Introduction to medical equipment inventory management.ppt

1、,Introduction to medical equipment inventory management,Presented ByPresenter NamePresenter Title,Date,Introduction,Topic placement Definition & importance of inventory Purpose of inventory management document Key Elements Types of inventories Items included in an inventory Data included in an inven

2、tory Inventory Management Inventory as a tool Challenges, resources & working group session,Topic Placement,Equipment inventory is part of the management cycle of medical equipment Inventory starts after procurement or receipt of donations and is the main input to a medical equipment management prog

3、ram Inventory is a primary component of a Computerized Maintenance Management System (CMMS) and assists to organize the maintenance of equipment,Definition,An inventory is a detailed itemized list of assets held by an organization or institution Must be continually maintained and updated to reflect

4、the current status of each asset Depending on the nature of the organization and its assets, different details are tracked and updated as changes occur Medical equipment inventory is a list of the technology on hand, including details of the type and quantity of equipment and the current operating s

5、tatus Accessories, consumables and spare parts inventories are directly correlated with the main medical equipment inventory,Importance,Equipment inventory is an essential part of an effective health-care technology management (HTM) system and may be used to: Develop budgets for capital purchases, m

6、aintenance and running costs Build and support an effective clinical engineering department Support a medical equipment management programme Plan the stock of spare parts and consumables Support equipment needs assessment Record equipment purchase, receipt, retirement and discard Support facility ri

7、sk analysis and mitigation, and emergency and disaster planning,Purpose of document,To provide an overview of medical equipment inventory for people working within the health-care field and who wish to understand the topic in greater detail To present the different types of inventory and the data in

8、cluded in these inventories To illustrate the role of an accurate, detailed inventory in HTM and the importance in ensuring the inventory provides useful information to support informed decision-making throughout the HTM cycle,Key elements,Types of inventories National, regional, facility Medical eq

9、uipment, consumables, spare parts, workshop tools & test equipment Items included in an inventory Some facilities may include every piece of equipment Facilities may establish inclusion criteria Risk assessment (equipment function, physical risk, maintenance requirements, incident history) Mission c

10、riticality & utilization rates Facility needs & usage rates,Data included in an inventory:,Inventory identification number Type of equipment/item Brief description of item Manufacturer Model/part number Serial number Physical location within facility,Condition/operating status Power requirements Ope

11、ration/service requirements Date inventory updated Maintenance service provider Purchase supplier Other info as needed,Key elements,Key elements,An inventory is effective only when it is comprehensive and accurate Inventory is updated whenever there is any change or addition of information and durin

12、g annual audits and reviews Three stages of inventory management: Initial data collection Information update (due to any change in information) Annual audit/review,Key elements,Inventory may be paper- or computer-based Keeping a paper-based record back-up is good practice Once the inventory has been

13、 established, it can be a very helpful tool within the clinical engineering department and the health-care facility as a whole Inventory can be used as a tool in: Forecasting and developing budgets Planning and equipping a technical workshop Determining required staffing Identifying training needs,K

14、ey elements,Inventory can be used as a tool in (contd): Managing service contracts Running an effective medical equipment management programme Planning for spare parts and consumables orders Performing needs assessment Developing replacement and disposal policies and goals Developing purchasing and

15、donations goals Performing risk analysis, management and mitigation Planning for disasters and emergencies Making a case for equipment standardization,Challenges,Change of mindset Any change will always be met with resistance Collecting and updating data, assigning numbers, organizing paperwork and/

16、or information may be seen as extra work Workers might be unclear on the purpose or benefit of the work Staff leading inventory data collection should encourage workers and explain benefits for collecting and maintaining inventory data Lack of manpower or time for initial data collection Dedicate on

17、e person or a certain amount of time each week to inventory data collection,Challenges,Lack of budget Inventory may involve extra costs for supplies, such as paper, inventory stickers/labels, computers, files Evaluate bare minimum vs nice-to-have Ex: printing inventory ID# with market vs. inventory

18、stickers/labels Ex: paper-based vs. computer-based inventory system In dire need, responsible department should evaluate current budgets and attempt to re-allocate funds or request,Challenges,Determining the inventory identification number system Sequential numbering: 1, 2, 3. Simplest method Does n

19、ot give any information about the machine Coded numbering: identifies unique features of the equipment Tells information about the machine May be complicated; department must agree on and understand codes Barcodes: barcode stickers label each piece of equipment Can easily access detailed information

20、 about the equipment remotely Requires barcode stickers, barcode reader and appropriate software,Challenges,Handling/discarding unused or obsolete equipment discovered during inventory When performing initial inventory, equipment that is unused, obsolete or beyond repair may be discovered The facili

21、ty can use this inventory data collection process to clean house and remove all such devices The disposal process may be complicated and lengthy, but facilities should attempt to push through the process to eliminate hazards and unnecessary clutter Donating equipment to local biomedical technician p

22、rogrammes is an excellent way to discard of equipment while supporting healthcare technology programme development,Challenges,Maintaining/updating inventory Inventory data collection is fairly easy and straightforward and is probably the simplest step in developing an effective medical equipment man

23、agement program Records must be updated every time there is a change A clear process on when and how to update records will simplify the workflow,Resources available,How to Manage Series for Healthcare Technology, Ziken International (Health Partners International), 2005 Clinical Engineering Handboo

24、k, J. Dyro, Elsevier Academic Press, 2004 Recommended practice for a medical equipment management program. American National Standard ANSI/AAMI EQ56,Working group session,List examples of types of equipment that could/should be included/excluded in an inventory. Why? A list of data included in an in

25、ventory was presented Why are each of these items important? What other data could be included in an inventory and why? For your setting, discuss: Pros and cons of paper- and computer-based inventory systems Which inventory numbering system might be most appropriate? How might an inventory be used a

26、s a tool? Personal experiences with medical equipment inventory End,WHO Medical Device technical Series,Training module of : Introduction to medical equipment inventory management Developed by Tania OConnor April 2011 Global Initiative on Health Technologies, WHO Supported by the Bill & Melinda Gates Foundation,Thanks!,Contacts: http:/www.who.int/medical_devices/en/ mailto:medicaldeviceswho.int Phone: + 41 22 791 1239 Fax: +41 22 791 48 36 Skype: WHOHQGVA1 (then dial 11239) Other: (presenters name and email) Objective: to ensure improved access, quality and use of medical devices.,