Inventory Management

|
May 11, 2014 1
|
Introduction to medical
equipment inventory
management

Presented By

[Presenter Name]

[Presenter Title]
Date
Inventory Management
|
May 11, 2014 2
|
Introduction
Topic placement
Definition & importance of inventory
Purpose of inventory management document
Key Elements
Types of inventories
Items included in an inventory
Data included in an inventory
Inventory Management
Inventory as a tool
Challenges, resources & working group session
Inventory Management
|
May 11, 2014 3
|
Topic Placement
Equipment inventory is part of the management cycle of
medical equipment
Inventory starts after procurement or receipt of donations
and is the main input to a medical equipment management
program
Inventory is a primary component of a Computerized
Maintenance Management System (CMMS) and assists to
organize the maintenance of equipment
Inventory Management
|
May 11, 2014 4
|
Definition
An inventory is a detailed itemized list of assets held by an
organization or institution
Must be continually maintained and updated to reflect the current
status of each asset
Depending on the nature of the organization and its assets,
different details are tracked and updated as changes occur
Medical equipment inventory is a list of the technology on
hand, including details of the type and quantity of
equipment and the current operating status
Accessories, consumables and spare parts inventories are
directly correlated with the main medical equipment inventory
Inventory Management
|
May 11, 2014 5
|
Importance
Equipment inventory is an essential part of an effective
health-care technology management (HTM) system and
may be used to:
Develop budgets for capital purchases, maintenance and
running costs
Build and support an effective clinical engineering department
Support a medical equipment management programme
Plan the stock of spare parts and consumables
Support equipment needs assessment
Record equipment purchase, receipt, retirement and discard
Support facility risk analysis and mitigation, and emergency and
disaster planning

Inventory Management
|
May 11, 2014 6
|
Purpose of document
To provide an overview of medical equipment inventory for
people working within the health-care field and who wish to
understand the topic in greater detail
To present the different types of inventory and the data
included in these inventories
To illustrate the role of an accurate, detailed inventory in
HTM and the importance in ensuring the inventory
provides useful information to support informed decision-
making throughout the HTM cycle
Inventory Management
|
May 11, 2014 7
|
Key elements
Types of inventories
National, regional, facility
Medical equipment, consumables, spare parts, workshop tools &
test equipment
Items included in an inventory
Some facilities may include every piece of equipment
Facilities may establish inclusion criteria
Risk assessment (equipment function, physical risk, maintenance
requirements, incident history)
Mission criticality & utilization rates
Facility needs & usage rates
Inventory Management
|
May 11, 2014 8
|
Data included in an inventory:
Inventory identification number
Type of equipment/item
Brief description of item
Manufacturer
Model/part number
Serial number
Physical location within facility

Condition/operating status
Power requirements
Operation/service requirements
Date inventory updated
Maintenance service provider
Purchase supplier
Other info as needed
Key elements
Inventory Management
|
May 11, 2014 9
|
Key elements
An inventory is effective only when it is comprehensive and
accurate
Inventory is updated whenever there is any change or
addition of information and during annual audits and
reviews
Three stages of inventory management:
Initial data collection
Information update (due to any change in information)
Annual audit/review
Inventory Management
|
May 11, 2014 10
|
Key elements
Inventory may be paper- or computer-based
Keeping a paper-based record back-up is good practice
Once the inventory has been established, it can be a very
helpful tool within the clinical engineering department and
the health-care facility as a whole
Inventory can be used as a tool in:
Forecasting and developing budgets
Planning and equipping a technical workshop
Determining required staffing
Identifying training needs
Inventory Management
|
May 11, 2014 11
|
Key elements
Inventory can be used as a tool in (contd):
Managing service contracts
Running an effective medical equipment management
programme
Planning for spare parts and consumables orders
Performing needs assessment
Developing replacement and disposal policies and goals
Developing purchasing and donations goals
Performing risk analysis, management and mitigation
Planning for disasters and emergencies
Making a case for equipment standardization

Inventory Management
|
May 11, 2014 12
|
Challenges
Change of mindset
Any change will always be met with resistance
Collecting and updating data, assigning numbers, organizing
paperwork and/or information may be seen as extra work
Workers might be unclear on the purpose or benefit of the work
Staff leading inventory data collection should encourage workers
and explain benefits for collecting and maintaining inventory data
Lack of manpower or time for initial data collection
Dedicate one person or a certain amount of time each week to
inventory data collection

Inventory Management
|
May 11, 2014 13
|
Challenges
Lack of budget
Inventory may involve extra costs for supplies, such as paper,
inventory stickers/labels, computers, files
Evaluate bare minimum vs nice-to-have
Ex: printing inventory ID# with market vs. inventory stickers/labels
Ex: paper-based vs. computer-based inventory system
In dire need, responsible department should evaluate current
budgets and attempt to re-allocate funds or request
Inventory Management
|
May 11, 2014 14
|
Challenges
Determining the inventory identification number system
Sequential numbering: 1, 2, 3...
Simplest method
Does not give any information about the machine
Coded numbering: identifies unique features of the equipment
Tells information about the machine
May be complicated; department must agree on and understand codes
Barcodes: barcode stickers label each piece of equipment
Can easily access detailed information about the equipment remotely
Requires barcode stickers, barcode reader and appropriate software

Inventory Management
|
May 11, 2014 15
|
Challenges
Handling/discarding unused or obsolete equipment
discovered during inventory
When performing initial inventory, equipment that is unused,
obsolete or beyond repair may be discovered
The facility can use this inventory data collection process to
clean house and remove all such devices
The disposal process may be complicated and lengthy, but
facilities should attempt to push through the process to eliminate
hazards and unnecessary clutter
Donating equipment to local biomedical technician programmes
is an excellent way to discard of equipment while supporting
healthcare technology programme development
Inventory Management
|
May 11, 2014 16
|
Challenges
Maintaining/updating inventory
Inventory data collection is fairly easy and straightforward and is
probably the simplest step in developing an effective medical
equipment management program
Records must be updated every time there is a change
A clear process on when and how to update records will simplify
the workflow


Inventory Management
|
May 11, 2014 17
|
Resources available
How to Manage Series for Healthcare Technology, Ziken
International (Health Partners International), 2005
Clinical Engineering Handbook, J. Dyro, Elsevier
Academic Press, 2004
Recommended practice for a medical equipment
management program. American National Standard
ANSI/AAMI EQ56
Inventory Management
|
May 11, 2014 18
|
Working group session
List examples of types of equipment that could/should be
included/excluded in an inventory. Why?
A list of data included in an inventory was presented
Why are each of these items important?
What other data could be included in an inventory and why?
For your setting, discuss:
Pros and cons of paper- and computer-based inventory systems
Which inventory numbering system might be most appropriate?
How might an inventory be used as a tool?
Personal experiences with medical equipment inventory End

Inventory Management
|
May 11, 2014 19
|
WHO Medical Device technical Series
Training module of :
Introduction to medical
equipment inventory
management
Developed by Tania O'Connor
April 2011
Global Initiative on Health
Technologies, WHO
Supported by the Bill & Melinda
Gates Foundation

Inventory Management
|
May 11, 2014 20
|
Thanks!
Contacts:
http://www.who.int/medical_devices/en/
mailto:medicaldevices@who.int
Phone: + 41 22 791 1239
Fax: +41 22 791 48 36
Skype: WHOHQGVA1 (then dial 11239)
Other: (presenters name and email)
Objective: to ensure improved access,
quality and use of medical devices.