Medical Equipment Management Plan Duke University
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Summary
Policy/Procedure: DUHS 2020 Medical Equipment Management PlanDocument ID:1069 Revision Number: 3 Status: ReviewOrigination Date: 07/31/2007 Effective Date: 1/1/2022Entity: ☐ DHCH ☒ DHTS ☒ DPC ☒ DRAH ☒ DRH ☒ DUH ☒ PDC ☐ PHMO ☐ SOM Medical Equipment Management Plan 2022 I. Introduction, Mission Statement, and Scope The Medical Equipment Management Plan defines the mechanisms for interaction and oversight of the medical equipment used in the diagnosis, treatment, and monitoring of patients. The related policies and procedures govern activities from selection and acquisition to incoming inspection and maintenance of medical equipment. The mission is to ensure that equipment used in patient care is safe, available, accurate, and affordable
The scope of this plan is Duke University Health System including Duke University Hospital, Duke PDC, Duke DPC, Clinical Laboratories, Duke Regional Hospital and Duke Raleigh Hospital
II. Organization of Participants The administration and oversight of medical equipment management is the responsibility of Clinical Engineering. Management of medical device incidents is the primary responsibility of Risk Management
III. Medical Equipment Management The primary policies for the management of medical equipment are found at: https://dukeuniversity.policytech.com/ • Duke University Health System o DHTS DHTS Clinical Engineering IV. Medical Equipment Management Activities (EC.02.04.01 and EC.02.04.03) EC.02.04.01 - Managing medical equipment risks EP2 - The hospital maintains a written inventory of all medical equipment
The hospital maintains a database documenting all equipment identified in the medical equipment management plan. This includes hospital owned equipment as well as loaner, demo, physician- owned, etc. The database for any patient owned devices can be accessed from the medical record (see EOC.02.04.03 #1)
Procurement Services requests that all medical equipment be delivered to Clinical Engineering, with the exception of large installed pieces, e.g., Radiology rooms, Lab Analyzers. At this time, Clinical Engineering will also assess the piece of equipment or system for inclusion in the equipment management program using risk-based criteria to determine high risk versus routine (non-high risk) equipment. Preventive and Corrective histories as well as equipment inventory, risk level, high risk Electronic versions of documents will always supersede printed versions
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Page 1 of 7 Policy/Procedure: DUHS 2020 Medical Equipment Management Plan information are kept in the equipment database. Equipment incident histories with patient information are kept in the Safety Reporting System. (SRS) EP3 - The hospital identifies high-risk medical equipment on the inventory for which there is a risk of serious injury or death to a patient or staff member should the equipment fail
All equipment is evaluated at the time of entry into the medical equipment database using a risk ranking system. The scoring to determine high risk is comprised of a score for equipment function, a score for clinical application and a score for infection control risk. If the total score is greater than or equal to 13, then equipment is identified in the database system as high risk. All equipment with scores totaling less than 13 are considered routine (non-high risk)
EP4 - The hospital identifies the activities and associated frequencies, in writing, for maintaining, inspecting, and testing all medical equipment on the inventory. These activities and associated frequencies are in accordance with manufacturers’ recommendations or with strategies of an alternative equipment maintenance (AEM) program
Note: The strategies of an AEM program must not reduce the safety of equipment and must be based on accepted standards of practice. * Footnote *: An example of standards for a medical equipment program is the American National Standards Institute/Association for the Advancement of Medical Instrumentation handbook ANSI/AAMI EQ56: 2013, Recommended Practice for a Medical Equipment Management Program
All equipment included in the medical equipment management program will receive scheduled maintenance and testing based on manufacturer’s recommendations unless otherwise identified for inclusion into the alternative equipment maintenance (AEM) program. The record of this schedule will be included in our database management system. Items included in the AEM will be recommended by Clinical Engineering and be based on records provided by the hospital’s contractors, information made public by nationally recognized sources, or records of the hospital’s experience over time. Items recommended for inclusion to the AEM will be approved by the Environment of Care committee
EP5 - The hospital’s activities and frequencies for inspecting, testing, and maintaining the following items must be in accordance with manufacturer’s recommendations: • Equipment subject to federal or state law or Medicare Conditions of Participation in which inspecting, testing, and maintaining must be in accordance with the manufacturer’s recommendations, or otherwise establishes more stringent requirements • Medical laser devices • Imaging and radiologic equipment (whether used for diagnostic or therapeutic purposes) • New medical equipment with insufficient maintenance history to support the use of alternative maintenance strategies DUHS will also follow manufacturer’s recommendation for items that have been designated as high- risk
EP6 - A qualified individual(s) uses written criteria to support the determination whether it is safe to permit medical equipment to be maintained in an alternate manner that includes the following: • How the equipment is used, including the seriousness and prevalence of harm during normal use • Likely consequences of equipment failure or malfunction, including seriousness of and prevalence of harm Page 2 of 7 Policy/Procedure: DUHS 2020 Medical Equipment Management Plan • Availability of alternative or back-up equipment in the event that equipment fails or malfunctions • Incident history of identical or similar equipment • Maintenance requirements of the equipment The DUHS clinical engineering leadership developed a methodology, based on the above criteria, for the identification of equipment to be included in the alternative equipment maintenance (AEM) program. Safety or EOC Committee previously approved this methodology at each entity. Clinical Engineering leadership will be able to demonstrate the qualifications to make recommendations based on formal education, certification, and relevant work experience
EP7 - The hospital identifies medical equipment on its inventory that is included in an alternative equipment maintenance program
DUHS Clinical Engineering will designate in its medical equipment database all items that have been recommended and approved by the Environment of Care committee for inclusion into the AEM program
EP9 - The hospital has written procedures to follow when medical equipment fails, including using emergency clinical interventions and back-up equipment
Emergency clinical interventions that are necessary if a piece of medical equipment fails are established by the equipment-using department. Should a piece of medical equipment malfunction or fail, hospital staff should first ensure the safety of the patient, remove the piece of equipment from service, label it, and notify Clinical Engineering through one of the methods listed below. The user establishes when and how to perform emergency clinical interventions when medical equipment fails. Backup equipment is available for many types of equipment within the user department, through loaners or spares maintained by Clinical Engineering or through such departments as: Equipment Distribution – DUH Electronic Flow Control – DRH Patient Care Equipment Department - DRAH The Clinical Engineering department is staffed: • 8:00 AM - 4:30 PM Monday through Friday at Duke University Hospital and the Duke PDCs and DPCs • 7:00 AM- 3:30 PM at Duke Raleigh Hospital and Duke Regional Hospital and the Clinical Labs
• Emergency coverage is provided on a 24 hour, seven-day-a-week basis, for the hospitals, through use of on-call pagers
Users of medical equipment have several different methods of obtaining repair services. Users may notify Clinical Engineering of the need for service during regular rounds performed by the Clinical Engineering department, by calling the main shop phone number, by bringing the piece of equipment to the Clinical Engineering department, by entering a request on the Clinical Engineering web portal or by calling the on-call pager
Clinical Engineering Dispatch: (919) 681-2525 • Pager options are listed if this number is called after hours to support 24x7x365 coverage The Clinical Engineering Web Portal: https://duke.service- now.com/sp?id=sc_category&sys_id=d7e3db601b4dfb00d08e433fbd4bcbfb&catalog_id=-1 Page 3 of 7 Policy/Procedure: DUHS 2020 Medical Equipment Management Plan The Clinical Equipment User’s Resource Guide contains valuable information specific to equipment backup and can be found at: https://intranet.dh.duke.edu/dhts/coo/clinical- eng/SitePages/Links.aspx EP10 - The hospital identifies quality control and maintenance activities to maintain the quality of the diagnostic computed tomography (CT), positron emission tomography (PET), magnetic resonance imaging (MRI), and nuclear medicine (NM) images produced. The hospital identifies how often these activities should be conducted
Quality Control activities are the responsibility of the Medical Imaging Physics group and the medical physicists. They conduct a performance examination on all CT, PET, MRI and nuclear medicine devices at least annually. They produce a formal report with any deficiencies that may have been identified. The departments will then work with the physicists, clinical engineering and the vendors to correct any deficiencies
EC.02.04.03 - The hospital inspects, tests, and maintains medical equipment EP1 - Before initial use and after major repairs or upgrades of medical equipment on the medical equipment inventory, the hospital performs safety, operational, and functional checks
Procurement Services, Materials Management, or user departments notify clinical Engineering when equipment is received into the hospital. Clinical Engineering performs an initial inspection including testing of clinical alarms and an electrical safety inspection (where applicable) in accordance with all applicable policies and procedures before initial use. Information from these inspections is documented and entered into the equipment management database. Clinical Engineering also performs safety, operational, and functional checks after major repairs or upgrades and these records are also maintained in the equipment management database. (Exception- patient owned and rental equipment) Use of patient-owned medical devices are discouraged from use and effort should be made to substitute a Duke owned equivalent. If this is not possible, then the caregiver will get the patient to fill out a Non-Duke owned medical equipment release form. An inspection will be performed by the caregiver and the form will be scanned into the medical record. This form includes data on device, manufacturer, model, and serial number
Rental equipment- if a rental vendor has been reviewed and approved by the Environment of Care committee as meeting all standards of our medical equipment management program, then they may bring in rental equipment directly to the unit and the caregiver will ensure the rental equipment has a valid PM sticker. If they have not been approved, then Clinical Engineering must be notified and complete the initial inspection. A listing of approved rental vendors can be found on the Clinical Engineering website in the User Resource Guide: https://intranet.dh.duke.edu/dhts/coo/clinical- eng/SitePages/Home.aspx EP2 - The hospital inspects, tests, and maintains all high-risk equipment. These activities are documented
Clinical Engineering documents all work performed on all high-risk equipment included in the medical equipment inventory plan in accordance with all applicable policies and procedures. Information included on the work order includes at a minimum: the asset ID (CE# or serial number), a description of problem, the department, technician performing the work, a description of the repair, maintenance action, and the time spent on the action. Scheduled maintenance for high-risk medical equipment will have a 100% completion rate of available equipment within the month due
Page 4 of 7 Policy/Procedure: DUHS 2020 Medical Equipment Management Plan EP3 - The hospital inspects, tests, and maintains non-high risk equipment identified on the medical equipment inventory. These activities are documented
Clinical Engineering documents all work performed on routine (non -high-risk) equipment included in the medical equipment inventory plan in accordance with all applicable policies and procedures
Information included on the work order includes at a minimum: the asset ID (CE# or serial number), a description of problem, the department, technician performing the work, a description of the repair or maintenance action, and the time spent on the action. Scheduled maintenance for routine (non high-risk) medical equipment in the AEM program will have a 100% completion rate of available equipment within the month due
EP4 - The hospital conducts performance testing of and maintains all sterilizers. These activities are documented
Central Sterile or Sterile Processing documents performance testing or biological cultures on all sterilizers used. This information is reported at their committee meetings. Engineering and Operations provides maintenance support on sterilizers at Duke University Hospital, the PDCs, Duke Regional Hospital, and Duke Raleigh Hospital
EP5 - The hospital performs equipment maintenance and chemical and biological testing of water used in hemodialysis. These activities are documented
Chemical testing of dialysis RO product water is performed at least annually. Biological and LAL testing of RO systems are completed monthly. Each machine has biological testing performed on a scheduled basis. Results are reported to the applicable Quality Improvement, Infection Control or Safety / Environment of Care Committee. At a minimum, corrective action will be taken for any value outside of AAMI limits
EP8 - Equipment listed for use in oxygen enriched atmospheres is clearly and permanently labeled (withstands cleaning/ disinfecting) as follows: - Oxygen metering equipment, pressure reducing regulators, humidifiers, and nebulizers are labeled with name of manufacturer or supplier - Oxygen metering equipment and pressure reducing regulators are labeled “OXYGEN- USE NO OIL” - Labels on flowmeters, pressure-reducing regulators, and oxygen-dispensing apparatuses designate the gases for which they are intended - Cylinders and containers are labeled in accordance with Compressed Gas Association (CGA) C-7 Duke Respiratory Care Services along with Supply Chain will work to ensure that all flowmeters, pressure-reducing regulators, humidifiers, nebulizers, and oxygen metering equipment contain all the information as outlined in this standard prior to purchase and any items found without this information will be removed from service and be replaced
EP10 - All occupancies containing hyperbaric facilities comply with construction, equipment, administration, and maintenance requirements of NFPA 99-2012: Chapter 14
Duke coordinates activities to comply with NFPA 99-2012: Chapter 14 among various departments within Duke including, but not limited to: Hyperbaric staff, Engineering and Operations, Clinical Engineering, and Infection Control
Page 5 of 7 Policy/Procedure: DUHS 2020 Medical Equipment Management Plan EP16 - Qualified hospital staff inspects, test and calibrate nuclear medicine equipment annually. The dates of these activities are documented
Qualified staff coordinates the inspection, testing and calibration of nuclear medicine equipment
Clinical Engineering is responsible for coordinating inspection, testing and calibration of Nuclear Medicine Cameras. Ancillary and test equipment is the responsibility of the facilities Nuclear Medicine Department
EP18 - The hospital maintains the quality of the computed tomography (CT), positron emission tomography (PET), magnetic resonance imaging (MRI), and nuclear medicine (NM) images produced
The Medical Imaging Physics group and medical imaging physicists are responsible for the oversight and management of the quality of the CT, PET, MR and NM images produced within the Duke Health System. They conduct, at least annually, conduct performance evaluations of all CT, PET, MR and NM equipment that meet the elements of performance outlined in the Joint Commission Environment of Care standard EC.02.04.03 and in particular EP 20, 21, 22, 23, 24 and 25. They will record the date of these evaluations and will document all findings and results
EP26 - The hospital performs equipment maintenance on anesthesia apparatus. The apparatus are tested at the final path to patient after any adjustment, modification, or repair. Before the apparatus is returned to service, each connection is checked to verify proper gas flow and an oxygen analyzer is used to verify oxygen concentration. Areas designated for servicing oxygen equipment are clean and free of oil, grease, or other flammables
The Duke Clinical Engineering department maintains the oversight of all repairs to the anesthesia apparatus. Clinical Engineering will ensure that each connection is tested to verify proper gas flow and that an oxygen analyzer is used to verify oxygen concentration. Clinical Engineering will work with departments to identify and designate a space for servicing oxygen equipment and that the area designated is free of oil, grease or other flammables
EP27 - The hospital meets NFPA 99-2012: Health Care Facilities Code requirements related to electrical equipment in the patient care vicinity
Duke hospital has processes in place to meet the requirements related to electrical equipment in the patient care vicinity. Clinical Engineering and Engineering and Operations both utilize initial incoming inspections processes along with rounds within in the patient care vicinity to ensure compliance
V. Performance Improvement Standards Clinical Engineering is responsible for identification of performance improvement indicators, which is based on priorities identified by the department, users of medical equipment, and the appropriate Safety or Environment of Care Committee. The Safety or Environment of Care Committee has the responsibility for approving the monitors and thresholds on an annual basis. All PI activity and quality indicators are reported at least quarterly to the Safety or Environment of Care Committee. This information is provided to the Governing Body through the routine reporting channels. All elements of the PI program are subject to change at any time based on Institutional experience, regulatory change, or administrative input
VI. Management Plan Evaluation The Clinical Engineering Senior Director and director team will evaluate the Medical Equipment Management Plan annually for its scope, objectives, performance, and effectiveness. Any changes in scope will be addressed in the annual update of the plan, and any changes in the range of application or interaction will be incorporated into the plan. Annual planning objectives will be developed through interactions with Safety or Environment of Care Committee members and hospital administration
Page 6 of 7 Policy/Procedure: DUHS 2020 Medical Equipment Management Plan These objectives will address primary operational initiatives for maintaining and enhancing the safety of the Environment of Care. Progress toward accomplishing these objectives will be reported at least annually to the appropriate Duke University Safety or Environment of Care Committee demonstrating effectiveness of the management plan. The performance of the plan will be assessed through progress in achieving the Performance Improvement Standards defined within the plan. The annual evaluation of the plan will be presented to the applicable Safety or Environment of Care Committee during the first quarter of the new calendar year. This information will be reported to the Governing Body through the routine reporting channels
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To the Clinical Engineering department, by entering a request on the Clinical Engineering web portal . or by calling the on-call pager. Clinical Engineering Dispatch: (919) 681-2525 • Pager options are listed if this number is called after hours to support 24x7x365 coverage The Clinical Engineering Web Portal: https://duke.service-
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The Medical Equipment Management Plan defines the mechanisms for interaction and oversight of the medical equipment used in the diagnosis, treatment, and monitoring of patients. The related policies and procedures govern activities from selection and acquisition to incoming inspection and
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