issue 2a (04/12) - static systems specification.pdf · cardiac alarm/code blue to generate specific...

Issue 2a (04/12)

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Table of Contents Preface ............................................................................................. 3 Scope of Work..................................................................................... 3 Overview ........................................................................................... 4 Patient Hand Units ............................................................................... 7 Bedhead Panels ................................................................................... 7 Ancillary Units ..................................................................................... 8 Nurse Base Indicators ............................................................................ 9 PC Style Nurse Base Indicators ................................................................. 9 Logging Server................................................................................... 10 Master Display .................................................................................. 11 RTLS Server ...................................................................................... 11 Messaging Server ............................................................................... 11 Call Types ........................................................................................ 12 Samples .......................................................................................... 12 System Diagnostics ............................................................................. 13 Electrical Requirements ....................................................................... 13 Wiring Diagrams ................................................................................ 13 Installation ....................................................................................... 13 System Configuration & Commissioning .................................................... 14 System Modification and Upgrade ........................................................... 14 Maintenance .................................................................................... 14 Warranty ......................................................................................... 14 Quality and Compliance ....................................................................... 15

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1.0 Preface This specification provides the minimum operational requirements necessary to provide a fully operational IP nurse call system; with full IP connectivity to the system components. It draws on the guidance, policies and established best practice outlined in HTM 08-03: Bedhead Services and other relevant codes of practice.

2.0 Scope of Work

2.1 To supply, install and commission a nurse call system comprising bedhead units, ancillary call and indicating units, staff base indicators and control equipment.

2.2 All systems provided should utilise industry standard TCP/IP protocols to achieve a state-of- the-art system that allows for easy future expansion. Capacity should be allowed for future modifications or minor additions to be easily carried out without major reconfiguration works being required.

2.3 The equipment and the cabling infrastructure detailed in this specification shall be used to provide a complete data network that is both secure and robust.

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3.0 Overview

3.1 The nurse call system should not rely on centralised server control equipment to allow it to operate. Localised parts of the nurse call system should be able to function independently of each other. In the event of a fault, the fault should be isolated at the local switch and not affect the rest of the system.

3.2 The nurse call system should support but not be limited to:

3.2.1 IP at the Bed: Standard Nurse Call functionality such as patient-to-staff call, toilet call and

emergency/staff-to-staff call, along with features such as time call upgrade and bed transfer.

Cardiac Alarm/Code Blue to generate specific cardiac alarms with a different cause and effect to a standard emergency/staff-to-staff call; such as going directly to a permanently manned station or crash team.

Catering Call allowing the patient to raise a call directly to a kitchen or servery whereby the patient can request refreshment without using valuable nursing resources. Speech should often be provided with this feature.

Speech (utilising VoIP and SIP technology) allowing high quality multi-channel speech, including the ability to connect to other VoIP based telephony systems; either wired or wireless.

Staff Paging allowing nominated on-site personnel to be notified of calls and event generated by the nurse call system.

Environment Room Control allowing the patient to take charge of their local environment through management of room lighting, window blinds, etc.

Patient Entertainment (utilising infrared control) allowing any proprietary TV to be controlled from the nurse call patient hand unit without the need to use bespoke TV units.

3.2.2 Real-Time Location Systems (RTLS):

Staff Presence (utilising ultrasound technology) providing automatic acknowledgement of a staff member when they enter a room. The automatic presence event could either be un-named or include the staff member’s name. Whilst the staff member is detected as being present there should be an option to raise a second stage assistance call if the staff member needs help that doesn’t warrant a full emergency/staff-to-staff call.

Staff Attack Alarm (utilising ultrasound technology) providing a means of raising an alarm either manually using hardwired intruder alarm pushes, or automatically using ultrasound based technology to give pin point location details. The automatic attack alarm could either be un-named or named, and the system should track badges so that any active events constantly update to give accurate location details in real time.

Roaming Patient Call (utilising ultrasound technology) allowing a call to be raised by a patient whilst away from their bed using wireless badges. If the patient leaves the original call location, the system should track the badge and update location details in real time. It should be possible to reset the roaming patient call at either a staff base indicator or the nearest reset unit on the nurse call system.

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Hand Hygiene Monitoring (utilising ultrasound & radio frequency (RF) technology) allowing gel dispensers (and similar) to be monitored in order to track their use, provide running empty alerts, and remind staff when they do not use the dispenser before attending the patient bedside.

Fall Monitoring (utilising ultrasound technology) identifying the position in relation to the floor of a badge worn by the patient in order to alert staff to a patient who has fallen to the ground.

3.2.3 Systems Integration:

Patient Equipment Monitoring integrating warning alarms and the status of equipment into the nurse call system in order to display details on the nurse call staff indicator.

Bed Status allowing the nurse admitting the patient at ward level and the centrally based admissions team to share information on the status of individual beds (e.g. bed occupied, bed free).

Bed Exit allowing beds fitted with pressure sensors, or mattresses incorporating pressure pads to be connected into the nurse call system. As the patient moves out of the bed a staff alert is raised.

Fire Alarm Secondary Indication integrating fire alarm events from the site fire alarm system in order to display them on nurse call indicators.

Medical Gas Alarm Monitoring allowing the status of medical gasses to be displayed on nurse call staff indicators, including raising an alarm should the medical gasses go outside pre-set parameters.

Door Entry allowing the management of access to restricted areas. Calls raised at a door entrance open a video feed on the nurse call staff indicator, allowing evaluation and conversation to take place. If appropriate, the door lock could be released to allow entry.

3.2.4 Systems Support:

Messaging Server allowing users to subscribe to services (e.g. SMS, e-mail and Windows™ services) in order to deliver predefined events as they happen to remote devices. The e-mail and Windows™ services then provide a link, allowing the remote device to connect back into the nurse call system in order to perform diagnostic tasks.

Event Logging allowing all events generated by the nurse call system to be logged on a server. The server can then be accessed remotely, from anywhere at any time using a web browser to retrieve the logs and statistics. The server shall log 10.4 million events per 1 GB of hard disk space.

Remote Access allowing connections into the system from any location for the purpose of carrying out diagnostics and updating software.

Smartphone and Tablet Support allowing calls and events to be delivered to Smartphones and tablets along with the functionality to connect to the nurse call system to perform remote diagnostics and retrieve call and event logs.

3.3 The system should support the connection of up to 240 wards with each ward

accommodating up to 120 nodes (bedheads, indicators, etc.)

3.4 The system should utilise TCP/IP to connect all of the nurse call equipment together.

3.5 The equipment should be powered via Power-over-Ethernet (PoE) to IEE802.3af-2003 and IEE802.3at-2009 standards.

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3.6 The system should be structured wired for Ethernet to TIA/EIA-568-B specification with only one device being connected at the end of each cable/connection from the switch. Each cable should be individually certified.

3.7 The maximum distance of a cable run from the switch should be 100M (90M of infrastructure with 5M of patch allowed at each end).

3.8 Cables used with the system should be: • Cat5/Cat5e • Cat6/Cat6a • Cat7

3.9 The switches and routers should be powered off essential supplies which for added security could be UPS backed-up. The switches, routers and components of the system should support IPV4 protocol and the following services: • IP (Internet Protocol) • ICMP (Internet Control Message Protocol) • IGMP (Internet Group Management Protocol) • UDP (User Datagram Protocol) • TCP (Transmission Control Protocol) • DNS (Domain Names Resolver) • SNMP (Simple Network Management Protocol) • DHCP (Dynamic Host Configuration Protocol) • PPP (Point to Point Protocol) • ARP (Address Resolution Protocol) • TELNET

3.10 A minimum bandwidth of 1MB shall be provided to accommodate the data requirements of the nurse call. This should be provided by means of a dedicated IP LAN infrastructure or via a dedicated VLAN setup.

4.0 Over Door Lights / Directional Over Door Units

4.1 The system should utilise over door lights to provide a visual signal to staff that a call has been raised in that location. The over door lights should utilise LED technology to provide a minimum 50,000 hour lifetime.

4.2 The over door lights should also comprise a minimum of two LEDs per colour to ensure that the unit will continue to operate sufficiently in the event of a failure in one of the LEDs.

4.3 Over door lights should be available in the following colours to enable different call types to be easily identified: • Amber • Red • Green • Blue • White

4.4 The units should be able to illuminate two colours at once by using a segregated lens.

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4.5 All over door lights should be capable of being used as a directional over door unit when positioned outside double doors and strategic locations within the ward to provide “follow-the-light” operation.

5.0 Patient Hand Units

5.1 Patient hand units should be designed in accordance with the recommendations of HTM 08–03: Bedhead Services, and an accredited organisation such as the RNIB (Royal National Institute of Blind People) to ensure they can be used by people with a wide range of disabilities.

5.2 Hand units should incorporate, but not be limited to, the following features:

• Patient call push button • Patient call reassurance LED • Entertainment channel selection and volume control push buttons • Lighting control push buttons • Spare push buttons for hospital specific applications • LED torch • Waterproof to IP67 to allow wiping with a sterilizing wipe and/or immersing in a

disinfecting solution to eliminate the presence of bacteria and fungi • An antimicrobial incorporated into all surfaces during the manufacturing process to assist

in the control of infection in the nursing environment • Plug and associated socket designed to be easily withdrawn when subjected to excessive

force • Be lightweight and include an anti-slip device to ensure it cannot be dragged onto the floor

by the weight of the cable when placed on an over-bed table • A clip to allow the unit to be attached securely to bed linen or the patient’s clothing whilst

also allowing the unit to be pulled away without tearing the material if excessive force is applied

• Fit comfortably into the palm of the hand, with both left and right hand operation being possible. Push buttons should be easily operable by the thumb of the hand holding the unit

5.3 A fault monitoring system should be provided for each nurse call system so that in the event

of the hand unit plug being accidently removed, a call is initiated on the associated staff indicator.

6.0 Bedhead Panels

6.1 Nurse call equipment should be mounted on a bedhead panel. The equipment on the bedhead panel should be configured in line with project specific room datasheets, but should be capable of providing the following facilities: • Loudspeaker and microphone to facilitate full duplex speech • Grey reset push button with oval lens and reassurance LED • Hand unit socket incorporating an RJ12 connector • Pull on/ Push off red triangular switch for emergency activation • Pull on/ Push off blue triangular switch for cardiac/code blue activation • RTLS receiver module • Hand unit bracket • IR TV control transmit and receive lens for local TV control

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• RJ45 data connection points certified as a minimum for Cat5e

6.2 The bedhead may also be coupled with a coexisting mains panel to provide a twin 13A switched socket at the bedside with lighting control for connection to external light units. The lighting circuits should be able to be switched via panel mounted switches on the bedhead panel or via a relay unit mounted in the mains section that is controlled direct from the patient hand unit. These contacts should be of the volt free type.

7.0 Ancillary Units

7.1 There should be a range of ancillary units designed to meet the specific needs of certain areas. These units should utilise standard buttons and their function should be easily identifiable.

7.2 The components should be mounted on a powder coated zintec plate and should be suitable for either flush or surface mounting. The plastic and paint finishes on the plates should have an antimicrobial incorporated during the manufacturing process to supplement infection control procedures on the ward.

7.3 Where required the option to fit a suitable hand unit to the plate should be accommodated and connected using a connection socket. This connection should be secured and not be easily disconnected. However it should be possible to remove the plug easily by pulling in any direction.

7.4 Units should include reassurance illumination for all calls raised. This illumination should utilise LED technology to provide a minimum of 50,000 hours illumination and utilise a minimum of two LEDs per colour to ensure that the light will continue to operate sufficiently in the event of a failure in one of the LEDs. Ancillary equipment should be designed to operate at 6.5VDC

7.5 Call buttons used to raise a patient call should have a permanently rear illuminated call button to enable it to be easily located and operated in low light conditions.

7.6 All legends on the buttons should be easy to read. The size and shape must allow for easy operation. The colours of the buttons should be as defined in HTM 08-03 or equivalent code of practice.

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8.0 Nurse Base Indicators

8.1 The system should provide for a colour touch screen unit suitable for flush mounting. The unit should comprise an integrated tone unit to relay the system tones for the highest activated call on the system.

8.2 The touch screen unit should indicate up to three calls at any one time in priority call order and using a specific colour to make them easily identifiable. Additional calls on the screen should be accessible to view using a button or scroll bar on the screen.

8.3 Where the indicator is provided for use with a speech system, it should be possible to ‘hold’ and ‘accept’ the call.

8.4 The unit should provide the following additional functionality: • Label Changing

It should be possible to amend the location label of any call on the system utilising an on screen keyboard.

• Time and Date Adjustment

The option to adjust the time and date should be accessible using on screen menus.

• Call Logs The unit should be able to store a minimum of 1,000 calls activated on the system for viewing and scrolling on screen. The call type, location label and the time the call was initiated should be logged.

• Tone Levels

The unit should allow for both the day and muted night tone levels to be adjusted on screen to either increase or decrease them from their default levels.

• Screen Configuration

The screen should allow some configuration such a calibration and change of screen background colours using menu driven options.

• Password Protection

Certain functions should be password protected to prevent unauthorised changes to the system.

9.0 PC Style Nurse Base Indicators

9.1 The system should provide for the connection of a PC style indicator. The unit should be supplied with a minimum 17” touch screen colour display, with the option to connect a speech hand set to allow communication with patients and other medical staff within the ward.

9.2 The unit should allow the following functionality: • Graphical ward indication

The unit should be capable of graphically representing the ward on screen to allow nursing staff to quickly determine the location of calls and allow effective management of the ward.

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• Ability to show locations of calls and staff on screen

All calls instigated on the nurse call system should have the option to be represented on the touch screen display as a graphical item. The call should be highlighted in a specific colour to allow it to be quickly distinguished and dealt with.

• Ability to ‘hold’ and ‘accept’ calls

Where the indicator is provided for use with a speech system, it should be possible to ‘hold’ and ‘accept’ the call received from patients and members of staff.

• Call and maintenance Logs The system should provide the functionality to store in excess of 10,000,000 calls on the

unit and have the facility to export these to an external device if required.

• Bed transfer options The option to transfer individual beds or groups of beds to alternative nurse bases should be provided to allow flexible nursing to the achieved in the ward. The following types of transfer should be available:

o All Call Transfer o Group Transfer o Individual Bed Transfer

• Patient details

The unit should allow for basic patient details to be entered into the system such as name, admittance and discharge dates, age, sex and relevant patient notes.

• System status overview

The screen should allow for an overview of the current system status and the number of active calls on the system to be quickly determined.

• Call point isolation

The unit should allow for certain inputs to be isolated on a bed by bed basis using on screen controls. The functionality of the isolate features should to be configurable on the unit as required.

• Ability to set local volume levels

The unit should allow for both the day and muted night tone levels to be adjusted on screen to either increase or decrease them from their default levels for this unit.

• System time/date adjustment

The option to adjust the time and date should be accessible using on screen menus.

10.0 Logging Server

10.1 In addition to the logging facilities offered by the various units on the individual ward systems, it should be possible to connect a central logging unit.

10.2 This should be a PC style unit, supplied with a minimum 17” flat screen monitor to allow logged events to be viewed as they occur. The logger should connect to the individual systems via a TCP/IP link and should collate call information generated on all connected systems. The logs should show date and time stamps for all system calls initiated and reset on

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the network. These should be grouped to allow easy identification of the events and colour coded to make distinguishing calls easier.

10.3 The unit should also incorporate the facility to export logs to an external storage device if required.

11.0 Master Display

11.1 The master display should show all activated events from connected systems in a graphical format utilising vector based graphics. The unit should communicate with all connected systems via a TCP/IP connection.

11.2 The unit should show an overview of the connected systems, with counters to show the number of active calls and any potential faults on the system.

11.3 The user should have the ability to jump to an active call on the system and view this call on a graphical map of the area showing where the call was raised. The system should not allow for manipulation of the activated calls, but will allow for their status to be monitored from a central location.

12.0 RTLS Server

12.1 A Real Time Location System (RTLS) server should be employed to enable accurate positioning of ultrasound and radio frequency (RF) enabled badges worn by users. The server should process all badge messages received by individual monitors mounted in the ward in order to provide the location of the badges.

12.2 The server should communicate with ward based systems throughout the installation using TCP/IP communication.

13.0 Messaging Server

13.1 It should be possible to send out events raised on nurse call systems using a variety of different communication mediums. This functionality should be managed using a messaging server.

13.2 The messaging server should comprise a PC based unit and be connected to the systems via a TCP/IP connection.

13.3 The messaging server should allow users to subscribe for alerts generated by the system. Alerts. It should be possible to deliver alerts in the following formats: • E-mail sent to a recipient’s e-mail address with no acknowledgment of receipt to the

server.

• SMS sent to recipient’s phone with no acknowledgment of receipt to the server.

• Windows™ Service (within a local LAN) sent to a recipient’s PC with an acknowledgment of receipt to the server.

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14.0 Call Types

14.1 As standard, the system should be capable of providing a minimum of 32 individual call types.

14.2 The system should allow these call types to be prioritised; with calls that are deemed to be of higher importance being displayed on staff indicators before calls deemed to be of lesser importance. Tone patterns should sound for the highest priority activated call on the system.

14.3 Each call type should have a unique label attached to it and should be configurable as part of the system commissioning. Each of the call types should also have the option to be assigned a unique colour to assist in easy identification on staff indicators.

14.4 As default the system should be pre-configured to provide call types and audible indication as detailed in HTM08-03. These are detailed in the table below:

15.0 Samples

15.1 It should be possible for the specifying team to request samples of equipment for the purposes of sizing and approval of colours and overall look and feel of the products.

Call Type Visual Indication Audible Alarm Cardiac alarm

Indicator lamp (amber) flash: 0.25 seconds on, 0.25 seconds off

Dual tone: 0.25 seconds high, 1.25 seconds low, repeating until reset

Personnel attack alarm


Variable tone: 0.25 seconds on, 0.25 seconds off, repeating until reset

Intruder alarm


Variable tone: 0.25 seconds on, 0.25 seconds off, repeating until reset

Staff emergency call

Indicator lamps (amber) flash: 0.5 seconds on, 0.5 seconds off

Dual tone: 0.5 seconds high, 0.5 seconds low, repeating until reset.

Bathroom/shower/WC call

Indicator lamp (amber) illuminate steady

Intermittent tone: 1 second on, 3 seconds off, repeating until reset

Patient call

Indicator lamps (amber) illuminate steady

Intermittent tone: 1 second on, 9 seconds off, repeating until reset

Controlled drug cupboard (CDC) alarm

Indicator lamp (red) illuminate steady

1 second on, 20 seconds off, repeating until cupboard is closed

Staff presence

Indicator lamp (green) illuminate steady

None

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16.0 System Diagnostics

16.1 The integrity of the system should be ensured by continually running a health check to establish the status of each device. If a fault develops on the ward it should be reported to the user as a call on the connected system. In addition to should be possible to use of range of other reporting techniques such as pagers, e-mail or SMS messages.

16.2 All fault conditions occurring on the system should be logged by the system for later interrogation by a maintenance technician. It should be possible to download a history of events and faults.

16.3 It should be possible to remote connect into the system via an external TCP/IP link, enabling off-site technicians to interrogate and diagnose potential problems.

17.0 Electrical Requirements

17.1 All IP enabled equipment should be powered via PoE (Power-over-Ethernet) with a switch mode power supply mounted alongside the IP switch unit. The power supply module should be connected to a 230V AC 50Hz supply via a switched fused connection unit. The power supply should be capable of supplying a 48-56V DC suitable for connection to the IP switch.

17.2 The system should be capable of supplying both PoE (12.5W) and PoE+ (25W) power requirements to IP connected equipment and utilise equipment rated to these standards.

17.3 All other equipment, such as servers, should be connected directly to the 230V AC 50 Hz supply. Mains connected (230V) equipment should be connected to a suitable UPS / essential supply to maintain power during a power failure.

17.4 Each power supply unit should comprise a class II transformer meeting with relevant BS standards to provide the relevant ELV voltage.

18.0 Wiring Diagrams

18.1 Full site specific wiring diagrams should be provided for all installed systems. These should indicate wiring termination details and colour codes to facilitate installation and maintenance of the systems.

18.2 The diagrams should also recommend cables and sizes for wiring in relation to the system. All diagrams should be held as record copies with the system provider and should be available free of charge to the user.

19.0 Installation

19.1 The system should be cabled in accordance with the wiring diagram and all ancillary devices connected as directed. The wiring should be certified using a calibrated test unit to certify the cabling to at least 100BASE-TX prior to connection of the final electronic modules. Test certification for each cable should be provided as part of the handover documentation. These should then be patched into the relevant port as instructed on the wiring diagram. All power connections should be made and checked prior to system commissioning to ensure correct operation.

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20.0 System Configuration & Commissioning

20.1 The system should be able to be configured and programmed using a GUI based application that should operate on a standard PC and run on the Windows™ operating system.

20.2 The colour coding of activated calls should be configurable with the software tools provided to program the system to match site requirements and also match over door colours used in the ward areas.

20.3 The commissioning engineer should be trained by the supplier and have experience in commissioning the system. The engineer should be employed to load the job specific system software into the relevant units and commission the system.

20.4 All software should be backed up and stored with the system supplier to ensure any future changes can be easily accommodated and verified. Software on the system should be backed up to a special purpose unit to enable hardware to be replaced and reconfigured on site with no additional programming tools.

21.0 System Modification and Upgrade

21.1 The system should be designed to easily accommodate upgrades and modifications.

21.2 Any changes to the system should have the latest versions of firmware and system software loaded to ensure the latest developments and features are incorporated. Downloads of the system software should be carried out by a trained technician from a single point.

21.3 Modifications should be allowable using a programming tool to easily facilitate programming cause and effect events on site.

21.4 All equipment front plates should, in the main, be interchangeable with other similar units.

22.0 Maintenance

22.1 In line with the recommendations of Section 4, HTM 08-03: Bedhead Services, the system should be regularly tested and maintained in line with the manufacturer’s recommendations. A schedule for maintenance visits should be detailed within the hospital’s operational plan, and only trained, authorised and competent persons should service and maintain the system.

22.2 A comprehensive spares list should be provided at hand over.

23.0 Warranty

23.1 Where the system is commissioned by the system manufacturer a full 2 year system warranty should be provided. During this period the manufacturer should visit site to repair or replace any equipment and/or remedy any fault which is proved to have been defective in material or workmanship undertaken by the manufacturer.

23.2 Where commissioning is undertaken by a third party, a 12 month warranty shall be provided.

23.3 A 5 year warranty shall be provided with nurse call patient hand units; effective from the date of manufacturer. The warranty should cover damage due to faulty components that have failed in normal usage.

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24.0 Quality and Compliance

24.1 The equipment supplied for the systems should be designed and manufactured to ISO9001. The systems’ components and software should also be designed to comply with Health Technical Memorandum (HTM) standards such as HTM 08-03 and HTM 02-01 relevant at the time of tendering.

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issue 2a (04/12) - static systems specification.pdf · cardiac alarm/code blue to generate specific...

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