CMMS for Medical

Equipment Management
Medical Technology Conference for
Administrators
Ministry of Public Health
23-25 July 2003

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
Medical technology management is
critical to healthcare delivery. .
• In 2002, Thailand spent about B10.5 billion on
new medical technology
• An additional B6 billion was spent on medical
technology management
• Appropriate management of medical
technology is essential to maintaining high
quality and cost effective healthcare.

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 And covers a wide range of
activities within a hospital
• Planning and procurement
– Equipment needs analysis
– Technology assessment
– Specification and RFQ prep
– Vendor selection
– Installation planning
– Acceptance testing
• Environmental assessment
• User training
• Planned maintenance
• Repairs Management
– Monitoring third-party
service
– Managing service contracts
– Recalls and alerts
– Incident/accident
investigation
– De-installation

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 Properly managing your medical
technology is critical to maintaining
Hospital Accreditation compliance
and lowering the lifetime ownership
cost of your medical equipment.

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 Managing these activities
requires timely and accurate data
• Equipment inventory information
• Purchase cost and age
• Historical maintenance & repair costs
• Use error history
• Planned maintenance requirements
• Maintenance & Repair history data

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
How do you manage
this data now?

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 Paper based systems work but are
time consuming and prone to errors
• Difficult to organize information efficiently
• Non-standardized nomenclature
• Documents are easily lost or damaged
• Search for the right documents takes time
• Very difficult to use data for subsequent
analysis and HA compliance purposes
WHY?
Lowering the lifetime cost of medical equipment
while improving safety and accuracy
Services are provided by various
vendors and hospital staff. . .
Third-Party Equipment
Maintenance Manufacturers
Companies

Clinicians
Equipment In-House
Suppliers Engineers

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 And information is scattered
Stock Room
Purchasing
• Consumables Maintenance
• Vendor name
• Equipment • In-house repair history
• Service contract
• Spare parts

Clinical Departments
• Equipment Accounting
• Manuals • Purchase date
• PM procedures • Vendor name
• Service contract • Price
• Repair records Administration
• Hospital asset number
• Warranty information
Lowering the lifetime cost of medical equipment
while improving safety and accuracy
 How do you collect, organize,
analyze and use this information
in an efficient and effective
manner?

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 A Computerized Maintenance
Management System is one tool
• Centralized storage of information
• Standardized nomenclature
• Efficiently store large amount of historical
maintenance & repair information
• Data can be analyzed effectively
• Reports can be generated automatically

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 CMMS have similar features
• Comprehensive equipment inventory
• Planned maintenance schedules
• Spare parts inventory
• Tools and test equipment inventory
• Vendor service contract records

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 Work performed on equipment
• Corrective maintenance
– Type of failure; Repairs done; Time spent, Cost of
repair
• Planned maintenance
– Scheduled maintenance undertaken; Calibration
history; Parts changed
• Use error/incidents
– Staff name; Department; Equipment type, etc.

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
A CMMS is the core of effective
medical technology management
Planning &
purchasing

Building
Repairs
Stabilization

CMMS

User
Planned
Training
Maintenance

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
What does a CMMS do for you?
• Weekly reporting to clinical departments
• Quarterly trending for HA compliance
• Ad hoc reporting for procurement analysis
• Annual consolidation for budgeting
• Other customizable reports based on your
needs

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 Capital budgeting analysis
Equipment Needing Replacement, by Type
100,000,000 40

90,000,000
35
80,000,000
Replacement Cost (B)

30
70,000,000
25

No. of Items
60,000,000

50,000,000 20

40,000,000
15
30,000,000
10
20,000,000
5
10,000,000

0 0
Ventilators Beds, Physiological Injector, X-ray Film, Scanner, Infusion Sterilizer Laboratory Scanner,
Electric Monitoring Contrast Processor, Computed Pump Unit, Steam Chemistry Magnetic
System Media Auto Tomography Analyzers Resonance
Imaging

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
Lifetime cost analysis

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
Reporting to clinical departments

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 Downtime analysis
MINISTRY OF PUBLIC HEALTH HOSPITAL #1
37.65 2002 AVERAGE DOWN-TIME AND TRENDING ANALYSIS
40
Average restore time (days)

35
27.84 26.30
30
21.29 22.43
25 19.09 18.72
15.20 16.88
20
15 10.58
6.19 4.03
10
5
0
Q1'00 Q2'00 Q3'00 Q4'00 Q1'01 Q2'01 Q3'01 Q4'01 Q1'02 Q2'02 Q3'02 Q4'02

Average Quarterly Equipment Down-time and Trend

Average restore time (days)

40 37.65

30 27.30

27.84 26.30
19.83
20 21.29 22.43 15.20 16.88
19.09 18.72
10.03
10 6.19
10.58 4.03
0
Q1'00
Lowering
Q2'00
the lifetime cost of medical equipment
Q3'00 Q4'00 Q1'01 Q2'01 Q3'01 Q4'01 Q1'02 Q2'02 Q3'02 Q4'02
while improving safety and accuracy
 Trending for HA compliance
MINISTRY OF PUBLIC HEALTH HOSPITAL #1
2002 PLANNED MAINTENANCE COMPLETION PERCENTAGE AND TRENDING

Average Quarterly Completion Percentage

121.0% 113.3% 116.5%
120% 102.9% 94.8% 97.6% 97.5% 97.2% 97.5% 98.0% 93.1%
100% 84.2%

80%
60%
40%
20%
0%
Q1'00 Q2'00 Q3'00 Q4'00 Q1'01 Q2'01 Q3'01 Q4'01 Q1'02 Q2'02 Q3'02 Q4'02

Average Quarterly Planned Maintenance Completion Percentage and Trend

130% 121.0%
116.5%
110% 105%
101% 113.3%
102.9% 97.6% 97% 97.5%
90% 94.8% 84.2% 97.5% 97.2% 98.0% 93.1%

70%

50%
Q1'00 Lowering
Q2'00 the lifetime
Q3'00 Q4'00 cost
Q1'01 Q2'01 of medical
Q3'01 equipment
Q4'01 Q1'02 Q2'02 Q3'02 Q4'02
while improving safety and accuracy
Consolidation for budgeting
MINISTRY OF PUBLIC HEALTH HOSPITAL #1
2002 CONSOLIDATED BIOMEDICAL ENGINEERING DEPARTMENT
OPERATIONAL SUMMARY
FINANCIAL INFORMATION Change 2002 2001
Maintenance Costs -12.1% B22,088,342 B25,140,226
Cost as a % of Asset Value -13.8% 5.74% 6.66%
MEDCIAL EQUIPMENT ASSETS December 02 December 01
Total Inventory -14.5% 1,149 1,345
BME DEPARTMENT 2002 2001
OPERATIONS
Total Work Orders -10.2% 5,221 5,817
Total Repairs +22.7% 2,466 2,009
Average Repair Time +45.2% 9.42 days 17.2 days
Repairs in 24 Hours +38.0% 62.1% 45%
Repairs in 72 Hours +38.0% 70.4% 51%
Total Planned Maintenance -27.7% 2,755 3,808
Completion Rate +4.8% 101.9% 97.2%
CUSTOMER SATISFACTION Target Actual
Assessed in December 2002 90% 87%
TRAINING FOR CLINICAL Target Actual
STAFF
Electrical Safety Training N/A 0
Proper Use of Medical N/A 64 man-hours
Equipment
TRAINING FOR BIOMED STAFF Target Actual
Biomedical and Electronics 125 hours 165 hours
QUALITY ASSURANCE Target Actual
Lowering
Customer the lifetime cost of
Complaints medical equipment
<5 13
Internal Auditwhile
CAR improving safety and accuracy
<1 9
 Summary
• CMMS is a powerful tool for managing
medical technology information
• Improves ability to meet stringent Hospital
Accreditation reporting and documentation
requirements critical to the provision of quality
healthcare
• Facilitates analysis of medical technology
ownership costs so that they can be
managed effectively

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 Questions?

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
 Thank You!
Dennis J. Meseroll
Director
Asia Bio Systems (Thailand)
Telephone: 02-717-0760
Mobile: 01-837-4969
E-mail: dmeseroll@asiabio.com

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
CMMS equipment inventory record

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
CMMS equipment inventory record

Lowering the lifetime cost of medical equipment

while improving safety and accuracy
CMMS equipment inventory record

Lowering the lifetime cost of medical equipment

while improving safety and accuracy