Defining healthcare systems

Define a system consisting of a collection of properties and/or assets that work together to create a system. When assets and properties are linked to define a system then the entire system is affected by actions or movements of one individual piece, e.g., if one piece of equipment breaks down, the entire system must be taken offline.

To define systems for healthcare:

  1. Open the Systems form.
  2. Click New Record.
  3. Organization—Enter the organization to which the system belongs if you use multi-organization security.
  4. Department—Enter the system's department.
  5. Type—Select the system type. Enter the following Property Details:
  6. Equipment No.—Enter the equipment number and then enter a description of the equipment in the adjacent field.
  7. Status—Select the system status.
  8. Class—Enter the class of the system.
  9. Category—Enter the system's category or sub-class.
  10. Criticality—Enter a criticality code to indicate the relative importance of the equipment to the overall production of goods or services for your system.
  11. Safety—Select to observe safety precautions when working with this equipment.
  12. Profile—Enter the profile on which to base this equipment record.
  13. Meter Unit—Enter the equipment’s primary unit of measure.
  14. Assigned To—Enter the person responsible for the equipment.
  15. Cost Code—Enter the equipment’s cost code.
  16. Temperature Monitored—Select if it is necessary or required to monitor the equipment's temperature.
  17. Out of Service—Select if the asset is not used. The system automatically populates Withdrawal Date. Enter the following Tracking Details:
  18. Manufacturer—Enter the equipment's manufacturer.
  19. Model—Enter the equipment's model number.
  20. Serial Number—Enter the equipment's serial number.
  21. Hardware Version—Enter the hardware version.
  22. Software Version—Enter the software version.
  23. Revision—Enter the manufacturer’s revision number.
  24. Purchasing Asset ID—Enter the code identifying the asset as associated to the purchasing department.
  25. Biomedical Asset ID—Enter the code identifying the asset as a biomedical equipment.
  26. UMDNS Code—Enter the code identifying the asset in the Universal Medical Device Nomenclature System™ (UMDNS) which is a standard international nomenclature and computer coding system for medical devices.
  27. OEM Site/System ID—Enter the site and/or system identification for service companies and original equipment manufacturer for the system.
  28. Vendor—Enter the vendor.
  29. Coverage Type—Select the maintenance coverage type for the asset. Select Calendar to indicate that the warranty is based on number of days used or Usage to indicate that the warranty is based on actual usage.
  30. X Coordinate—Enter the X Coordinate for which GIS features should appear.
  31. Y Coordinate—Enter the Y Coordinate for which GIS features should appear.
  32. Z Coordinate—Enter the Z Coordinate for which GIS features should appear. Enter the following Compliance Association Details:
  33. Lockout/Tagout—Select if the system equipment complies with OSHA regulations on lockout/tagout procedures. This regulation ensures machines are properly shut down and that they do not start again until service or maintenance on the machine is completed.
  34. Personal Protective Equipment—Select if OSHA requires the use of personal protective equipment when operating the equipment to reduce exposure to hazards or injury.
  35. Confined Space—Select if the equipment is located in an area defined as a confined space as per OSHA regulations.
  36. Statement of Conditions—Select to indicate the system relates to the Statement of Conditions as required by The Joint Commission.
  37. Building Maintenance Program—Select to indicate the system equipment is inventoried in the building maintenance program.
  38. HIPAA Confidentiality—Select to indicate the system equipment contains confidential patient health information and the equipment must comply with regulations. Enter the following Financial and Disposition Details:
  39. Ownership Type—Select the ownership details of the system equipment, e.g., select Lease if the equipment is leased.
  40. Inventory Verification Date—Select the date the equipment was last verified for inventory purposes.
  41. Equipment Value—Enter the value of the equipment to define with this system.
  42. Purchase Order #—Enter the purchase order number for which the part was received. The system automatically populates Purchase Order-Line.
  43. Purchase Date—Select the purchase order date.
  44. Install Date—Select the date the equipment was installed.
  45. Commission Date—Enter the commission or startup date of the system. Commission Date defaults to the current date when you create a system.
  46. Cost of Needed Repairs—Enter the cost of necessary repairs. The system automatically populates the currency, and defaults Eligible for Energy Star Label to unselected.
  47. Replacement Value—Enter the current replacement value for the equipment. The system automatically populates the currency.
  48. Facility Condition Index—Enter the resultant FCI based on the maintenance details. Cost of Needed Repairs/Current Replacement Value=FCI
  49. Disposal Type—Enter the manner in which the equipment was disposed.
  50. Disposal Date—Enter the date on which the equipment is sold, scrapped, or disposed. Enter the following Facility Details:
  51. Primary Use—Enter the primary use for the equipment.
  52. Year Built—Enter the year the equipment was built.
  53. Floor Area—Enter the floor area, and then enter the unit of measure for the floor area.
  54. Service Life (years)—Enter the service life of the equipment. Enter the following Risk Assessment Details:
  55. Lock Risk Assessment Values—Select to lock the reliability ranking values for the equipment on the Risk Assessment Survey tab of the Equipment screen.
    Note: If Lock Risk Assessment Values is selected, the system will not allow the user to modify the risk assessment survey answers and calculate risk assessment values for the equipment. The system also prevents the selection of equipment for update on the Batch Update Risk Assessment Values form.
  56. Risk Assessment—Enter the reliability ranking code for the equipment.
    Note: The system automatically populates Risk Assessment Index, Risk Assessment Score, Risk Assessment Values Out of Sync, Risk Assessment Values Last Calculated, Risk Assessment Survey Last Updated, and Risk Assessment Setup Last Updated, after answering the risk assessment survey.
  57. Click Save Record.