Inventory system

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Inventory system
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Inventory system

• The main objective of Inventory systems are
• to assist the clinical engineering activities
  pertaining to the assurance of safety,
  effectiveness, efficiency and cost containment in
  the use of medical equipment.
• to provide the appropriate data for evaluating
  the equipment performance as well as information
  aiding to the departments internal quality
  assurance (QA) activities

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Inventory system

• Specific objectives are
• To record the detailed data produced from all
  activities of technology management and convert
  them into meaningful information.
• To monitor equipment performance, reliability and
  cost-effectiveness, as well as to assist decision
  making in equipment acquisition and technology
  assessment

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Inventory system

• Specific objectives are
• To provide a comprehensive, expandable and
  easy-to-use database of protocols for the
  performance of quality control (QC), preventive
  maintenance (PM), electrical safety (ES) and
  acceptance tests of medical devices
• To support the overall management of the CEDs by
  encompassing a set of quality and cost indicators
  for evaluating performance, productivity,
  cost-effectiveness and quality of services
  offered by the department

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Inventory system

• Example of systems
• HECS (Hospital Equipment Control System),
  developed by ECRI (Emergency Care Research
  Institute)
• MEMS (Medical Equipment Management System)
  developed under the BEAM European project.
• In Greece, a management software system, named
  BITMANS (Biomedical Technology Management
  System), was developed 13 years ago by INBIT
  (Institute of Biomedical Technology)
• Maximo, an inventory and administrative system
  designed primarily for industry
• QA-MAP, Norwegian system originally from the
  University Hospital of Trondheim
• MEDUSA - Management system for service
  organizations within the health services such
  as Clinical Engineering, Information Technology,
  Dental Service  developed by Softpro in Sweden,
  www.softpromedical.se

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Inventory system

• Usability The diversity of the potential users of
  the system (engineers, technicians, clerks etc.)
  and the disparate level of their familiarization
  and experience with the use of a personal
  computer (P.C.), indicate the need for a
  straightforward structure and a user-friendly
  interface.
• Modularity The different demands imposed by the
  resources, size, organization and policies of the
  hospitals and/or the CEDs, indicate that the
  system should be modular and customized to a
  certain extent, so as to address and satisfy
  particular needs.

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Inventory system

• Interoperability The use of relevant software
  packages in some departments, creates the need
  for compatibility with existing systems with
  regards to transportability of data and reduction
  of effort when moving to the new system.
• Conformance The necessity for communication and
  exchange of information between clinical
  engineers on issues pertaining to their
  activities (i.e. protocols, technical
  specifications), creates the demand for use of
  standard forms and formats for data exchange.

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Inventory system

• Functionality Cost-reduction and the pursuit of
  quality has become an important issue for CEDs.
  The department has to perform continuous
  monitoring and evaluation of its performance in
  order to identify probable problems and measure
  its contribution to the quality of patient care.
  Thus, in addition to the core services, the
  system should also monitor and measure a set of
  quality and cost indicators, allowing a
  continuous overview of the overall departments
  performance in terms of productivity,
  effectiveness and efficiency.

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Inventory system

• The Device Module holds equipment files,
  containing essential information for the
  identification of a medical device such as
• equipment control number, device group and type,
  serial number
• responsible department and location, risk
  category, medical device class
• according to the Medical Device Directives), CE
  mark certification
• information about the acquisition and
  installation of the device and
• maintenance/repair responsibilities, protocols
  and frequencies.

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Inventory system

• The Maintenance Module holds equipment files,
  containing essential information for the
  identification of a medical device such as
• information about the acquisition and
  installation of the device and maintenance/repair
  responsibilities, protocols and frequencies
• information about the device history and provides
  a cumulative summary of the costs associated with
  its life-cycle (maintenance/repair costs, spare
  parts costs etc.).
• In addition, existing link-tables such as Service
  Contracts, Spare Parts, Electrical Safety and
  Preventive Maintenance Protocols

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