The Maintenance Record System: why is this important

?
 In order to manage your equipment effectively, you need information about it.
It is very difficult to manage an unknown.
 You need to have records of what things were like in the past, so that it is
possible to see if things are getting better and learn from past actions.
 Keeping maintenance records provides the HTM Team with valuable
information and proof that they can use to ask for help and get more
resources
A Maintenance Record system needs to be established for every Medical Equipment Team
(whether based at a workshop or not).
The development of such a system will be an ongoing process and will occur in stages over time.

next to record files, there are planning files, check sheets, reports, maintenance instructions, ….

dr. Chris R. Mol, BME, NORTEC, 2015 Maintaining record systems

The Maintenance Record System: what tasks ?
• Fault reporting and monitoring completion
• Weekly work planning
• Staff work records / team progress
• Registering the allocation and condition of tools
• Keeping track of the use of spare parts and maintenance materials
• Annual action planning
• Planning the development of the equipment stock
• Feedback and reporting to management (compile statistics on performance)
• Costing the work undertaken
• To authorize payments for contractors who have completed their work
• To calculate costs which can be charged to clients

dr. Chris R. Mol, BME, NORTEC, 2015 Maintaining record systems

Overview of record files maintained by HTM (BioMed)
Manager
1. Inventories of equipment and tools (furniture, buildings)
2. Service history files
3. Job pending files and Job completed files, filled with Job Request forms
the above is discussed in this lecture. Further record files include:

4. Preventive Maintenance and User Training records

5. Contractors Record file to record which contractor undertook which job and
their performance
6. Statistics forms to keep statistical records for analysis and compiling written
reports for management

dr. Chris R. Mol, BME, NORTEC, 2015 Maintaining record systems

Further info on Equipment is in the Service History File
• address of the manufacturer and local agents
• address of the supplier and local representative
• technical ratings
• date when the warranty expires
• price paid
• any external funding agency involved
• stocks of consumables, accessories and spare parts received
• results of inspection tests undertaken on commissioning
• frequency of planned preventive maintenance required
• details of any maintenance contract and maintenance contractor
• maintenance history
The Service History file is a folder per equipment
item which is kept in the workshop

dr. Chris R. Mol, BME, NORTEC, 2015 Maintaining record systems

Service History File
Maintainers should always refer to the relevant service history file when carrying
out their work, because it will offer help by providing information on the machine
about:
 recurring problems
 past actions taken
 user difficulties
 when PPM was undertaken
 test results
 contact details for the manufacturer, supplier, and local representative.

The Service History file is set up during

commissioning of new equipment

dr. Chris R. Mol, BME, NORTEC, 2015 Maintaining record systems

Job Request form 3 copies: nr. 1 - in the user department

a file is kept at the user department

on outstanding and completed
equipment repair work

Job Request copy nr. 1

is kept by the User

dr. Chris R. Mol, BME, NORTEC, 2015 Maintaining record systems

Work Request form 3 copies: nr. 2 - at the HTM team

a file is kept at the workshop

on outstanding and completed
equipment repair work

Work Request copy nr. 2

is kept by the ME team

dr. Chris R. Mol, BME, NORTEC, 2015 Maintaining record systems

 user
department

Maintaining
records: overview
ME team

see “conducting inventory” section

dr. Chris R. Mol, BME, NORTEC, 2015

service history file
Maintaining record systems
Writing reports: data analysis by calculations
• Use of Internal resources, for example: labour time of the in-house
team compared to total maintenance costs
• Breakdown of total maintenance costs in various categories
• …..

General data analysis gives More specific analysis is made when you want to
general insight in the substantiate an insight or make a specific point to
situation management

dr. Chris R. Mol, BME, NORTEC, 2015 Maintaining record systems

Writing reports on management of medical equipment
Data analysis is the basis for writing management reports
A report on general management of medical equipment could contain
• how much of the equipment is in working order
• in what departments are the biggest problems
• what equipment causes the biggest problems
• situation on user training given and received
A request for Maintenance budget could contain
• how many items of broken equipment are currently due to shortage in personnel
• how many items of broken equipment are currently due to lack of spare parts,
A report on Equipment replacement could contain:
• how many items of equipment have reached end of life (and are causing high maintenance costs
• what items are on the standard equipment list for this type of hospital versus what is available….

dr. Chris R. Mol, BME, NORTEC, 2015 Maintaining record systems

Updating the inventory and service history files
An inventory is an active record, it must be kept up-to-date if it is to be of any use. Out of date Data is
of little use for planning purposes

Update inventory data when:

• When new equipment purchases and donations arrive: when the equipment is commissioned
and the ‘Acceptance Test Logsheet’ is completed
• Whenever equipment is serviced or repaired throughout its life
• Whenever equipment is taken out of service
• Every year there should be a formal annual updating process

The Me Teams should use the many opportunities during their work throughout the year to regularly
gather data for updating the Equipment Inventory

Without a good maintenance record system, there can be no professional HTM service
….
dr. Chris R. Mol, BME, NORTEC, 2015 Conducting inventory
 END
The creation of this presentation was supported by a grant from THET:
see https://www.thet.org/