Identifying the equipment life cycle o Identifying stages

Identifying the equipment life cycle o Identifying stages in the life cycle o Practicing equipment management activities across life cycle o Practicing equipment maintenance activities across life cycle o Costing stages of the life cycle of medical equipment Unit B 9. 1 Identifying the equipment life cycle Module 279 09 B Medical Equipment Management and Maintenance © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Healthcare Technology Management: Intro The Series is the output of a project funded by the UK government’s Department for International Development (DFID). The 6 Guides in the series are designed to contribute to improved healthcare technology management in the health sectors of developing countries, although they may also be relevant to emerging economies, . . In this course we focus on operational and local issues (rather than strategic and nation-wide issues) © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Healthcare Technology Management: Intro the place of Healthcare Technology Management in the healthcare system © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Healthcare Technology Management: Benefits © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Healthcare Technology Management: Organization © Medical Equipment Management Organization (Government, Provincial, District, Hospital level) The Zambia-wide organization that manages the equipment, including central, regional and facility levels. It regularly considers all equipment-related matters, and ensures decisions are made that are appropriate to the healthcare system as a whole. Medical Equipment Management Committee (hospital level) A ME management committee regularly considers all equipment-related matters, and ensures decisions are made that are appropriate to the hospital. It steers the Medical Equipment Teams on all equipment issues; it prepares annual plans for equipment purchases and prioritizes expenditure across the facility/district as a whole. Its members should include all types of stakeholders that have an important role to play in medical equipment management, such as administrative, medical, finance, supplies, and technical personnel. E. g. head of medical/clinical services, Purchasing officer, Finance officer, Manager of from Equipment Maintenance Team, Representatives of equipment users, … Medical Equipment Team / Technologist (ME Team) Team or person that carries out equipment management, either with or without the presence of a local workshop. The manager of this team is a member (secretary ? ) of the ME MC. This organization is recommended by the Mo. H in Zambia but not implemented ! dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Where to go after the BMET course ? © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Where to go after the BMET course ? © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Stages in the life cycle In what phase fits: • fixing a system ? • training the equipment users ? • making an equipment inventory ? • filling in forms ? • deciding what new equipment you need ? • checking the electrical grounding ? © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Planning for medical equipment • • • Use the Hospital planning cycle Identifying equipment planning stake holders Identifying equipment standard list for each level of health facility. Identifying the level of facility Implementing equipment development plan Budgeting for equipment acquisition, operation and maintenance Unit B 9. 2 Planning for medical equipment Module 279 09 B Medical Equipment Management and Maintenance HTM Guide 2 © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Planning is important ! © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Procuring medical equipment • • • Identify clinical needs and benefits Identify equipment procurement stake holders Define technical specification for medical equipment Identify funding agency for equipment procurement Prepare tender documents Unit B 9. 3 Procuring medical equipment Module 279 09 B Medical Equipment Management and Maintenance © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Costing stages of the life cycle of medical equipment © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Installing and commissioning medical equipment • • Receive medical equipment Comply with technical specifications Assemble medical equipment component Conduct electrical safety and function tests Prepare site for installation Commission medical equipment Conduct user training for medical equipment Store records of work Unit B 9. 4 Installing and Commissioning medical equipment Module 279 09 B Medical Equipment Management and Maintenance © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Commissioning Prepare • Check availability of documents available (manuals, instructions, …) • Prepare equipment, plug in, attach accessories, warming up, self check (? ), … Safety tests • Adequate insulation and earth connections • Verify that tests for compliance with IEC 60101 electrical and medical safety standards to guarantee patient and operator safety have been done. • If harmful radiation is produced (X-rays, . . ) carry out tests to ensure correct calibration and safe use. • regardless of whether equipment is purchased, donated, leased, or borrowed by the health facility. Calibration • Adjust equipment to local climate, altitude, etc. so readings are true (air conditioners, …) • Execute manufacturer defined calibration procedures; verify ! (e. g. autoclave) Function tests • Run manufacturer defined protocols on phantoms, known samples, • Process a few control samples (users and maintainers to cooperate in these tests) • Keep records of all test results – store in Equipment file • Note any technical issues • Fill in relevant sections of Acceptance Test logsheet Record results © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Preventive Maintenance and Calibration Carry out preventive maintenance Write preventive maintenance procedures Manage maintenance (preventive) programs Ensure availability of preventive maintenance consumable and calibration kits • Ensure availability of test equipment • Calibrating test equipment • Prepare record of works done on medical equipment • • Unit B 9. 5 Carrying out preventive maintenance and calibration of medical equipment Module 279 09 B Medical Equipment Management and Maintenance © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Repairing medical equipment • • • Troubleshooting faults in medical equipment Perform root cause analysis Order spares for medical equipment Rectify faults Use test equipment Prepare and keep records of works Unit B 9. 6 Repairing medical equipment Module 279 09 B Medical Equipment Management and Maintenance © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Decommissioning and disposing • • • Evaluate medical equipment status Decommission medical equipment Use guidelines on disposal of medical equipment Plan replacement of medical equipment Record works on medical equipment Unit B 9. 7 Decommissioning and disposing of medical equipment Module 279 09 B Medical Equipment Management and Maintenance © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Conducting inventory • • • Conduct inventory of medical equipment Update medical equipment inventory Identify service and training gaps in medical equipment Contact stakeholders on medical equipment inventory Use different inventory systems Unit B 9. 8 Conducting inventory of medical equipment Module 279 09 B Medical Equipment Management and Maintenance © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Equipment Inventory: initial inventory An initial inventory should take place, in which a team, including technical personnel, visits each department, physically checking each piece of equipment, and writing down all the details. This is a large task, since every room, cupboard, drawer, worktop, shelf, and store room must be investigated. Every piece of equipment is given an inventory code number. New equipment must be allocated a code during the commissioning and acceptance testing process © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Maintaining record systems • • Prepare job requisition forms on medical equipment Maintain records on medical equipment Update inventory medical equipment records Write reports on management of medical equipment Unit B 9. 9 Maintaining record systems Module 279 09 B Medical Equipment Management and Maintenance © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

Managing external service contractors • • • Interpret service contracts Work with external service personnel on medical equipment Identify responsibilities of different parties medical management servicing Write reports on management of medical equipment Evaluate external service work on medical equipment Unit B 9. 10 Managing external service contractors Module 279 09 B Medical Equipment Management and Maintenance © dr. Chris R. Mol, BME, NORTEC, 2016 Equipment life cycle

END The creation of this presentation was supported by a grant from THET: see https: //www. thet. org/