Defining healthcare systems

Define a system consisting of a collection of properties 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. For example, if one piece of equipment breaks down, the entire system must be taken offline.

To define systems for healthcare:

  1. Select Equipment > Systems Healthcare
  2. Click New Record.
  3. Specify this information:
    Organization
    Specify the organization to which the system belongs if you use multi-organization security.
    System
    Specify the system number and then specify a description of the system in the adjacent field.
    Department
    Specify the system's department.
    Operational Status
    Select the operational status of the system.
    Loaned to Department
    Specify the department to which the system has been loaned.
    PM WO Department
    Specify the department responsible for the PM work order.
    Note: If the Department for the PM Schedules and Maintenance patterns work orders are blank, the PM WO Department will be used to generate works orders. Otherwise, the Department will be used.
    Type
    Select the system type. Specify the Equipment Details.
    Status
    The system defaults the Status to Installed, and this value cannot be changed.
    Class
    Specify the class of the system.
    Category
    Specify the system's category or sub-class.
    Criticality
    Specify a criticality code to indicate the relative importance of the equipment to the overall production of goods or services for your system.
    Profile
    Specify the profile on which to base this equipment record.
    Meter Unit
    Specify the equipment’s primary unit of measure.
    Assigned To
    Specify the person responsible for the equipment.
    Cost Code
    Specify the equipment’s cost code.
    Safety
    Select to observe safety precautions when working with this equipment.
    Temperature Monitored
    Select if it is necessary or required to monitor the equipment's temperature.
    Out of Service
    Select if the asset is not used. The system automatically populates Withdrawal Date. Specify the Tracking Details.
    Manufacturer
    Specify the equipment's manufacturer.
    Model
    Specify the equipment's model number.
    Serial Number
    Specify the equipment's serial number.
    Hardware Version
    Specify the hardware version.
    Software Version
    Specify the software version.
    Purchasing Asset ID
    Specify the code identifying the asset as associated to the purchasing department.
    Biomedical Asset ID
    Specify the code identifying the asset as a biomedical equipment.
    Revision
    Specify the manufacturer’s revision number.
    UMDNS Code
    Specify 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.
    OEM Site/System ID
    Specify the site and/or system identification for service companies and original equipment manufacturer for the system.
    Vendor
    Specify the vendor.
    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.
    X Coordinate
    Specify the X Coordinate for which GIS features should appear.
    Y Coordinate
    Specify the Y Coordinate for which GIS features should appear.
    Z Coordinate
    Specify the Z Coordinate for which GIS features should appear. Specify the Compliance Association Details.
    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.
    Personal Protective Equipment
    Select if OSHA requires the use of personal protective equipment when operating the equipment to reduce exposure to hazards or injury.
    Confined Space
    Select if the equipment is located in an area defined as a confined space as per OSHA regulations.
    Statement of Conditions
    Select to indicate the system relates to the Statement of Conditions as required by The Joint Commission.
    Building Maintenance Program
    Select to indicate the system equipment is inventoried in the building maintenance program.
    HIPAA Confidentiality
    Select to indicate the system equipment contains confidential patient health information and the equipment must comply with regulations. Specify the Financial and Disposition Details.
    Ownership Type
    Select the ownership details of the system equipment. For example, select Lease if the equipment is leased.
    Inventory Verification Date
    Select the date the equipment was last verified for inventory purposes.
    Equipment Value
    Specify the value of the equipment to define with this system.
    Purchase Order #
    Specify the purchase order number for which the part was received. The system automatically populates Purchase Order-Line.
    Purchase Date
    Select the purchase order date.
    Purchase Cost
    Specify the purchase cost of the part.
    Original Receipt Date
    Specify the original receipt date.
    Latest Receipt Date
    Specify the most recent receipt date.
    Original Install Date
    Specify the original install date.
    Latest Install Date
    Specify the most recent install date.
    Commission Date
    Specify the commission or startup date of the system. Commission Date defaults to the current date when you create a system.
    Cost of Needed Repairs
    Specify the cost of necessary repairs. The system automatically populates the currency, and defaults Eligible for Energy Star Label to unselected.
    Replacement Value
    Specify the current replacement value for the equipment. The system automatically populates the currency.
    Facility Condition Index
    Specify the resultant FCI based on the maintenance details. Cost of Needed Repairs/Current Replacement Value=FCI
    Disposal Type
    Specify the manner in which the equipment was disposed.
    Disposal Date
    Specify the date on which the equipment is sold, scrapped, or disposed. Specify the Facility Details.
    Primary Use
    Specify the primary use for the equipment.
    Year Built
    Specify the year the equipment was built.
    Floor Area
    Specify the floor area, and then specify the unit of measure for the floor area.
    Eligible for Energy Star Label
    Select if the facility is eligible for the Energy Star label.
    Service Life (years)
    Specify the service life of the equipment. Specify the Risk Assessment Details.
    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.
    Risk Assessment
    Specify 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.
  4. Click Save Record.