U8: EQUIPMENT AND INVENTORY MANAGEMENT Flashcards
necessary to ensure accurate, reliable and timely testing
Equipment Management
This involves all analyzers, all instrumentation used for laboratory testing.
Equipment
This generally pertains to supplies such as those that we use for analytical runs, and office supplies.
Inventory
T/F: A laboratory automation platform has a lot of equipment or analyzers into one modular and scalable system.
T
This is composed of several modules or components, analyzers in one complex system
Modular
It can be just include one equipment, model or unit, but can also contain several equipment which we can make adjustments depending on volume of the tests coming inside the laboratory.
Scalar
T/F: Equipment management will always aim to aid medical technologists in a timely, accurate, and reliable testing of specimen.
T
T/F: Nowadays, the goal in the laboratory is to attain total automation of laboratory processes.
T
What will possibly be eliminated with total automation?
Operator, Operator Differences, Subjectivity
Benefits of Good Equipment Management
helps to maintain a high level of?
laboratory performance
Benefits of Good Equipment Management
This refers to being able to deliver the laboratory test results in an accurate or reliable, and timely manner.
high level of laboratory performance
Number of laboratory tests or specimens coming inside the laboratory for testing
Census
T/F: Even if the census is maintained, high level of laboratory performance is affected by good equipment management.
T
Benefits of Good Equipment Management
reduces v____ in test results and improves the technologist’s
c________ in the a____ of testing results
variation, confidence, accuracy
Benefits of Good Equipment Management
lowers r____ c_____, fewer repairs will be needed for a well-maintained instrument
repair costs
T/F: More repairs will be needed for a well-maintained instrument.
F ; fewer
Benefits of Good Equipment Management
This is helpful in achieving the benefit related to repairs. It refers to the checking of equipment before anticipated problem occurs (feedforward control)
Preventive Maintenance Plan
Benefits of Good Equipment Management
In this plan, you may see the signs and if the equipment will have downtime which will lead to elimination of possible repairs.
Preventive Maintenance Plan
Benefits of Good Equipment Management
lengthens instrument l____
life
Benefits of Good Equipment Management
reduces i_____ of s____ due to breakdowns and failures
interruption of services
Benefits of Good Equipment Management
This is used when there are equipment breakdowns, malfunctions or failures. “Walang nagagawa”, worst case scenario in the laboratory.
Downtime
Good equipment management does not only focus on the integrity of the machine. It also considers what?
provisions for backup
it is not ensured na hindi masira ang equipment
Who operates the total lab automation?
- Middleware
- Software/Internal Software
What are the purposes of similar units?
- Backup
- To be able to respond to high demands in testing
This is the capability of the machines to release results, commonly expressed per hour.
Through put (?)
T/F: Similar units are preferred in the laboratory.
T
backup and maiiwasan ang complete downtime since one other unit is performing the same function
Benefits of Good Equipment Management
increases s_____ for workers
safety
Benefits of Good Equipment Management
produces greater c_____ s_____
customer satisfaction
Equipment Management: Program Considerations
- Selection and purchasing
- Installation
- Calibration and performance evaluation
- Maintenance
- Troubleshooting
- Service and repair
- Retiring and disposing of equipment
Criteria to consider:
- Why and how will the equipment be used? The instrument should be
matched against the service the laboratory provides. - What are the performance characteristics of the instrument? Is it sufficiently
accurate and reproducible to suit the needs of the testing to be done?
Selecting equipment
Criteria to consider:
- What are the facility requirements, including the requirements for physical
space? - Will the cost of the equipment be within the laboratory’s budget?
- Will reagents be readily available?
Selecting equipment
Criteria to consider:
- Will reagents be provided free of charge for a limited period of time? If so,
for how long? - How easy will it be for staff to operate?
- Will instructions be available in a language that is understood?
Selecting equipment
Criteria to consider:
- Is there a retailer for the equipment in the country, with available services?
- Does the equipment have a warranty?
- Are there any safety issues to consider?
Selecting equipment
Things to consider:
- Is it better to purchase or lease equipment?
- factor in repair costs
- manufacturer should provide all of the necessary information to operate and
maintain equipment - Consider savings that could be negotiated if the laboratory needs more than
one piece of equipment
Acquiring equipment
Periodic payments are made, usually for 3 to 5 years.
Lease Plans
Purchased or leased for
longer periods at reduced
rate.
Lease Plans
Periodic payments are made, without purchase option
Rental Plans
The equipment is returned, another rental is agreed or it is metered
Rental Plans
Acquiring equipment
wiring d_____, computer software information, a list of parts needed, and an o_____ m______ are provided
diagrams, operator’s manual
Acquiring equipment
Who will install the equipment, train staff as part of the purchase price?
The manufacturer
Acquiring equipment
This includes a trial period to verify that the instrument performs as expected
Warranty
Acquiring equipment
This can be included in the contract and, if so, whether maintenance is provided on a regular basis
Manufacturer’s maintenance
Acquisition of new equipment justifications
equipment can not be repaired or excessive cost of 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
This verify that all physical requirements (electrical, space, doors, ventilation and water supply) have been met
Installing equipment
Consider vendor’s responsibilities for installation should be confirmed in writing prior to beginning the installation process
Installing equipment
checklist of the expected performance specifications should be developed, so that performance can be quickly verified as soon as the equipment is installed
Installing equipment
Assign responsibility for performing the maintenance and operation programs
Getting equipment ready for use
Develop a system for recording the use of parts and supplies.
Getting equipment ready for use
Implement a written plan for calibration, performance verification, and proper operation of the equipment
Getting equipment ready for use
Establish a scheduled maintenance program that includes daily, weekly and monthly maintenance tasks
Getting equipment ready for use
Provide training for all operators
Getting equipment ready for use
T/F: Only personnel who have been trained specifically to properly use the equipment should be authorized as operators
T
Follow the manufacturer’s directions carefully when performing the initial calibration of the instrument
Equipment Calibration
Calibrate the instrument with each test run, when first putting it into service
Equipment Calibration
Determine how often the instrument will need to be recalibrated, based on its stability and the manufacturer’s recommendation
Equipment Calibration
T/F: Prior to testing patient specimens, it is important to evaluate the performance of new equipment to ensure it is working correctly even without respect to accuracy and precision
F ; with respect
This is needed to be evaluated for
the ability to detect disease and to determine normal and reportable ranges.
Test methods using kits or laboratory instruments
Prior to testing patient specimens, it is important to evaluate the performance of new equipment to ensure it is working correctly with respect to accuracy and precision.
Performance Evaluation
What are the parameters being tested to detect disease?
- Sensitivity
- Specificity
- Positive and negative predictive value
Selecting equipment
This refers to analytical characteristics like accuracy, precision, sensitivity, specificity, strength against interferences.
Performance characteristics
Selecting equipment
Usually found on package insert of machine, or reagent used in the machine, or operator’s manual. It is dependent on the test of analyzer.
Performance characteristics
Selecting equipment
What is checked for precision?
Coefficient of Variation (equal or less than 2% for electrolytes)
Selecting equipment
Usual parameters that we check:
- Reproducibility
- Accuracy
- Precision
Selecting equipment
Look for the Coefficient of Variation
Reproducibility
Selecting equipment
Look for Coefficient of Correlation or Determination (R or R2)
Accuracy
Selecting equipment
Where are reagents usually produced?
Other countries
Selecting equipment
This refers to the time by which the reagents can be delivered to the country.
Lead time
T/F: Always pick the reagents with shortest lead time.
T
Selecting equipment
Buying the reagent for a higher price, but will be provided by the equipment. Upgraded by the manufacturer kasi hindi naman yan sayo !
Reagent tie up (?)
T/F: Modern equipment is designed as plug and play.
T
This includes:
- preventive maintenance
- provision for inventory
- troubleshooting
- repair of equipment
Maintenance plan
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, comes after the instrument has failed
Repair
Implementing an equipment maintenance program
assurance that the instrument measures certain parameters within specified tolerance, considered part of preventive maintenance
Calibration
Initial steps in implementing equipment maintenance program
assigning responsibility for providing o_____
oversight
Initial steps in implementing equipment maintenance program
developing written p____and p______ for maintaining equipment, including r_____ m______ p_____ for each piece of equipment that specify the frequency with which all maintenance tasks should be performed
policies and procedures, routine maintenance plans
Initial steps in implementing equipment maintenance program
developing the format for r_____, creating l___ and f___, and establishing the processes to maintain records
records, log and forms
Initial steps in implementing equipment maintenance program
training staff on the u__ and m______ of the equipment, and ensuring that all staff understand their specific responsibilities
use and maintenance
This includes measures such as systematic and routine cleaning, adjustment and replacement of equipment parts at scheduled intervals
Preventive maintenance
T/F: Preventive maintenance should be performed at regular intervals: daily, weekly, monthly or yearly
T
T/F: Preventive maintenance ensures that the equipment performs at maximum efficiency and will increase the lifespan of the equipment
T
Preventive maintenance helps prevent:
- inaccurate test results due to equipment failure
- delays in reporting results
- low productivity
- large repair costs
T/F: Laboratory should keep an inventory log of all equipment in the laboratory
T
L___ should be updated with information on new equipment and include documentation of when old equipment is retired. This is under?
Log, equipment inventory
Equipment Inventory
Each piece of equipment should have a record of:
- instrument type
- make and model number
- serial number
- date the equipment
- new, used or reconditioned
- manufacturer/vendor contact information
Equipment Inventory
Each piece of equipment should have a record of:
- presence or absence of documentation
- spare parts
- maintenance contract
- warranty’s expiration date
- specific inventory number (year of acquisition)
Needed when the operator notices changes such as:
* drift in quality control or calibrator values
* obvious flaws in equipment function
* equipment fails to operate
Troubleshooting the equipment
Questions to consider:
- Is the problem related to a poor sample? Has the sample been collected and
stored properly? Are factors such as turbidity or coagulation affecting
instrument performance? - Is there a problem with the reagents? Have they been stored properly, and
are they still in date? Have new lot numbers been introduced without
updating instrument calibration?
Troubleshooting the equipment
Questions to consider:
- Is there a problem with the water or electrical supply?
- Is there a problem with the equipment?
Troubleshooting the equipment
If problems cannot be identified and corrected in-house, attempt to find a way to continue testing until the equipment can be repaired:
Arrange to have access to b_____ i________
Backup instruments
If problems cannot be identified and corrected in-house, attempt to find a way to continue testing until the equipment can be repaired:
Ask the manufacturer to provide a r____i______ during repairs
Replacement instrument
Samples must be sent to a nearby laboratory for testing in accordance with what administrative order for specimen referral?
DOH AO 2007-027
T/F: You should not use faculty equipment. Seek help from the manufacturer and place a note on the equipment so all the staff are aware that it is not in use.
T
Service and Repair of Equipment
Set up a procedure for s_______ s_______ that must be periodically performed by the manufacturer
Scheduling service
Service and Repair of Equipment
Some w______ require that repairs be handled only by the manufacturer
warranties
Service and Repair of Equipment
Repairs are best done by?
Biomedical engineer
Service and Repair of Equipment
Some large facilities have this, and perform equipment maintenance and repair
Biomedical service technicians inhouse
Service and Repair of Equipment
This should be scheduled to not interrupt the flow of work
Routine service
Service and Repair of Equipment
What is given to the laboratory by the biomedical engineer ahead of time?
Preventive Maintenance Plan
This occurs when the instrument is: not functioning, not repairable, outmoded and should be replaced with new equipment
Retiring and Disposing of Equipment
Fully retired equipment should be disposed in an appropriate manner so that it will:
- not accumulate
- Take up valuable space
- Create hazard
Retiring and Disposing of Equipment
S_____ any u_____ p___, particularly if the equipment is being replaced with another similar one
Salvage, Usable parts
Service and Repair of Equipment
Parts of the analyzer that you can save
- reagent probes
- Specimen probes
- Cover of carousel
T/F: Biosafety cabinets must be decontaminated first before disposal.
T
Service and Repair of Equipment
This is used for handling infectious/disease agents like bacteria, fungi, viruses.
Biosafety cabinets
Service and Repair of Equipment
Decontamination of biosafety cabinets must be done for how many hours and what equipment?
24 hours, UV light
Each major piece of equipment will have its own?
Equipment Maintenance Document
Smaller, commonly used equipment such as centrifuges and pipettes may be managed with an?
Equipment maintenance document or manual that deals with all such equipments in the laboratory
Equipment Maintenance Document
Step-by-step instructions for?
Routine maintenance
Equipment Maintenance Document
Routine maintenance includes?
- frequency of performance
- How to keep records of maintenance instructions for carrying out function checks
- How to record results
Equipment Maintenance Document
Directions for?
Calibrating the instrument
Equipment Maintenance Document
Guide for?
Troubleshooting
Equipment Maintenance Document
Any required manufacturer’s?
Service and repair
Equipment Maintenance Document
List of any specific items needed for?
Use and maintenance (spare parts)
T/F: One equipment maintenance document is enough for each type or each model of equipment.
T
This is the uninterrupted availability of reagents, supplies, and services is needed for efficient and cost-effective laboratory operations.
Purchasing and Supplies Inventory Management
This pertains to things needed other than the analyzers like office supplies, reagents, etc.
Purchasing and Supplies Inventory Management
Benefits of Purchasing and Supplies Inventory Management
Supplies and reagent are always?
Available when needed
The lab operates 24/7
Benefits of Purchasing and Supplies Inventory Management
________ reagents are obtained at an appropriate cost.
High-quality reagents
Benefits of Purchasing and Supplies Inventory Management
Reagents and supplies are not lost due to i_____ s____, or kept and used beyond expiration.
Improper storage
Purchasing and Supplies Inventory Management can imply a good f______ system on levels of supplies.
forecasting
