Inventory Management | June 1, 2014 1 |1 | Introduction to medical equipment inventory management...
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Transcript of Inventory Management | June 1, 2014 1 |1 | Introduction to medical equipment inventory management...
Inventory Management | April 10, 20231 |
Introduction to medical equipment inventory
management
Introduction to medical equipment inventory
management
Presented By
[Presenter Name]
[Presenter Title]
Date
Inventory Management | April 10, 20232 |
IntroductionIntroduction
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
Inventory Management | April 10, 20233 |
Topic PlacementTopic Placement
Equipment inventory is part of the management cycle of medical 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
Inventory Management | April 10, 20234 |
DefinitionDefinition
An inventory is a detailed itemized list of assets held by an organization 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
Inventory Management | April 10, 20235 |
ImportanceImportance
Equipment inventory is an essential part of an effective health-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
Inventory Management | April 10, 20236 |
Purpose of documentPurpose of document
To provide an overview of medical equipment inventory for people 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
Inventory Management | April 10, 20237 |
Key elementsKey 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
Inventory Management | April 10, 20238 |
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 elementsKey elements
Inventory Management | April 10, 20239 |
Key elementsKey elements
An inventory is effective only when it is comprehensive and accurate
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
Inventory Management | April 10, 202310 |
Key elementsKey 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
Inventory Management | April 10, 202311 |
Key elementsKey elements
Inventory can be used as a tool in (cont’d):– 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
Inventory Management | April 10, 202312 |
ChallengesChallenges
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 workers
and 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
Inventory Management | April 10, 202313 |
ChallengesChallenges
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
Inventory Management | April 10, 202314 |
ChallengesChallenges
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
Inventory Management | April 10, 202315 |
ChallengesChallenges
Handling/discarding unused or obsolete equipment discovered 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
Inventory Management | April 10, 202316 |
ChallengesChallenges
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 simplify
the workflow
Inventory Management | April 10, 202317 |
Resources availableResources available
‘How to Manage’ Series for Healthcare Technology, Ziken International (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
Inventory Management | April 10, 202318 |
Working group sessionWorking group session
List examples of types of equipment that could/should be included/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
Inventory Management | April 10, 202319 |
WHO Medical Device technical SeriesWHO Medical Device technical Series
Training module of :
Introduction to medical equipment inventory management
Developed by Tania O'Connor
April 2011
Global Initiative on Health Technologies, WHO
Supported by the Bill & Melinda Gates Foundation
Inventory Management | April 10, 202320 |
Thanks!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)
Objective: to ensure improved access, quality and use of medical devices.