Objectives for this chapter

Health Technology Management

OBJECTIVES FOR THIS CHAPTER

• To develop a better understanding of the factors involved in technology management.

• To learn about some of the technology management software packages available.

• To examine some details of a test automation application.

INTRODUCTION

Even a small hospital will have a considerable number and variety of patient care technology devices and for them to be supported fully and effectively, a management system must be in place.

GENERAL CONSIDERATIONS

Technology management includes everything about medical equipment: planning, evaluation, acquisition, incoming testing, installation and commissioning, staff education, performance assurance (PA) testing, repairs, ongoing evaluation, life cycle cost analysis, utilization, vendor management, and decommissioning and retirement.

Effective management can provide benefits such as obtaining the best value for money spent on equipment, maximizing uptime and minimizing risk, and optimal utilization of resources. Analyzing PA test results and repair data can provide insights regarding device or system replacement and future purchasing. Compliance with relevant regulations and standards is more easily assured with a complete management system, which can have practical, legal, and financial benefits.

PLANNING

Equipment planning involves having a clear understanding of the needs of both the patients who are being served by the hospital and the medical staff. Budget considerations are critical, as is a broad knowledge of both the theory of medical equipment function and its application.

Awareness of the range of equipment available plus the strengths and weaknesses of various man¬ufacturers, vendors, and suppliers can help in making the best decisions regarding technology. Planning involves various processes:

1. Maintaining an accurate inventory of existing equipment

2. Evaluating requests for new equipment

3. Preparing and / or analyzing requests for proposals

4. Ensuring a fair bidding process

5. Processing quotes

6. Designing and performing comparative evaluations of competing equipment suppliers

7. Ensuring that all new pieces of equipment meet relevant standards (see Chapter 13)

8. PA and safety testing of all new equipment

9. Supervising and / or performing assembly / installation of new equipment

10. Supervising or tracking maintenance of equipment under contract to outside vendors

11. Performing remove / repair / replace evaluations following device failures

12. Following an effective preventive maintenance / PA program for all devices

Various other departments may be involved in, or completely perform, some of the above processes.

Internal politics are important and can cause delays or changes in the planning process; clear communication and diplomacy are critical! All parties must be educated (informed) regarding the clinical engineering implications of the specific planning processes.

Parties potentially involved are as follows:

1. Biomedical / clinical engineering

2. Purchasing

3. Finance

4. Nursing

5. Physicians

6. Plant services

7. Sterilization department

8. Housekeeping

9. Primary equipment suppliers

10. Supporting outside contractors (building modifications, wiring, plumbing, HVAC requirements, etc.)

TECHNOLOGY MANAGEMENT SOFTWARE

Effective equipment management requires specialized software packages. Systems can be used to generate equipment inventories, track repair and maintenance costs, schedule PA testing, manage hazard and recall information, generate work orders, and track employee functions and performance. Some systems also handle parts inventories and outside vendor interfacing. Interconnecting with test equipment is increasingly common; such systems will interface with test equipment to generate work orders, identify equipment, control test procedures, and document and organize test results.

ECRI Institute (formerly known as the Emergency Care Research Institute) developed one of the first equipment management software packages, which grew from a simple inventory data¬base to one that included recording of PA results and schedules as well as a parts inventory and PA scheduling .

There is now a wide variety of equipment management software systems available. Some of these include Biomed equipment management as part of a facility wide program that also covers plant maintenance and non-technological nursing and housekeeping equip¬ment, whereas others focus specifically on clinical systems. A few are able to interface with test equipment to integrate PA testing schedules and results with the overall management program.

Equipment Management Systems

Medixir (http://www.medixir.com/)

• Focus on medical equipment

• Connections to device suppliers

• Accessible from different devices in any location

• QR code function

Meditrac (http://novosolutions.com/medical-tracking-software/)

• Includes all hospital equipment, furniture, and devices, including biomedical

• Used by various departments within the facility

• Barcode function

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MSI Data (http://www.msidata.com/industries/healthcare-medical/)

• Focus on external service provision companies

• Service dispatch, service contracts, parts inventory, and asset tracking

• Inspection management, including mobile inspection data acquisition Razorsync (http://www.razorsync.com/medical-service-software/)

• Focus on outside service provision companies

• Cell phone or office computer access

• Maps clients and technicians

Bluefolder (http://www.bluefolder.com/service-management-software/industries/medical- equipment-service-software, aspx)

• External or internal service providers

• Emphasis on regulations and standards

• Web access

• Customer portal allows clients to input requests and search for specific information

• Integrated bookkeeping function

• Integrated e-mail and calendar

RAM Series4000 (http://www.realassetmgt.co.uk/market-sectors/medical-equipment- management-software.html)

• Medical technology

• Web based

• Stock control and order requisitioning

• UK specific

TMS OnSite (http://www.frsoft.com/ProductsSolutions/TMSOnSite.aspx)

• Modular to suit different users

• Regulatory compliance monitoring

• I nternet access with any device

• Multiple facility capability

• ePartsFinder from PartsSource (http://www.partssource.com/)

• Interfaces with Fluke Biomedical’s MedTester (see below)