Nursing Administrators

Equipment inventory. A binder is as good as the last inspection.  Maintaining an equipment inventory on-line is the most comprehensive method of keeping an accurate up-to-date inventory for immediate retrieval.  Equipmentfiles.com allows users to import and update their inventory to view documentation linked to the equipment from a national database to list inspection procedures, safety alerts, risk factors and even user recommendations.  The equipment inventory can be viewed and printed to virtually any format.

Policy and Procedures.  A key area of focus for auditors is medical facility management and its operating policies and procedures.  Where is that piece of equipment? How many hours has it been used? Who is using it, and who is maintaining it? Has it been calibrated?  How are equipment alerts processed?  Or if it’s software, is the program up to date? Are all the patches and updates installed?

And the most important question: Can you prove it? Accreditation agencies want to know.  The degree of compliance directly affects the Medicare rates an organization can negotiate.

Equipment information. Whether one facility or several affiliated sites, you can have access to all under one system.  Do you transfer equipment to other offices. Create a transit ticket or loaner work order.  Know where your equipment is at all times.  Track their locations, see warranty information. Attach images, set up instructions and manuals.  Save time by recording a brief video for new employees for equipment handling.

The FDA routinely issue equipment alerts.  The user needs be aware of any hazardous conditions as quickly as possible.

Several overlaying factors promote quality patient care.  Staff skills and properly functioning equipment are two of the key in a positive surgical outcome.  Staff must feel confident that equipment works properly.  The FDA issue equipment failure alerts on a regular basis.  Equipmentfiles.com automatically checks your inventory against any received FDA Hazard or Recall alerts.  When a match is found the charge nurse and service technician receives an emergency alert text an immediate email indicating the parameters of the Alert.

Environment of Care, Medical Equipment Policy and Procedures denote the medical equipment users must have a procedure for addressing any reported hazardous condition as released by the FDA and equipment manufacturers.  Equipmentfile.com communication log records all notices and actions which can be recalled by staff and addressed as time permits.  No need to wade through records your self to verify if a particular item is involved in the recall. Years of Alerts linked to equipment are always at your fingertips with automatic notices to you.

Staff in-service education and refresher courses will be available to maintain and prove personnel competency.  Use the library or create your own. Use it for your own staff or open it up to other users.  Typically instructional video are provide for the most common equipment and will grow as members add to it.  Facilities can create equipment evaluation checklist and test protocols for their technician’s to verify staff familiarity with setting up and operating the  equipment.  Equipment Specialist and nurse educators are encouraged to contribute to enhance the overall knowledge base.

Do you routinely schedule a group of equipment for room or specific cases.   The case assignment feature allows facilities to identify a group of equipment group as a system.  Then the equipment group can be assigned to any location, time, physician, or patient for daily OR setup with a click of the mouse or by your smart phone app. The benefit being able to email or text the equipment list to scheduling, or central for set up, and even to billing.  This will reduce double scheduling of equipment as once scheduled for a certain time, the unit is not able to be reassigned until released.

Typically service personnel operate in the background.  During off hours, sight unseen.  However, their function is integral to any facility maintaining a safe patient environment. Equipmentfiles.com allows unobtrusive oversight as to how your equipment is maintained, by whom and the cost.  Review reminders when inspections are due, what parts require replacement, when it is completed.  Maintain control over your equipment.  Have service technicians use equipmentfiles.com, don’t become hostage to losing their software program when the contract expires.  View reports, transfer equipment from affiliate facilities, document where the equipment is, maintain control of your equipment.

View service agreement, EoC policy and procedures, automatic service reminders
Equipmentfiles.com allows user and service technicians to upload and attach any file to any device. Review the service agreement terms, attachment payment schedules, verify what and what is not allowed within the terms of the agreement.

Equipmentfiles.com is more than just an equipment software program.  All environment of care manuals can be uploaded and scheduled task sheets can be created as work orders to assist compliance with the facility policy and procedures.

Equipmentfiles.com has an internal Policy and Procedure for each aspect of environment of care.  The facility is free to use and modify the templates.  Security, hazardous materials and waste, Safety, Medical systems, Utility systems, Emergency preparedness, and Life safety; all have installed template polices with survey checklists.  A work order is generated and reminders are sent to the designated person for completion.  Facilities can create and schedule their own survey checklists.

Cost verses benefit.  Charge nurses often need to evaluate does the benefit outweigh the costs?  Work orders can be viewed individually for content or summarized as a cost center.  End of year review and budget analysis for equipment maintenance can easily be accessed for any range of report parameters.  Review and compare bids from several subscribing service companies.

Are service personnel trained and competent?  Service Technician qualifications, job descriptions, insurance, education and refresher courses are available to prove competency to inspectors and piece of mind for the staff.  Use equipmentfiles.com library for in-services or create your own. Use your created in-service for your own staff or open it up to other users.  Typically instructional video are provide for the most common equipment and will grow as members add to it.  Facilities can create equipment evaluation checklist and test protocols for their technician’s to verify staff familiarity with setting up and operating the  equipment.

Accreditation agencies (and CMS) will ask, “can you prove it?”  One aspect of equipment servicing popping up recently is, “is the test equipment calibrated?”  Equipmentfiles .com allows the service technician test equipment certificates to uploaded to the database and attached to each piece of equipment it was used on.  Calibration date, expiration dates, whom calibrated the test device, all can be recalled from the service files.

Your data belongs to you and will never be sold or given to 3rd parties.  We respect the privacy of your data.  Your records will never be held hostage.  You are free to export your data using our built-in export features.  If there is ever an issue on non-payment or misuse of the site, your records are your records and you will always have access to them. To protect our business model and copyright certain program features will be disabled until there is resolution to our misunderstanding.