1. THEME: EMPOWERING FACILITY MANAGEMENT AND HEALTHCARE TECHNOLOGY IN KENYA TOPIC:MEDICAL EQUIPMENT MANAGEMENT DATE’13/11/2013 BY MILLICENT ALOOH

2. INTRODUCTION MEDICAL EQUIPMENT MANAGEMENT ME is any medical devices requiring : calibration,maintenance,Repair,user training and decommissioning. Policies and procedure of MEM governs the activities such as need analysis, planning, acquisition,incoming inspection,acceptance,training/installation,mainten ance,repair and decommissioning.

3.  To ensure that equipment and systems used in patient care are operational, safe, and properly configured to meet the mission of the healthcare facility;  To ensure that the equipment is used in an effective way consistent with the highest standards of care by educating the healthcare provider, equipment user, and patient;  To ensure that the equipment is designed to limit the potential for loss, harm, or damage to the patient, provider, visitor, and facilities through various means of analysis prior to and during acquisition, monitoring and foreseeing problems during the lifecycle of the equipment, and collaborating with the parties who manufacturer, design, regulate, or recommend safe medical devices and systems.

4. 1.Equipment Control and Asset Management 2.Work order Management 3.Data Quality Management 4.Personnel Management 5.Quality Assurance 6.Patient safety 7.Risk Management 8.Hospital Safety programs

5.  Management of medical devices within the Facility governed by the policies and procedures in place.  It begins by eqpt acquisition all through to entire life cycle.  New ME should be Inspected and given control/asset number(to track and record maintenance actions in the database)  Safety check -deliver to clinical departments =Develop policies and procedures for the medical equipment management plan, identifying trends and the need for staff education, resolution of defective biomedical equipment issues.

6.  It involves systematic, measurable, and traceable methods to all acceptance/initial inspections, preventive maintenance, and calibration  It also involves repairs by generating scheduled and unscheduled work orders.  May either be paper-based or computer-base and includes the maintenance of active (open or uncompleted) and completed work orders  Should provide a comprehensive maintenance history of all medical equipment devices used in the diagnosis, treatment, and management of patients  Work order management includes all safety, preventive, calibration, test, and repair services performed on all such medical devices.  Can be used as a resource and workload management tool by managers responsible for personnel time, total number of hour’s technician spent working on equipment, maximum repair  Work orders must be tracked regularly and all discrepancies must be corrected.

7.  Accurate and comprehensive data of equipment are needed for the following; nomenclature, manufacturer, model name, serial number, acquisition cost, condition code, and maintenance assessment, warranty, location, other contractor agencies, scheduled maintenance due dates, and intervals  This ensures that appropriate maintenance is performed, equipment is accounted for, and devices are safe for use in patient care.  Other important data for management tool includes: equipment replacement planning and budgeting, depreciation calculations, repair /spare parts, and supplies  Data Quality must be tracked Regularly and all discrepancies must be corrected.

8.  This area is crucial to the daily work activities  BMEM should correctly assign staffs for the right jobs.  Consider having a team leader,this is important for mentoring staff that might not have as much experience.  Have monthly timesheet which provides a method to record the time each person was available for work during the month. The timesheet provides a gross breakout of how the time was spent, and provides a basis for productivity analysis reports.  This data can be used to process performance information about individual staff/team members

9.  Quality Assurance is a way of identifying an item of supply or equipment as being defective. Quality Assurance  A good quality control/engineering program improves quality of work and lessens the risk of staff/patient injuries/death. PATIENT SAFETY  Safety of our patients/staff is paramount to the success of our organizations mission.  NB:National patient safety goals published yearly by JCIA

10.  This helps to avoid the likelihood of equipment-related risks, minimize liability of mishaps and incidents, and stay compliant with regulatory reporting requirements.  The best practice is to use a rating system for every equipment type For example, a risk-rating system might rate defibrillators as considered high risk, general-purpose infusion pumps as medium risk, electronic thermometers as low risk, and otoscopes as no significant risk.  In addition, user error, equipment abuse, no problem/fault found occurrences must be tracked to assist in determining whether additional clinical staff training must be performed.  This system could be set up using Microsoft Excel or Access program for a manager's or technician's quick reference.

11.  The JCIA stipulates seven management plans for hospital accreditation. One of the seven is safety. Safety includes a range of hazards including mishaps, injuries on the job, and patient care hazards  As a BME, ensure all staff and patients are safe within the facility. Note: it’s everyone’s responsibility!  There are several meetings that BME are required to attend as the organizations technical representative. These includesmeetings  Patient Safety  Environment of Care  Space Utilization Committee  Equipment Review Board  Infection Control

12. THANK YOU Q & A ??