PURPOSE: The purpose of this procedure is to define the method used in the EBME Department in handling, storing packaging, preserving and delivering stores and equipment.

SCOPE: This procedure shall apply to all EBME stores and equipment held in the stores area. This procedure also covers the equipment held in the EBME equipment library.


Measuring equipment: All equipment used for measurement, e.g. multimeters.
Monitoring equipment: Equipment other than test equipment used to monitor the efficiency and parameters of medical equipment under the control of the EBME Department


It is the responsibility of the EBME Manager to ensure that a list of all equipment used is maintained in the Department in a professional manner and to ensure that the stores are controlled and handled efficiently.


Store Procedures ChecklistA range of test and monitoring instruments plus, electrical and mechanical equipment is held in the stores area controlled by the EBME Manager.  The control and calibration of test equipment and monitoring and measuring equipment and associated instruments held within the stores area is covered in the workshop processes procedure.

Equipment which is out of calibration must not be removed from the stores without the permission of the EBME Manager who will issue it on concession (Equipment which is considered to be out of calibration will be segregated and held in a quarantine area.)

Manuals relating to instruments are held by the EBME Manager but as updating is considered to be outside the control of the department, they are uncontrolled documents. New instruments and equipment will be checked and tested for serviceability under arrangements made by the EBME Manager as part of the acceptance test criteria.


To prevent damage when handling sensitive equipment while under repair protective clothing and gloves will be worn and anti-static precautions taken, where appropriate. The anti static equipment will be periodically checked to ensure that the parameters under which they operate are realistic.


Labelled shelves within the Workshop indicate items Awaiting Repair, Awaiting Spares, Goods Inwards, Goods Outwards, Goods awaiting disposal, Goods awaiting further authority and Quarantine.  The location of equipment on specific shelves, as well as the Job Status Label clearly identifies their current status. All goods and equipment into the department will be held in the "Goods in" area until the necessary documentation has been completed. Stores delivered to the department as part of the Purchasing Procedure will be held in the "Goods in" area until entered onto the database. They will then be put into the appropriate stores area. If they have been specifically ordered for a repair, they will not be passed to the Technician responsible for the work until the equipment is ready to be worked on.


Care is taken to ensure that stock items are stored in a way which will prevent deterioration or damage.  There is a designated stock area within the workshop with purpose-built and labelled bins for each stock item.  It is the responsibility of the clerical assistant to unpack and store stock items.  Any non-conformances will be handled as described in the procedure 'Control of Errors, Customer Complaints and Corrective Actions'. The turnover is fast and stores are unlikely to deteriorate.  However new items are, wherever possible, placed at the back of the bin and a 'first in - first out' convention is followed wherever possible.


When a technician is unable to complete a repair or calibration due to lack of spares or other commitments, the equipment will be segregated from other equipment and clearly labelled. Special areas have been set aside for this category either in the labelled stores areas or above the benches.


Consumables are the responsibility of the clerical assistant and are held in a separate part of the store. Care is taken with any perishable stocks or stocks with a use by date to ensure that they are rotated effectively.


All purchases will be made following the procedure 'Purchasing'. Only approved suppliers will be used to purchase spare parts and stock items.  Only manufacturer's recommended parts will be used in the repair and maintenance of EBME Equipment unless the EBME Manager designates otherwise. It is the responsibility of all EBME staff to inform the clerical assistant when supplies of any stock item is getting low based on experience.


Every care will be taken to ensure that equipment to be sent to manufacturers for repair or calibration is packed to prevent damage or mishandling. Goods will only be sent through approved suppliers and delivery notes will form part of any consignment.


Equipment will not be released to or returned to the customer until all functional and safety checks have been carried out as described in the procedure 'EBME Processes' unless a concession form has been completed and signed by the customer.
Items returned from repair by manufacturers or any other equipment which requires them, safety tests will be carried out prior to return to the customer.  Results of safety tests will be recorded.
EBME Technicians are  responsible for ensuring that all customers' equipment, instruments and devices are returned to the customer in a satisfactory condition using the amenities available to the department. Similarly, every care will be taken when returning equipment to customers (wards and hospitals). This includes the care taken when dispatching and returning equipment to and from the library.


Care is to be taken when handling all customers' equipment.  While within the department, all customers equipment will be stored so as to prevent deterioration or damage. The department will take responsibility for any damage to customers equipment while in the care of EBME.


Goods which fall into this category are normally those for which economical repair may not be viable. When costed by the department, the EBME Manager may be required to hold equipment in the stores area until a decision has been made by higher authority to either repair at the cost or dispose of the equipment through the normal disposal channels. Equipment in this category will be labelled and segregated.


A list of equipment likely to require decontamination, and the process involved, is contained in the Trust Decontamination Policy.  Before this type of equipment is worked on, either within the workshop or on site, a decontamination certificate must be issued by the user to certify that the equipment has been decontaminated.  If no decontamination certificate is provided by the user, the technician will not commence work on the item. Caution is to be taken when handling such equipment, including wearing of appropriate protective clothing.
If an item is found to be contaminated during the repair process it will be placed in a yellow clinical waste bag and returned to the user.  Any workshop area which has been affected by contamination will be decontaminated following the relevant sections of the Trust Decontamination Policy.


Trust disposal instructions will be adhered to when disposing of equipment which is either badly damaged or considered to be beyond economical repair.


A quarantine area has been set aside within the workshop environment for any non conforming products. All products in the quarantine area will be appropriately labelled. Goods and equipment will not be removed from the quarantine area for use unless the recipient signs a concession certificate of acceptance.




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