(3) Lesson 8: Equipment and Inventory Management Flashcards
Necessary to ensure accurate, reliable, and timely testing
Equipment management
Benefits of Good Equipment Management:
Helps to maintain a ___ ___ of laboratory performance
high level
Benefits of Good Equipment Management:
Reduces ___ in test results and improves the technologist’s ___ in the accuracy of testing results
variation
confidence
Benefits of Good Equipment Management:
___ repairs costs, as fewer repairs will be needed for a ___-____ instrument
Lowers
well-maintained
Benefits of Good Equipment Management:
____ instrument life
Lengthens
Benefits of Good Equipment Management:
Reduces ___ of services due to breakdowns and failures
interruption
Benefits of Good Equipment Management:
____ safety for workers
Increases
Benefits of Good Equipment Management:
Produces greater ___ ___
Customer satisfaction
___ ___-__ is an agreement wherein the laboratory rents the machine and buys the reagent
reagent tie-up
One of the pros of this agreement is that there is no major responsibilities especially on machine breakdowns
reagent tie-up
Lease vs Rental plans:
Periodic payments are made
both
Lease vs Rental plans:
Usually 3-5 years
Lease
Lease vs Rental plans:
Purchased for longer periods at reduced rate
Lease
Lease vs Rental plans:
Without purchase option
Rental
Lease vs Rental plans:
The equipment is returned
Rental
Lease vs Rental plans:
Another ___ is agreed or metered
Rental
Acquisition of new equipment justifications:
Equipment can not be repaired or excessive cost or repair results in unacceptable delays
Replacement
Acquisition of new equipment justifications:
Volume increase justifies either automation or additional personnel
Increased workload
Acquisition of new equipment justifications:
Reduction of operational expenses state primarily in terms of personnel and supplies
Cost reduction
Acquisition of new equipment justifications:
Better patient care
New and/or improved methodology
Priority of needs:
Needed immediately to maintain quality patient care
Essential
Priority of needs:
As “essential” but greater leeway with regard to time of acquisition
Necessary
Priority of needs:
Means of reducing cost
Desirable
Priority of needs:
Means of improving general working condition
Others
Implementing an equipment maintenance program:
Comes before a failure, while the equipment is in operating condition
Preventive maintenance
Implementing an equipment maintenance program:
Applies to unscheduled maintenance
Repair
Implementing an equipment maintenance program:
Comes after the instrument has failed
Repair
Implementing an equipment maintenance program:
Assurance that the instrument measures certain parameters within specified tolerance
Calibration
Implementing an equipment maintenance program:
Considered part of preventive maintenance
Calibration
In selecting equipment, the instrument should be ___ against the service the laboratory provides
matched
In selecting equipment, it should be sufficiently ___ and ___ to suit the needs of the testing to be done
accurate
reproductible
T/F: in selecting equipment, the physical space is irrelevant as long as the equipment addresses the needs of the laboratory
F (should be considered)
T/F: the equipment should be within the laboratory’s budget
T
T/F: in selecting the equipment, reagents need not to be readily available since the laboratory can purchase anyway
F (should be readily available)
T/F: providing the reagents whether free of charge of not and for how long should be considered
T
T/F: it is not important whether the equipment is easy to operate or not, since staff can be trained
F (should be one of the considerations)
T/F: the instructions being available in an understandable language is important
T
T/F: Retailer within the country, equipment warranty, and safety issues are important to consider
T
T/F: In acquiring equipment, savings that could be negotiated should be considered
T
Before purchasing the equipment, one should ask if the ___ will install the equipment and train staff as part of the purchase price
manufacturer
Before purchasing the equipment, one should ask if the ___ includes a trial period to verify that the instrument performs as expected
warranty
Before purchasing the equipment, one should ask if the manufacturer’s ___ can be included in the contract and, if so, whether it is provided on a regular basis
maintenance
In installing equipment, verifying the ___ requirements should be met
physical
In installing equipment, the ___’s responsibilities for installation should be confirmed in writing prior to beginning the installation process
vendor’s
In installing equipment, ___ of the expected performance specifications should be developed, so that performance can be quickly verified as soon as the equipment is installed
checklist
In getting equipment ready for use, a written plan for ___, ___ ___, and ___ ___ of the equipment should be implemented
calibration
performance verification
proper operation
In getting equipment ready for use, responsibilities should be assigned for performing the ___ and ___ programs
maintenance
operation
In getting equipment ready for use, a system for ___ the use of parts and supplies must be developed
recording
In getting equipment ready for use, establishing a scheduled maintenance program should include ___, ___, and ___ maintenance tasks
daily
weekly
monthly
T/F: In getting equipment ready for use, only personnel who have been trained specifically to properly use the equipment should be authorized as operators
T
In equipment calibration, the ____’s direction must be followed carefully when performing the initial calibration of the instrument
manufacturer
In equipment calibration, the instruments should be calibrated with each ___ ___, when first putting it into service
test run
In equipment calibration, the determination of how often the instrument will need to be recalibrated will be based on its ___ and the ___ ___
stability
manufacturer’s recommendation
In the performance evaluation, evaluating the performance of new equipment to ensure it is working correctly with respect to accuracy and precision should be done when?
Prior to testing patient specimens
In the performance evaluation, test methods using kits or laboratory instruments need to be evaluated for the ability to ___ ___ and to determine ___ and ___ ranges
detect disease
normal
reportable
Test methods using kits or laboratory instruments need to be evaluated for the ability to detect disease including which factors? (3)
sensitivity
specificity
positive and negative predictive value
T/F: despite manufacturers being the ones to provide performance evaluations, laboratories are the ones to verify the performance claims
T
In verification of manufacturer’s performance claims, testing sample with ___ values and comparing the results to the ___ or ___ value must be done
known
expected
certified
In verification of manufacturer’s performance claims, if equipment is temperature controlled, establishing the ___ and ___ of the temperature must be done
stability
uniformity
Maintenance plan includes (4)
Preventive maintenance
Provision for inventory
Troubleshooting
Repair of equipment
Maintenance plan:
Includes measures such as systematic and routine cleaning, adjustment and replacement of equipment parts at scheduled intervals
Preventive maintenance
Maintenance plan:
Should be performed at regular intervals: daily, weekly, monthly, or yearly
Preventive maintenance
Maintenance plan:
Ensures that the equipment performs at maximum efficiency and will increase the lifespan of the equipment and help to prevent mishaps
Preventive maintenance
Preventive maintenance prevents: (4)
Inaccurate test results due to equipment failure
Delays in reporting results
Low productivity
Large repair costs
In equipment inventory the log should have a record of (6)
- Instrument type
- Date the equipment was purchase
- Manufacturer/vendor
- Presence/absence of documentation, spare parts and maintenance contract
- Warranty’s expiration date
- Specific inventory number indicating the year of acquisition
In troubleshooting the equipment, these changes should be noticed by the operator (3)
- drift in quality control or calibrator values
- obvious flaws in equipment function
- equipment fails to operate
In troubleshooting the equipment, sending the samples to a nearby laboratory for testing is a process done in accordance to state regulations such as ___ (DOH AO Number) on the referral of specimens
DOH AO 2007-027
In troubleshooting the equipment, if the problems cannot be identified and corrected in-house, attempt to find a way to continue testing until the equipment can be repaired, the access to ___ instruments must be arranged
backup
T/F: In troubleshooting the equipment, if the problems cannot be identified and corrected in-house, attempt to find a way to continue testing until the equipment can be repaired, the manufacturer can be asked to provide a replacement instrument during repairs
T
During service and repair of equipment, these (2) may be provided by manufacturers from where the equipment is purchased
- Set up a procedure for scheduling service that must be periodically performed by the manufacturer
- Some warranties require that repairs be handled only by the manufacturer
During service and repair of equipment. large facilities sometimes have ___ ___ technicians inhouse who perform equipment maintenance and repair
biomedical service
During service and repair of equipment, ___ ___ should be scheduled so as not to interrupt the flow of work
routine service
The retiring and disposing of requirement occur when the instrument is: (2)
- Not functioning and not repairable
- Outmoded and should be replaced with new equipment
In retiring and disposing of requirement, ___ ___ equipment should be disposed of in an appropriate manner so that it will not accumulate, taking up ___ ___ and create ___
fully retire
valuable space
hazard
T/F: In retiring and disposing of requirement, when disposing of equipment, salvaging any usable parts is not necessary anymore, as they can buy a newer part
F (salvage any usable parts, particularly if the equipment is being replaced with another similar one)
In retiring and disposing of requirement, when disposing of equipment, salvaging any usable parts is not necessary anymore, considering any potential ___ and following all ___ ___ procedures is a must
biohazards
safety disposal
T/F: in equipment maintenance documentation, each major piece of equipment will have its own equipment maintenance document
T
“Uninterrupted availability of reagents, supplies, and services is needed for efficient and cost-effective laboratory operations”
Purchasing and supplies inventory management
Benefits of purchasing and supplies inventory management:
Supplies and reagents are always ___ when needed
Available
Benefits of purchasing and supplies inventory management:
___-___ reagents are obtained at an appropriate cost
high-quality
Benefits of purchasing and supplies inventory management:
Reagents and supplies are not lost due to ___ ___, or kept and used ___ ___
improper storage
beyond expiration
Key components of purchasing and supplies inventory management (7)
- Vendor/manufacturer qualifications
- Purchase agreements
- Receiving, inspecting, testing, storing, and handling of materials
- Must allow for tracking materials to individual patients
- Assessing and maintaining inventory
- Controlling expiration periods
- Dispatching supplies to satellite laboratories
Key component of purchasing and supplies inventory management:
All purchased material should be inspected and appropriately tested to ensure that specifications are met, and policies should be established for storing and handling materials as they delivered to the laboratory
Receiving, inspecting, testing, storing, and handling of materials
Key component of purchasing and supplies inventory management:
The laboratory should be able to identify specific test materials used for performing tests on any given day, so that if there is a problem with a patient result, the laboratory will know what reagents were used
Must allow for tracking materials to individual patients
Product research/Product specification:
Comparative evaluation
Product research
Product research/Product specification:
By consultation with other users
Product research
Product research/Product specification:
By reference to publications offering comparative studies of equipment and supplies
Product research
Product research/Product specification:
Help assure adequate quality of materials
Product specifications
Product research/Product specification:
Inventory control helps quality of purchased after reagents and supplies
Product specifications
In purchasing: selecting vendors, the ___ should be defined for supplies or materials to be purchased
Criteria
In purchasing: selecting vendors, the laboratory should look for the best ___, taking into account the qualifications and credibility of the supplier
price
In purchasing: selecting vendors, the laboratory should consider the ___ and ___ of purchasing “___ ___” compared to “___” products
advantages
disadvantages
brand new
generic
In purchasing: selecting vendors, evaluate vendors after purchase whether the vendor delivered the ___ ___
Specified goods
In purchasing: selecting vendors, evaluate vendors after purchase whether the ___ ___ body assured that ___ ___ were met
central procurement
user specifications
Documents involved in the purchasing process (3)
- Purchase requisition or order
- Packing slip
- Invoice
Document involved in the purchasing process:
States the desired goods or services with an estimate of the cost
Purchase requisition or order
Document involved in the purchasing process:
Accompanies the shipped goods
Packing slip
Document involved in the purchasing process:
Where payment is made
Invoice
Considerations in setting up purchasing procedures:
Understand any ___ or ___ government requirements that need to be accommodated in the contracts
local
national
Considerations in setting up purchasing procedures:
Negotiate for the best price without undermining ___
quality
Considerations in setting up purchasing procedures:
Carefully review all ___ to make sure the laboratory’s requirements are being met
contracts
Considerations in setting up purchasing procedures:
___ should clearly address payment mechanisms and provisions to assure reliable availability and delivery of reagents and supplies
Contracts
Considerations in setting up purchasing procedures:
Ask if there are penalties for ___ a contract
ending
Considerations in setting up purchasing procedures:
Determine how ___ will be made, and how the vendor will assure ___ availability and ___ of supplies and reagents
reliable
delivery
Implementing an inventory management program:
Without this, nothing may get done
Assign responsibility
Implementing an inventory management program:
___ the needs of the laboratory
Analyze
Implementing an inventory management program:
Establish the ___ stock needed for an appropriate time period
Minimum
Implementing an inventory management program:
Develop needed ___ and ___
forms
logs
Implementing an inventory management program:
Establish a system for ___, ___, and ___ supplies
receiving
inspecting
storing
Implementing an inventory management program:
Maintain an inventory system in all ___ ___ and for all ___ and ___ used in the laboratory
storage areas
reagents
supplies
A very important process that can help calculate how much is required of any particular item for a given period of time
Quantification
Performed when making annual plans for the laboratory and this planning will take into account the usual usage of supplies and reagents
Quantification
Accurate quantification will:
Ensure essential supplies will be ___ when needed
available
Accurate quantification will:
Prevent ___, which can lead to wastage of expensive materials
overstocking
Quantification provides information for:
Estimating ___ ___ planning
annual budget
Quantification provides information for:
Allowing for ___ ___
better planning
Quantification provides information for:
Making ___ and monitoring ___ of the inventory management system
decisions
performance
Forms and Logs:
Good tools for managing the stock include: (3)
Standardized forms
Card systems
Log books
All ___ and ___ should be inspected as they arrive in the laboratory to be sure that they are in good condition and to verify that what is received is what was ordered
supplies
reagents
Storage supplies: good practices:
Keep the storeroom ___, ___, and ___ to protect the inventory
clean
organized
locked
Storage supplies: good practices:
Make sure storage areas are well ___ and protected from ___ ___
ventilated
direct sunlight
Storage supplies: good practices:
Ensure storage conditions are in accordance with the manufacturer’s ___, paring particular attention to any ___ requirements or other specifications, such as ___ requirement
instructions
temperature
safety
Storage supplies: good practices:
Use good ___ strong enough to support items, and organize items carefully on the shelves to prevent movement shifts or falls
shelving
Storage supplies: good practices:
Shelves should be attached firmly to ___ ___ to prevent tripping
support walls
Storage supplies: good practices:
Sturdy step stools should be available for reaching higher shelves in heavier items should be stored on lower shelves; laboratory staff should not be required to lift heavy items
Ensure items are accessible to staff
Storage supplies: good practices:
When storing, put the new shipment ___ existing materials that are already in the laboratory
behind
T/F: Organize the reagents and materials so that newer materials get used first
F (older materials should be used first)
Monitoring inventory:
Procedures should be developed and put in place for continuous monitoring of the inventory:
Assign the responsibility for this task to an ___ person or someone must be __ ___
appropriate
in charge
Monitoring inventory:
Procedures should be developed and put in place for continuous monitoring of the inventory:
Be sure that all supplies and reagents in the laboratory are covered by the system and maintain ___ ___ in all of the storage areas
inventory management
Monitoring inventory:
Procedures should be developed and put in place for continuous monitoring of the inventory:
Conduct weekly ___ counts of reagents and supplies in order to check the system, and as part of the monitoring process
physical
Monitoring inventory:
Procedures should be developed and put in place for continuous monitoring of the inventory:
Make sure all records relevant to inventory management are ___ and ___
updated
maintained
