Inventory system. 2 Heikki Teriö 11-11-18 Inventory system The main objective of Inventory systems...

Inventory systemInventory system

2 Heikki Teriö 11-11-18


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 department’s internal quality assurance (QA) activities



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



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



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



• 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.



• 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.



• 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.



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.



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

Inventory system. 2 Heikki Teriö 11-11-18 Inventory system The main objective of Inventory systems...

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