By Allison Woolford, CBET
Imagine going to the bank and handing the teller a check to deposit into your account. They take the check and then tell you to have a nice day. They don’t ask you for your license to confirm your identity. They don’t ask for your account number to make sure the money is going into the right account. They don’t even provide you with a receipt. Would you just walk out and take their word or would you want evidence that your check has been deposited into your account? Personally, I would want proof. I want documentation that shows my money is going into my account.
In our daily lives, we often seek documentation for even the most mundane transactions, ensuring that our money is handled securely and correctly. We demand receipts as evidence, not only to protect ourselves but also to maintain a record of our financial interactions. It’s a practice deeply ingrained in our society; one we instinctively follow. Yet, in the world of HTM, this crucial practice of meticulous documentation is sometimes overlooked or undervalued, especially by novice technicians.
Imagine this scenario: The phone rings in the office. It’s a clinic. The staff are complaining that the vital signs machine is broken and that is the only one in the clinic. You run to the clinic and determine that there is a hole in the blood pressure hose. You replace the hose, connect it to a blood pressure tester and confirm that device is taking blood pressure correctly. The staff is so excited that the vital sign machine is fixed and you walk back to the office with a smile on your face. Now what? We can teach technicians all of the skills needed to repair a vital signs machine or to perform the maintenance on a defibrillator but what about that next step? What comes next is just as vital as the repair itself – the paperwork.
Each department has a CMMS database that they use to maintain records for every piece of medical equipment that walks through that hospital’s front door. Everything that we do to a piece of equipment needs to be documented. The amount of detailed information in the records all depends on the technicians. We can teach budding technicians all the technical skills needed to repair medical equipment or perform maintenance on life-saving devices. However, we mustn’t forget to emphasize the importance of meticulous record-keeping. Every action taken on a piece of medical equipment must be documented. The level of detail in these records may vary, but the principle remains constant.
Think back to the vital sign machine. How do you document that repair? Do you just say “Passed manufacturer’s specifications” or “parts replaced”? Or do you dig a little deeper and state what part was replaced (with part number and pricing), and what steps were taken to verify operation and functionality? What about when you are performing maintenance on a device? It is so much easier when the manufacturer provides a checklist to follow so that you know for certain the device is meeting manufacturer’s specifications but is that checklist just used as a reference or is it filled out and attached to the asset record?
The role of documentation in HTM cannot be overstated. It provides an indispensable record of a device’s history and life cycle. Anyone involved can access this documentation to review past repairs and preventive maintenance procedures. This documentation serves as a window into the life of the equipment. Hospital management can use it to identify trends and areas that require attention.
For instance, take the case of ultrasound probes. If a specific type of ultrasound probe consistently requires repairs due to physical damage, a detailed record will reveal this pattern. Hospital leadership can then investigate whether adjustments are needed at the front end when the device is in use or at the back end when the probe is being sterilized.
But why is this documentation so critical? Here are a few reasons:
Compliance: Medical facilities are often subject to regulatory requirements and standards. Detailed documentation ensures compliance with these regulations, reducing the risk of fines or penalties.
Patient Safety: Accurate records help ensure that medical equipment is functioning correctly. Inaccurate or incomplete records could compromise patient safety.
Cost Control: Detailed records allow for better cost analysis. Hospitals can determine if they are spending excessive amounts on equipment repairs or replacements and take proactive measures to control costs.
Quality Assurance: Documentation serves as a valuable tool for quality control. It allows HTM professionals to track the performance of medical devices over time, identifying any recurring issues and addressing them promptly.
In conclusion, documentation is not an afterthought in the field of HTM; it is an integral part of the job. It safeguards patient safety, ensures regulatory compliance, and provides a roadmap for equipment maintenance. As HTM professionals, we must embrace the practice of meticulous record-keeping, not only for our benefit but also for the well-being of the patients who rely on the equipment we maintain. So, the next time you repair a vital signs machine or perform maintenance on a defibrillator, remember that your documentation is just as vital as your technical expertise. It’s the paper trail that ensures the quality and reliability of health care equipment in the long run.
Allison Woolford, CBET, is a biomedical equipment specialist at Duke University Health System and an adjunct professor at Durham Technical Community College for the biomedical equipment technology program.
