Creating healthcare work orders

Create new work orders for one or more pieces of healthcare equipment.

Note: The form contains collapsible sections.

To create healthcare work orders:

  1. Select Work > Verticals > Healthcare > Work Orders Healthcare.
  2. Click New Record.
  3. Specify this information:
    Organization
    Specify the organization to which the work order belongs if you use multi-organization security. The system automatically populates Created By with the User ID of the logged in user.
    Work Order
    Specify a description of the work needed in the adjacent field. The system assigns a work order number after you save the record.
    Equipment
    Specify the healthcare equipment on which to perform the work. The system automatically populates the following fields based on the selected Equipment if available: equipment description, Manufacturer, Model, Serial Number, Equipment Org., Department, Cost Code, OEM Site/System ID, Vendor, Coverage Type, Warranty, Equipment Type, and Assigned By.
    Note: The system automatically selects Multiple Equipment if you add additional equipment to the work order and it is protected.
    Type
    Choose one of the following options:
    • Breakdown
      Select to create a work order in response to an equipment breakdown or failure.
    • Calibration
      Select to create a calibration work order.
    • PM
      Select to create a preventive maintenance work order.
    • Repairable Spare
      Select to create a work order for repairable spare parts. If you are creating a work order for repairable spare parts, you must also add the parts to repair on the Repair Parts tab.
    • Standard WO
      Select to create a standard work order.
      Note: The previously listed work order types are standard types in the system. You can also create user-defined work order types.
      Status
      Select one of the following options:
      • Released
        Select to create a work order.
      • Work request
        Select to create a work request.
        Note:  If you select a Status of Work request, the work request must be approved and assigned a status of Released before defining activities, scheduling labor, booking labor, etc.
    Priority
    Specify the priority of the work order.
  4. Specify this Equipment Details information:
    Cost Code
    Specify the cost code of the work order.
    Warranty
    Select if the equipment is under manufacturer warranty.
  5. Specify this Work Order Details information:
    Standard WO
    Specify the standard work order if it has been stored in the system library. The system automatically populates the work order description, Type, Class, Scheduling Session, Scheduling Session Type, Maintenance Pattern-Sequence, Problem Code, Priority, Scheduled End Date, Campaign-Campaign Event and Campaign Status if available. The system also copies the standard work order activities to the current work order. If the standard work order is a template, the system creates child work orders as defined on the standard work order.
    Class
    Specify the class of the work order.
    Assigned By
    Specify the supervisor who assigned the work order.
    Assigned To
    Specify the person responsible for the work order.
    Sched. Start Date
    Sched. End Date
    Specify the starting and ending dates for the work order.
    Start Date
    Specify the actual date on which the work order is started.
    Date Completed
    Specify the actual date on which the work order is completed.
    Problem Code
    Specify the code to identify the type of problem.
    Note: If the selected Equipment is linked with a Criticality code, the system populates Problem Code based on the Criticality code.
    Cause Code
    Specify the cause code identifying the cause of the problem. The system automatically populates the following fields:

    Route identifies the inspection route of which the equipment is a part.

    Inspection Status indicates the current status of the inspection route of which the equipment is a part.

    Failure Code
    Specify the cause of failure for the equipment.
    Action Code
    Specify the action taken to resolve the problem.
    Project - Budget
    Specify the project and the project budget to associate with the work order.
    Note: You cannot select a frozen project/budget.
    Safety
    Select if this work requires special safety precautions.
    Parent Work Order
    Specify the code identifying the parent work order for the work order.
    Downtime Cost
    Specify the cost that resulted from the equipment being out of operation due to failure.
    Downtime Hours
    Specify the number of hours that the equipment was out of operation due to failure. The system automatically populates the following fields:

    The system populates Last Meter Reading with the value of the last meter reading and the unit of measure of the reading in the adjacent field.

    Trigger Event indicates the MS Project planning session associated with the equipment on the work order.

    Print
    Select to print the work order when work orders are batch printed.
    Note: Once the work order is printed, the system automatically selects Printed and unselects Print.
    Dependent
    Select to keep the work order open until all child work orders are completed.
  6. Specify this Requestor Details information:
    Reported By
    Specify the employee requesting the work.
    Phone
    E-mail
    Specify the phone number and e-mail address of the employee requesting the work.
    Req. Start Date
    Req. End Date
    Specify the requested starting and ending dates for the work order.
    Shift
    Specify the shift during which the work is requested to be performed.
  7. Specify this Activity information:
    Activity
    Specify a value if you want to create a new activity to associate with the work order.
    Trade
    Specify the trade required to perform the activity.
    Note: If you enter a Trade, Estimated Hours, or People Required in the Activity section of the page, an activity will automatically be created for this work order.

    An activity record can be deleted when you remove the Trade value.

    Task
    Specify the task code for the activity.
    Material List
    Specify the material list code for the material list containing the parts needed for the work order.
    Activity Start Date
    Activity End Date
    Specify the starting and ending dates for the activity associated with the work order.
    Estimated Hours
    Specify the estimated number of hours required to complete the activity. The system automatically populates Hours Remaining with the estimated number of hours remaining for the activity. You may update this field at any time during the life cycle of the work order.
    People Required
    Specify the number of people required to perform the activity.
  8. Specify this Incident Tracking Details information:
    Patient/Visitor Injury
    Select if the work order involved a patient or visitor injury.
    Staff Injury/Illness
    Select if the work order involved a staff injury or illness.
    Security Incident
    Select if the work order involved a security incident.
    Property Damage
    Select if the work order involved damage to property.
    Hazardous Materials Incident
    Select if the work order involved a hazardous materials incident.
    Fire Safety Incident
    Select if the work order involved an incident regarding fire safety.
    Medical Equipment Incident
    Select if the work order involved an incident with medical equipment.
    Utility System Incident
    Select if the work order involved an incident with a utility system.
  9. Specify this Compliance Details information:
    Above Ceiling Permit
    Select if the work to be performed requires an above ceiling permit.
    Interim Life Safety
    Select if the work to be performed requires interim life safety procedures and techniques be put in place.
    Interim Infection Control
    Select if the work to be performed requires interim infection control procedures be put in place.
    Preconstruction Risk Assessment (PCRA)
    Select if the work to be performed relates to a preconstruction risk assessment plan.
    Plan for Improvement (PFI)
    Select if the work to be performed relates to a plan for improvement.
    Statement of Conditions
    Select if the equipment on which the work to be performed relates to the Statement of Conditions as required by The Joint Commission.
    Building Maintenance Program (BMP)
    Select if the work to be performed is on a piece of equipment inventoried in the building maintenance program.
    Personal Protective Equipment (PPE)
    Select if the work to be performed requires personal protective equipment.
    Lockout/Tagout
    Select if the work to be performed is on a piece of equipment which must comply with OSHA regulations on lockout/tagout.
    Hot Work/Burn Permit
    Select if the work to be performed requires a hot work/burn permit.
    Confined Space
    Select if the work to be performed is on a piece of equipment located in an area defined as a confined space as per OSHA regulations.
    Patient Safety
    Select if the work to be performed interferes with patient safety and requires patient safety measures.
    Recall Notice
    Select if the work to be performed requires a recall notice or is on a piece of equipment with a recall notice.
    SMDA
    Select if the work to be performed is on a piece of equipment covered by the Safe Medical Devices Act of 1990.
    HIPAA Confidentiality
    Select if the work to be performed is on a piece of equipment containing confidential patient health information.
  10. Click Save Record.
    Note:  To create a standard work order from any general work order for easy duplication, right-click on any existing work order, and then click Create Standard WO. Enter New Standard WO, and then enter a description for the new standard work order. Enter Organization, and then click Submit.

    To view the progress of a work order, right-click on the form, and then choose Event Log.

    To create a warranty claim for the work order, right-click, and then select Create Warranty Claim.