introduction to medical equipment inventory management

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Inventory Management | May 11, 20141|

Introduction to medical

equipment inventory

management

Presented By

[Presenter Name]

[Presenter Title]

Date


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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 inventory

Inventory Management

Inventory as a tool

Challenges, resources & working group session


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Topic Placement

Equipment inventory is part of the management cycle ofmedical equipment

Inventory starts after procurement or receipt of donations

and is the main input to a medical equipment management

program

Inventory is a primary component of a Computerized

Maintenance Management System (CMMS) and assists to

organize the maintenance of equipment


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Definition

An inventory is a detailed itemized list of assets held by anorganization or institution

Must be continually maintained and updated to reflect 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 status

Accessories, consumables and spare parts inventories are

directly correlated with the main medical equipment inventory


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Importance

Equipment inventory is an essential part of an effectivehealth-care technology management (HTM) system and

may be used to:

Develop budgets for capital purchases, maintenance 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 risk analysis and mitigation, and emergency and

disaster planning


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Purpose of document

To provide an overview of medical equipment inventory forpeople 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

included 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


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Key elements

Types of inventories National, regional, facility

Medical equipment, 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 criticality & utilization rates

Facility needs & usage rates


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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

Operation/service requirements

Date inventory updated

Maintenance service provider

Purchase supplier

Other info as needed

Key elements


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Key elements

An inventory is effective only when it is comprehensive andaccurate

Inventory is updated whenever there is any change or

addition of information and during annual audits and

reviews

Three stages of inventory management:

Initial data collection

Information update (due to any change in information)

Annual audit/review


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Key elements

Inventory may be paper- or computer-based Keeping a paper-based record back-up is good practice

Once the inventory has been 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


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Key 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 donations goals

Performing risk analysis, management and mitigation

Planning for disasters and emergencies Making a case for equipment standardization


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Challenges

Change of mindset Any change will always be met with resistance

Collecting and updating data, assigning numbers, organizing

paperwork and/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 workersand explain benefits for collecting and maintaining inventory data

Lack of manpower or time for initial data collection

Dedicate one person or a certain amount of time each week to

inventory data collection


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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 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


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Challenges

Determining the inventory identification number system Sequential numbering:1, 2, 3...

Simplest method

Does not 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 about the equipment remotely

Requires barcode stickers, barcode reader and appropriate software


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Challenges

Handling/discarding unused or obsolete equipmentdiscovered during inventory

When performing initial inventory, equipment that is unused,

obsolete or beyond repair may be discovered

The facility 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 programmes

is an excellent way to discard of equipment while supporting

healthcare technology programme development


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Challenges

Maintaining/updating inventory Inventory data collection is fairly easy and straightforward and is

probably the simplest step in developing an effective medical

equipment management program

Records must be updated every time there is a change

A clear process on when and how to update records will simplifythe workflow


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Resources available

How to Manage Series for Healthcare Technology, ZikenInternational (Health Partners International), 2005

Clinical Engineering Handbook, J. Dyro, Elsevier

Academic Press, 2004

Recommended practice for a medical equipment

management program.American National Standard

ANSI/AAMI EQ56


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Working group session

List examples of types of equipment that could/should beincluded/excluded in an inventory. Why?

A list of data included in an inventory 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 as a tool?

Personal experiences with medical equipment inventory End
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WHO Medical Device technical Series

Training module of :

Introduction to medicalequipment inventorymanagement

Developed by Tania O'Connor

April 2011

Global Initiative on HealthTechnologies, WHO

Supported by the Bill & MelindaGates Foundation


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Thanks!

Contacts:

http://www.who.int/medical_devices/en/

mailto:[email protected]

Phone: + 41 22 791 1239

Fax: +41 22 791 48 36

Skype: WHOHQGVA1 (then dial 11239)

Other: (presenters name and email)

Object ive: to ensu re imp roved access,

qual i ty and use of medical devices.
http://www.who.int/medical_devices/en/mailto:[email protected]:[email protected]://www.who.int/medical_devices/en/

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