RENOVO SOLUTIONS has redefined the traditional medical equipment management plan by incorporating the best practices from the manufacturing and IT industries within a new management framework. We refer to our approach as Integrated Systems Management. ISM is a new support model that incorporates processes that improve performance, lower lifecycle costs and reduce risks. These processes include best practices from Asset, Risk, Systems and Project Management.
Revolutionizing Service Delivery
In the contest of clinical engineering, systems management refers to the management of medical devices (networked and standalone) and software applications interfacing to medical devices, that create, store or transmit electronic Protected Health Information (ePHI). Integrated Systems Management combines system engineering principles and the Information Technology Infrastructure Library (ITIL) to provide framework to effectively manage any integrated device or system-of-systems.
Configuration Management aims to keep reliable records of the details of components and services provided by the organization, and to provide accurate information and documentation to support the other service management processes.
The objective of incident management is to return to the normal service level as soon as possible, with the smallest possible impact on the business activity. Incident management is typically a reactive task, as it pertains to reducing or eliminating the effects of actual disturbances in services. This ensures that users can get back to work and patients remain safe.
Problem Management aims to resolve the root causes of incidents, minimize their adverse impact and prevent recurrence of incidents related to these errors.
Change Management ensures that standardized methods and procedures are used for efficient handling of all changes to controlled IT infrastructure, in order to minimize the number and impact of any related incidents upon service.
Security Management provides a well-structured risk management methodology to help identify appropriate controls for providing mission-essential security capabilities, while staying within a tight budget.
As the first process in the risk management methodology and the first step in security management implementation of the ISM program, risk assessment provides an independent review of the Medical Device Data Systems.
Risk Mitigation is the implementation of safeguards and countermeasures to eliminate vulnerabilities or block threats found in the evaluation phases of the security management process. The risk mitigation process will identify and implement appropriate controls for reducing or eliminating specific risks or vulnerabilities that were found during the risk assessment or system audits.
Controlling risk starts with managing the source of the risk. Risks typically fall into three categories: people, equipment and environment. This translates into a triad of administrative, technical and physical safeguards or controls.
The first stage, and most important step of project management focuses on defining the overall project goal. Projects are initiated for a specific purpose, and that purpose must be understood before any decisions are made. This includes developing a scope statement that outlines project justification, major deliverables and project objectives.
This stage of project management is transforming the plan to an operational state.
This is an ongoing stage of project management to ensure all identified project deliverables have been completed satisfactorily.
Project Documentation ensures that potential changes to the project’s deliverables or the project’s work sequence are recorded, evaluated, authorized and managed.
Asset Management is an accounting process for monitoring assets with a purchase price that exceeds a defined limit, and the related record keeping of purchase price, depreciation, business unit and location. For clinical engineering, this translates to managing the medical devices and systems within an organization from the acquisition to disposal stages, and extends the maintenance support of those devices.
Planning & Acquisition
For a medical equipment management program to be effective, clinical engineering must be engaged at the equipment planning phase. Equipment planning can range from a department manager purchasing a single device, to a selection committee deciding on an enterprise-wide medication delivery system. Regardless of the size, it is important to follow the planning and acquisition process in order to ensure the hospital’s budgetary, operational and strategic goals are considered before the purchase is made.
To meet asset management objectives, it is imperative to keep an accurate inventory and proper documentation of all work performed on each asset. This information typically is stored in a database known as a Computerized Maintenance Management System (CMMS).
Service events are a way to capture information regarding work performed and resources used in response to a scheduled or unscheduled maintenance event, a change task, a problem task, a risks mitigation activity or any other task that requires documentation. The purpose of the typical service event process is to return the device or system operation to normal level as soon as possible, with smallest possible impact.
Availability & Utilization
Comparing existing assets to the organization’s strategic and operational activities helps ensure that only the assets that satisfy current and future needs are retained. This process also helps determine if underutilized or idle assets will become mission critical to the organization in the future.
Safety Monitoring ensures the collection and aggregation of essential data used to monitor program effectiveness, educational needs, failures in systems or process and program cost efficiency.
Financial Management assists an organization with cost-effective resource management. This is accomplished by budgeting (predicting cost and controlling expenditures) and accounting (how the organization spends its money).
Disposal Management: While disposal management may sound simple, many considerations must be made when planning the removal of hospital equipment.