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Hi All

We have a Central Equipment Library which has nobody really overseeing the operations who has any medical device training,

The staff we have are great, but no experience in medical devices backgrounds of delivering food trollies .
We have issues of loan equipment coming in and going to the wards without any electrical safety testing being performed.
We also have a patient equipment department who loan equipment out to the general public.
i.e. Patient Equipment / Aids such as Crutches, Zimmer Frames, Commodes etc. ?

There is also no data base for them to utilise ( There is but management do not understand the benefits so do not give them access to the system )
Both departments are working on scraps of paper all over the place and spreadsheets all in different locations. but also do not have very good knowledge of Microsoft office suite.

At times we have no idea where devices are located so spending considerable time performing audits to locate equipment that has been taken out the Central Equipment Library after hours or through the day when the department is unattended people come in and help themselves

As you can imagine watching these processes are very fustigating and seeing how our small team of biomeds (3) in a 750 bed hospital could utilise their time more effective to assist us as well as educating the staff on asset management and other software packages.

Just a few questions in regards to your Patient Equipment / Aids such as Crutches, Zimmer Frames, Commodes etc. ?

1. Is maintenance performed on a regular basis?

2. Is there anybody trained to perform inspections, maintenance and repairs?

3. Do you have a Central Equipment Library for Medical Devices ?

4 Who do both these departments report through to ?

Sorry if this reads like Granny sucking eggs and all that ... but:-

Your post contains lists a whole list of "things that require improvement"!

First of all (and rather obviously) you need more manpower. If an increase in the number of techs is not on the cards, then you need to prioritize your work (the work of your team). It's nice to be able to PM 100% of your kit (equipment dependency), but in the Real World some (often many) of the "lower risk" items get passed over year after year (usually without ill effect - or indeed, anyone noticing).

Some items need only be repaired (or even, discarded) when they fail. Many of the items you list come into this category (mobility aids et al ... and [some may argue] nebulizer compressors and other "community" equipment).

Regarding the organization of your Loan Store ... well, there have been many threads on here about this over the years.

But (picking out bits from your post), it needs to be staffed by competent folk, and someone needs to be there in charge whenever the store is open for business.

Yes; ideally there should be a database system - but MS Excel will probably do - or a simple log book (logging in and out) if nothing else.

The Loan Store staff need to be able to check kit being returned for damage and report faults where necessary. Faulty kit should be set aside and not re-issued; there should be absolutely no excuse for duff kit leaving (being issued out from) the Store.

Issuing and Receiving store items is hardly Rocket Science. Such work (sometimes involving really expensive and/or "sensitive" gear) was handled without two many problems by the "lowest of the low" back in my army days ... as long as someone more senior carried out stock checks from time to time.

To be honest, it reads like your management needs to get a grip, and either increase your manpower or train up your Load Store staff so they may carry out their tasks efficiently (probably both).

I would suggest that all these points come under Policy. That is:- Management Policy and/or Directives. Surely your Hospital (and, indeed, your Biomed Department) have these ... you know "Quality Systems", Job Descriptions (ie:- for the Loan Store staff), annual review of policy documents, and all that Good Stuff?

To answer the questions you pose regarding what we might call "minor items" of medical equipment and (presumably) equipment (some of which may not be "minor") issued to patients in the Community:-

1) Is maintenance performed on a regular basis? Ideally yes; but in practice probably not. Community nurses et al and staff issuing and receiving items need to be encouraged (have an obligation) to report faults to whomever is responsible for repairs (condemnation or what-have-you). Community nurses should be able to "swap out" equipment and bring it in for servicing (PM) when such work is due. I have seen some Loan Stores with a Biomed Tech permanently assigned (and working within the store); in such cases the Tech may actually run the service.

2) Is there anybody trained to perform inspections, maintenance and repairs? Yes; of course. Loan Store staff should be able to carry out a quick "once over" (checking for damage ... and, indeed, completeness) as items are returned to the store. See 1) above regarding the "in-store" biomed.

3) Do you have a Central Equipment Library for Medical Devices? Yes; almost all hospitals have these now.

4) Who do both these departments report through to? Management, hopefully (unless they are Laws Unto Themselves - as some may think they are). I should imagine that the Chief of Biomed (other job titles may be available) may keep an eye on them. Some may come under Property Control. Either way (and as alluded to in the previous post), like all Stores they need to be checked by someone higher up the Food Chain from time to time (that is:- physically check the items within the store, confirm the locations of items loaned out, examine records made since the last visit ... and pursue any and all descrepencies).