficient and effective use of them. Gives us several benefits for patients and medical staff. This document consists of various fields, the basic fields that are mandatory are always needed for inventory, and other optional fields that dependent the needs of the institution. To complete the document uses the proprietary information of the equipment, existing rules related to medical equipment, universal standards of recognized organizations, among others. Inventory development has several stages, in the first instance should be to the collection of information for each service, then we will enter information into the database and finally a full review of all fields. With this document can be obtained an analysis of the state in which the equipment is of great importance in making decisions.

INTRODUCCTION.
The medical equipment inventory is a document that concentrates the available information for each of the medical equipment of an institution, allowing optimal management of medical equipment, of great importance to compliance with current quality standards. Obtaining this document is a tool to ensure the efficient and effective use of medical equipment and instrumentation, ensuring the selection, acquisition, maintenance and use of equipment safely and effectively. Having this document provides several benefits: Improve and safely support the work of the officials of the institution for all patients through preventive maintenance, or the low-order equipment. Improve the organization of the unit responsible for the equipment through a preventive maintenance planning for each team. Order and good management of resources for the institution. Improve the distribution of tasks and responsibilities of each unit. Maintain appropriate records and documentation of each of the teams. Check the actions that take place each. Get a schedule of preventive maintenance of equipment. Reduce the frequency of corrective maintenance. Knowledge of the current situation of the team. Better life cycle analysis of equipment. To know the number of manuals available in the Hospital. Among others, depending on the fields possess. Finally, the inventory has several fields, where you can differentiate the required fields and other optional, mandatory fields are essential to the development of the document is required to complete them as opposed to electives may vary by team and the needs of the Institution. You need the description of all fields contained in the inventory, which must be completed for each medical teams, which are used in current standards for medical equipment and universal standards delivered by recognized institutions such as ECRI and the AHA.

Inventory of Medical equipment, Biomedical Engineer, University of Valparaso, Chile. Monday 9th July, 2012.

All information contained in the document is important for better management of equipment and thus ensure the proper functioning of equipment for patients. This document describes all the fields contained in the inventory, which aims to explain the manner in which the inventory must be updated as information changes, such as transfers, and how to add teams entering for the first time. DEVELOPMENT. DESCRIPTION AND DEVELOPMENT OF INVENTORY. It consists of a description of all fields contained in the inventory, which must be completed for each medical device are in a hospital, existing standards are used in Chile for medical equipment and universal standards delivered by recognized institutions such as ECRI and the AHA. The following paragraphs correspond to the description of each field contained in the inventory, which aims to explain how they must be updated inventory. CLINICAL SERVICE. Indicates the unit or clinical department to which the equipment within the hospital. NUMBER OF INVENTORY. Indicates the number of inventory that has the equipment, must be unique and unrepeatable. CODE UMDNS. It is a unique code to recognize the equipment for UMDNS, has 5 digits indicating the name in English and Spanish. UMDNS. Universal system of classification of medical devices, provides standard names for each team in Spanish, is the standard name used throughout the world. It uses the file: "UMDNS English / Spanish 2007 - Sorted by Codes", latest version 2007. NAME OF EQUIPMENT. Corresponds to the name by which the medical device is known within the hospital. PHOTO. Image allows the equipment to recognize you when necessary and also very useful for staff. MARK. Indicates the medical device record the description of this improvement is needed since you can perform an equipment replacement or if required purchase of supplies, accessories, other, is used together with the model. MODEL. Indicates the medical device model improves the description of this is required when replacing equipment required to perform, or if required purchase of supplies, accessories, other, used in conjunction with the mark.

Inventory of Medical equipment, Biomedical Engineer, University of Valparaso, Chile. Monday 9th July, 2012.

NUMBER OF SERIES. Corresponds to a unique alphanumeric number assigned to each equipment by the manufacturer, is unique and is attached to the computer, in some cases is deleted. YEAR OF INSTALLATION. Indicates the year in which the equipment was installed at the Hospital, you can use the year of acquisition for some cases. GUARANTEE. Corresponds to the years of warranty gives by the provider. TERM OF GUARANTEE. Corresponds to the date on which ends the guarantee given by the supplier, the equipment must be admitted to a hospital maintenance plan or external. STATEMENT OF GUARANTEE. Corresponds to the guarantee status of equipment, in case of failure during the guarantee period, to contact the company and allows programming the maintenance is completed before the period and the equipment is unprotected. LIFE EXPECTANCY (YEARS). Corresponds to the estimated duration of each medical device properly fulfilling their function, we used the standard given by the AHA, American Hospital Association. Tables in the book "Estimated Useful Lives of Depreciable Hospital Assets, American Hospital Association, Edition 2008, pages 24 - 50." This document contains a list with a large number of medical equipment with useful lives assigned. RESIDUAL LIFE (YEARS) Corresponds to the years of remaining useful life, negative values indicate that life has been fulfilled. Is obtained with the year of installation, equipment life and the current year. Residual life = (Lifetime - (current year - year of installation)) LIFE OBSERVATIONS. Allows alert when the life of the equipment has been exceeded. CONTRACT. Indicates the company which has equipment maintenance agreement, if the existence of these. State (GOOD, FAIR or POOR). Indicates the current status of equipment operation, as noted at the time of inventory. STATUS OF BELONGING. Indicates the status of ownership of the equipment can be divided into teams of hospital property, equipment on loan or otherwise. MANUAL. It indicates whether or not the equipment has the operating manual.

Inventory of Medical equipment, Biomedical Engineer, University of Valparaso, Chile. Monday 9th July, 2012.

RISK ECRI. Equipment classification according to the associated risk, given by ECRI Institute. Can be classified into low, medium and high. CLASSIFICATION SYSTEM, NOMEMCLATURA AND MEDICAL EQUIPMENT COFIDICACION SNSS. It is a standard to unify the names of the medical equipment used in health facilities in Chile, to allow exchange of data and information between different entities, given by the Ministry of Health, General Technical Standard No. 18 on classification, nomenclature and coding of medical equipment, defined 11 classes and 61 subclasses. CLASS. Indicates the class to which the medical device belongs. SUBCLASS. Indicates the subclass to which the medical device belongs. METHOD OF FENNIGKOH AND SMITH. [1] FUNCTIONALITY. The following table is used to allocate the scale of equipment functionality. Table 1. Weighing 10 9 8 7 6 5 4 3 2 1 Functionality Support to life UCI surgical and therapeutic Treatment and therapeutic physical UCI surgical and monitoring Additional monitoring and diagnosis Analytical Laboratory Accessory laboratory Computers and Related Related to patients and other Not related to the patient

Table 1. Fennigkoh functionality and Smith. PHYSICAL RISK. Use the following table to assign risk weight of the team physical. Table 2 Weighting 5 4 3 2 Physical risk Death of patient Injured patient or operator Erroneous diagnosis and inappropriate therapy No significant risk

Table 2. Physical risk Fennigkoh and Smith.

Inventory of Medical equipment, Biomedical Engineer, University of Valparaso, Chile. Monday 9th July, 2012.

MAINTENANCE. The following table is used to assign the weight maintenance. Table 3. Weight 5 4 3 2 1 Maintenance requirement Extended Advanced Medium Low Minimum

Table 3. Maintenance Fennigkoh and Smith. RISK FACTOR. Numeric value (equipment) = + risk + maintenance functionality. Indicates the total weight of the risk that owns the equipment, to determine the type of maintenance to be done to the team and the frequency of this. MAINTENANCE. The following table is used to assign the type of maintenance to each team according to their risk factor. Table 4. Risk factor 3-11 12-20 Maintenance type Corrective Maintenance Preventive Maintenance

Table 4. Type Fennigkoh maintenance and Smith. Is defined as the threshold for preventive maintenance, 12 points under this team only considered for corrective maintenance. ANNUAL FREQUENCY. Only applies when the equipment requires preventive maintenance depends on the risk factor. The following table is used to define how many times a year to perform preventive maintenance on each team. Risk factor 12 14 15 20 Annual frequency 1 2

Table 5. Annual basis. With exceptions for: Defibrillator sum 20 and 4 preventive maintenance should be performed annually due to the functionality of the equipment and its mission within the institution. Fan, sum 20 and 4 preventive maintenance should be performed annually, due to the functionality of the equipment.

Inventory of Medical equipment, Biomedical Engineer, University of Valparaso, Chile. Monday 9th July, 2012.

MISSION CRITICAL. NUMBER OF EQUIPMENT IN THE UNIT. It's the same amount of equipment in one unit. WEIGHT AMOUNT. The following table is used to allocate the balance of amount of equipment. Table 6. Number of equipment per unit One Few (2-6) Several (7-10) Many (>12) Weighting 3 2 1 0

Table 6. Number of equipment in the Mission Critical. This depends on the total value of equipment in the Hospital. WEIGHT IMAPCTO. The following table is used to assign a weighting of impact on the team's mission. Table 7. Impact on mission Very critical Critical Not Critical Weighting 3 2 1

Table 7. Impact on Mission Critical. This value can change for the same team in different units as it depends on what is given in each unit and the criticality of this. TOTAL WEIGHT. Mission critical (team) = amount + impact. Indicates the total weight of the team's mission is used as the threshold 5 points for the team to be included in the maintenance plan. PREVENTIVE MAINTENANCE. The following table is used to define whether or not to include the team in the plans of preventive maintenance is done by including an annual basis. Table 8. Mission critical 5-6 YES <5 NOT Preventive maintenance Inclusion 1 0

Table 8. Mission Critical.

Inventory of Medical equipment, Biomedical Engineer, University of Valparaso, Chile. Monday 9th July, 2012.

CONCLUSION. Finally you get a format for the inventory of medical equipment of any institution, with the major components to develop, consider that these may vary according to the needs of the institution. The inventory of medical equipment is a very useful unit of a hospital medical equipment, allows for better planning of the resources of the unit while scheduling the activities that will meet an annual maintenance plan for all teams that require it, is a medium that has any business to maintain operable with a degree of efficiency and effectiveness of its assets, equipment. The preparation and updating of the inventory for an institution to identify the variety of medical equipment you have, the different types of equipment, have a list of the brands and all vendors that supply the hospital, allowing the watch to check the state are located. For a complete document must be completed with each of the specified fields above, because all these can represent faithfully the reality of each team and the hospital together when not possess all the required information on a computer can not make a good management of these, which can create many problems in delivering activities or uses. On the other hand to perform a maintenance plan provides a better organization of medical equipment unit, which enables compliance with maintenance standards required in the hospital accreditation process, although obtaining the necessary hours is a calculation estimate is very useful to plan tasks. It is important to know the limitations on physical resources and personnel that occur during activities that take place as they may affect the schedule of activities. The preventive maintenance program is a tool to ensure quality and manage the risks associated with the use of medical equipment, helping to meet current standards in ensuring hospital safety and especially the lives of patients at the time of using such equipment when it stay. In most hospitals have an inventory of medical equipment that does not represent the reality of the institution, primarily because we do not have all the information needed to complete each field, causing major conflicts at the time of reporting equipment owned, mainly considering that is related to the lifetime of the equipment, because it does not possess the installation in several years, generating not make optimum use thereof is for this reason that the inventory of medical equipment is of great importance for optimizing the use of medical equipment in all hospitals.