PO 005:Physical Therapy Material Control

Learning Objectives

• Develop a plan to manage physical therapy equipment including:– PT equipment inventory– Preparing loan cards– Organizing equipment storage areas– Planning for future equipment needs– Ordering equipment

• Maintain physical therapy equipment

Learning Objectives Continued . . .

• Understand the role of Biomedical in equipment maintenance and repair– Preparing form 63

• Apply regular maintenance procedures to physical therapy equipment

• Facilitate the implementation of new equipment in the PT department

Material Control

• The system that ensures the provision of the required quantity of material of the required quality at the required time with the minimum capital investment (cost)

• It covers the following functions:– Stock control– Scheduling of requirements, maintenance and repairs– Purchasing– Receiving and inspecting– Storing and usage

Material Control Continued . . .

• When materials are not properly controlled, excess stock of some items is likely to occur

• As well, shortages of materials may arise when they are urgently needed resulting in delays in the provision of services

• Proper co-ordination of all departments involved in material purchasing, receiving, testing, approval, storage, issue and accounting, is essential

PT Equipment

• The head of the PT department will be responsible for facilitating the requisition of new PT equipment

• Requests will be send through the Chain of Command to Med Logistics

• It is essential to record all requests and ensure continuous follow-up is performed to guarantee orders are filled

Inventory Management

• The process of efficiently overseeing the constant flow of materials into and out of an existing inventory

• This process usually involves controlling the transfer of material into a department, to prevent the inventory from becoming too high, or dwindling to levels that could jeopardize the delivery of service

Inventory Listing

• A detailed list that describes the quantity, description and other important information of goods and materials on hand

• Inventory lists should include:– Item name and number– Item description– Item quantity– Item location– Date of purchase/installation– Date of required maintenance check

Inventory Listing Continued . . .

• Inventory lists need to be kept up-to-date which is a function of the PTTs– An SOP should be created to ensure this is done

on a regular basis• Lists can be on paper or electronically

generated (i.e. Excel)• The lists should be well organized and stored

in an accessible location

Inventory List Example# Item

NameBrand Quantity Serial

NumberDate Received

Location Date of Check/Maintenance

1 Treadmill Precore 2 78988326-388

03/04/12 Poly-clinicRm 302

03/04/13

2 Treadmill Precore 2 78988326-388

03/04/12 NMH PT Dept

03/04/13

3 Plinth Medi-Plinth 5 34245-4254

02/01/10 NMH PTDept

02/01/11

4 Plinth Medi-Plinth 5 34245-4254

02/01/10 Poly-clinicRm 301

02/01/11

5 Hydro-collator

Chattanooga 1 23483274-2384723

19/07/10 Poly-clinicRm 290

19/07/11

Inventory and Tashkil

• Specific PT equipment requirements will be outlined on the Tashkil

• It is up to the PT department heads to ensure the PT department is fully stocked with all equipment that is indicated on the Tashkil

• Deficiencies need to be addressed with the chain of command

Equipment Planning

• Equipment needs will be based on:– Tashkil requirements– Life expectancy of equipment– Functionality of equipment– Usage of equipment– Funding available– Available space– Department and patient requests

Storage of Equipment • Proper planning is required for storage and

issuing of equipment

• All PT equipment should be stored in a properly safeguarded designated location

• Access should be given only to PT staff or other staff for whom it is required

Loan Cards

• If there is a requirement for a patient to have access to a piece of equipment or a supply outside of the clinic, a loan card should be filled out

• This is a document with the particulars of the patient and the equipment

• Ensures equipment can be tracked at all times

Loan Cards Continued . . .

• Loan cards are patient specific and indicate:– Patient’s name – Patient’s contact information– Loaned item details– Date of issue– Date of required return

• They should be stored in the PT department • They should be regularly reviewed and late

returns investigated

Maintenance

• Various processes that are employed to keep equipment in proper working order

• Ensures that the items are in compliance with any safety regulations that may apply, and remain capable of producing the desired output

• Exact steps used in any equipment maintenance will vary depending on the type of equipment involved

Maintenance Continued . . .

• Four types of maintenance:– Reactive maintenance• No actions or efforts are taken to maintain the

equipment as the designer originally intended

– Preventative maintenance• Actions performed on a time- or usage-based schedule

that detect, preclude, or mitigate degradation of a component or system, with the aim of sustaining or extending its useful life

Maintenance Continued . . .

• Predictive maintenance:– Measurements that detect the onset of system

degradation, thereby allowing causal stressors to be eliminated or controlled prior to any significant deterioration in the components physical state

• Reliability centered maintenance (RCM)– A process used to determine the maintenance

requirements of any physical asset within the context in which it is used

Reliability Centered Maintenance (RCM)

• Recognizes that all equipment in a facility is not of equal importance to either the service or facility

• Reliant on predictive maintenance but also recognizes that maintenance activities on equipment that is inexpensive and unimportant to the reliability of a facility may best be left to a reactive approach

RCM Continued . . .

• Maintenance breakdown:– <10% Reactive– 25-35% Preventive – 45-55% Predictive

• Advantages:– Can be the most efficient maintenance program– Reduces probability of sudden equipment failures– Able to focus maintenance activities on critical

components– Minimizes frequency of overhauls

RCM Hierarchy

Reactive Element Applications

Preventive Element Applications

Predictive Element Applications

Small parts and equipment Equipment subject to wear Equipment with random failure patterns

Non-critical equipment Consumable equipment Equipment with random failure patterns

Equipment unlikely to fail Equipment with known failure patterns

Equipment not subject to wear

Redundant systems Manufacturer recommendations

Systems which failure may be induced by incorrect preventive maintenance

How To Perform RCM?

1. Develop a Master equipment list identifying the equipment in your facility

2. Prioritize the listed components based on importance or criticality to operation, process, or mission

3. Assign components into logical groupings

How To Perform RCM?

4. Determine the type and number of maintenance activities required and periodicity using:• Manufacturer technical manuals • Equipment history • Root cause analysis findings - Why did it fail? • Good engineering judgment

5. Identify tasks that may be performed by PTTs and those that require the services of Biomedical Staff

Functional Checks• Functional checks are a quality assurance

processes

• Testing of all features and functions of a system or piece of equipment to ensure requirements and specifications are met

• PTTs will be responsible to perform functional checks on department equipment on a regular basis

Functional Checks Continued . . .

• Functional tests should:– Be completed prior to each use on a patient– Require PTTs to inspect all components of the

equipment to check for damage or excess wear– Connect all accessories or attachments– Connect the power source– Test to see if the equipment works the way it is

intended – Store equipment appropriately when check is

completed

Biomedical (Bmet)

• Biomedical technicians inspect, maintain, and repair diagnostic, monitoring, therapeutic, and life-saving medical equipment

• They conduct preventative maintenance and repair broken equipment

• They conduct safety testing & standards compliance of medical equipment

Repair Requests

• If it is determined during a functional check that a piece of PT equipment is not working properly, a repair request is required

• The appropriate form for repair requests is the MoD 63 form

• When completed, the form is then submitted to MEMD who will process the request

MoD Form 63• Forms need to be submitted to MEMD in a

timely manner when a piece of equipment is deemed in need of repair

• A tracking system is required in the PT department to ensure adequate follow-up on repair requests

• Outstanding requests need to be presented to the chain of command to be investigated

MoD Form 63

Replacement Equipment• Broken equipment needs to be identified to Bmet for

inspection/repair

• If Bmet deems that piece of equipment is non-repairable, they are responsible for submitting a replacement request– Only Bmet can decide if a piece of equipment can be fixed

or requires replacement

• It is the PTT’s responsibility to follow-up on outstanding replacement requests with Bmet

Equipment Implementation• When new equipment arrives at the PT

department:– The PTT needs to verify that the equipment is what was

ordered and recorded on the Tashkil – Inspect the equipment for damage or missing parts– Record the new equipment on the inventory list– Read any user manuals that apply– Schedule appropriate maintenance and checks at the

frequency suggested in the manual– Assist with familiarizing other PT staff with the proper

use of the new equipment

Summary

• Material control is essential for proper control of PT equipment

• All PT equipment must be recorded on a regularly monitored central inventory list

• PT equipment must be stored in designated areas with restricted and monitored access

• Reliability centered maintenance on PT equipment is necessary to keep equipment functioning properly

Summary Continued . . . • PTTs must perform regular function checks on

PT equipment• MoD form 63 must be filled out for non-

functioning equipment and submitted to MEMD

• Bmet will repair, or deem broken equipment non-repairable, and will submit requests for replacements

• PT staff require training on new equipment

Questions?

Comprehension Check

1. What is the purpose of the material control process?

2. What is the purpose of an inventory list?

3. On what document are the equipment requirements of the PT document outlined?

Comprehension Check…

4. What are the 4 types of equipment maintenance?

5. Which form is used to request repair of equipment

6. Who determines if broken equipment is repairable, or must be replaced?

Answers

1. To ensure the provision of the required quantity of material of the required quality at the required time with the minimum cost

2. To record the quantity, description and other important information (eg. Location, date of purchase, required maintenance) of goods and materials on hand

3. The Tashkil

Answers

4. Reactive, Preventive, Predictive, Reliability Centered Maintenance

5. MoD 63

6. Bmet