EBME Forums Forums Management Equipment Libraries Equipment Libraries, Out Of Hour Management.

Ian,
There was some discussion on this forum recently about trackers but they are not cheap. There were some pros, cons and companies mentioned if you want to follow these up.
Long bits of elastic work just as effectively and you do not have to leave your seat to retrieve the equipment.
Robert

Someone sent me an example policy for a library a long time ago (in a galaxy far, far away) which had a sample "equipment request form" as an appendix. The interesting point was that the requesting ward had to enter the patient's name and number on the form, so if the equipment moved with the patient you could find it again.

It's using the patient tracking system to follow the equipment. Clever, eh ?

Ian, you need a dedicated librarian, Man! (ie, someone who marches around the hospital and keeps on top of things). Many other hospitals have been able to successfully implement a decent equipment library, so there’s no excuse for you guys not doing the same! You don’t need high-tech solutions here, just a pair of willing hands. After all, it’s all part of “equipment management”, Old Chap.

Roy,
Maybe I sent you that form. We log out to the patient for cross infection and tracking reasons. I probably 'acquired' the idea from someone else.
There is an example library procedure on the downloads pages:
https://www.ebme.co.uk/dls/pafiledb.php?action=file&id=9

Ian,

Without trying to do too much self promoting I’d like to explain how our E-MAT application addresses the points that have been raised.

Asset Tracking
As previously posted “We have an asset tracking module, which may be run from within E-MAT or rolled out to wards/departments as a stand alone module.
This module allows the tracking of equipment as it is moved between wards/departments out of hours or in situations where historically the EBME department was not notified of this movement.
This enhanced data quality will improve the efficiency of PPM/PAT management, reducing wasted technician time searching for equipment that has been transferred to a different department.
There are also CNST implications. Due to assets being tracked and PPM’s being completed in a timely manner, if there were to be a clinical incident then the asset in question will have had its relevant PPM/PAT.”

The above puts the responsibility on nursing staff to complete these details which may raise other issues.
Rojo mentioned RFID which removes the onus from nursing staff capturing these details and our requirement would be to take a feed from the RFID software to update the equipment location on our E-MAT database.

PAS Interface
Patient details may be captured including unit number, surname and forename and we are able to provide an interface to PAS systems to search by patient or select a current In Patient. PMI’s normally provide ‘Find Current In Patient’ functionality which would allow a user to track the patient and therefore any attached equipment.

Patient Retrieval
Whether an interface exists to PAS or not, we provide the ability to identify equipment usage by patient for a period and then drill down and review subsequent loans of that equipment, which could potentially be very useful if you have a CJD incident.

Ian, I hope that the above gives you a slant on how we manage the above scenarios.

Best of luck
Martin

Read this if you need a cure for insomnia!!!

I dont understand what the problem seems to be. We employ three full time Equipment Library Technicians (1 X Team Leader), with myself covering for sickness/holidays, who are run by the Medical Engineering Department. Our library runs 7 days a week, from 8 till 6 mon-fri (2/3 staff), 8 till 12 (1 member of staff only) sat-sun. We go a walk around the wards every morning and again after dinner and have designated areas where the equipment is left for collection by staff after cleaning. All equipment that leaves the library is put in a logbook. The logbook (which will contain Assett number, date, ward assigned etc) is then signed by a member of staff from that particular area/ward. The details of assignment and date are then put onto a computer excel sheet. Each time we collect a piece of equipment it MUST have a decontamination form with the assett number written on. We then remove the date and ward from the computer and enter the date it returned to the library, thus we know whats in and whats out. Yes things get transffered from ward to ward but thats the nature of the beast im afraid.
To answer the question of out of hours we have an agreement with our security/portering department where the security unlock the library for the porters and fill in the logbook, and the porters then take the equipment to the ward/area. In our experience it seems to work pretty well. Im not an expert by any means but having worked in the library for a while i cant think of much else we can really do to improve our system.
Tracking devices --- Not in a foundation trust like ours im afraid!!!

Nick,

Our Equipment Library runs along similar lines to Alan M's. One Library Officer supported by a porter (a second will be appointed in September). Out of hours cover (5pm - 8am Monday to Friday, 5pm Friday - 8am Monday and Bank holidays) is provided by security. Wards ring and ask for a specific device (held in the library)and it is collected and delivered by security who have recieved training in equipment recognition. There is no collection of equipment from wards out of hours. Prior to handing over to security they are phoned & informed of the equipment currently in stock. The library operates on a T-Card system based on the items asset number. When an item is collected by security they take its T-Card and put it in the wall planner slot for the ward that requested it. There are no forms to complete, this speeds collection and delivery. We have not experienced any problems with this arrangement.

Things have changed in the last year in the asset tracking arena and it is definitely now an option to consider.

Firstly, recent technology advancements mean that is now possible to operate an asset tracking system across the hospital wireless LAN network, avoiding the need for expensive proprietary infrastrucuture. Secondly, mass production has reduced tag prices significantly.

Airetrak has the first solution of its kind in the UK which enables you to tag EBME assets using an 'active' RF tag over the wireless LAN network. Using an active tag means you can locate the asset in the hospital to 5m as it transmits a signal. You can also do instant counts of all assets and run reports on asset utilisation.

See www.airetrak.com for more info.

I`d like an equipment library, maybe Santa will bring me one for Christmas, with Sarah Kightly and Charlotte Church as my little elvess helpers, mmmm nice.
On a more serious note, North Tees at Stockton has a good set up. Long ago when I was keen and I thought our Trust was looking to set up an equipment library, I visited North Tees and wrote a report for this Trust based on their library, alas the idea seems to have faded.