By Tom Toczylowski, ECRI’s Associate Director of Healthcare Product Alerts
Challenges associated with legacy equipment asset information can lead to safety issues. Standardization and normalization of CMMS data can lead to better outcomes and can be a part of a robust Total Systems Safety Approach.
Healthcare technology management (HTM) teams leverage computerized maintenance management systems (CMMS) to enable more efficient work order management. A well-organized CMMS can also help reduce asset downtime and improve maintenance workflows. Often, inconsistent equipment naming conventions and descriptions, and variable device classifications, can negatively impact predictive replacement planning and management of preventive maintenance. This could include variable manufacturer and vendor names (which may change over time), model names and device types.
This inconsistency in CMMS data can also lead to missed cybersecurity threats, recalls and field corrections that could impact the safety of patients and staff. Standardized CMMS data can lead to better operations while mitigating risk and enhancing regulatory compliance. This is evident in the matching of recalls to CMMS inventory for departments utilizing robust recall management solutions (like ECRI’s Alerts Workflow). As work orders are assigned, whether it be for preventive maintenance or corrective maintenance resulting from recalls or incident reports, the process will run smoother with normalized data in the system. In addition, if there are assets under alternative equipment maintenance (AEM) or advanced analytics and reports being run, the documentation in the CMMS can more easily be organized and tracked with a clean data set.
Each year ECRI produces a “Top 10 Patient Safety Concerns” list. For 2024, “Unintended Consequences of Technology Adoption” was Number 4. As healthcare technologies have been adopted, their widespread implementation without full appreciation of their potential impact is associated with serious risks, including injury or death. Part of that proper adoption of medical equipment includes maintaining performance and maintenance data, and having a system to quickly respond when there are safety issues or recalls. Organizations must have good processes for evaluating, implementing, and maintaining technologies to prevent unintended consequences and to address emerging issues.
At ECRI, we consider recall management and consistent data to be part of Total Systems Safety for a health care organization. We have seen the danger of improperly maintained equipment, missed recalls or corrections, or even improper use of technology. Misapplication or misuse of health technology could lead to negative consequences, including patient harm. ECRI’s Total Systems Approach to Safety is a comprehensive programmatic approach to improving patient safety in health care organizations. It is a transparent learning system that builds reliability and resiliency that supports optimal behaviors for safety.
By redesigning the elements of the safety system, health care providers are supported to deliver care in a more reliable and resilient way. Our proactive systems approach is anchored in safety science, clinically informed human factors engineering, and health equity to prevent errors, reduce harm, and enhance the overall quality of care by integrating various safety-related processes. This can include preventive maintenance schedules, plans for keeping up-to-date instructions and labeling documentation, and, crucially, maintaining a clean equipment inventory. This approach requires a culture of safety and a commitment to continuous improvement, enterprise-wide communication, and engagement of staff and patients to reduce adverse events, improve patient outcomes, and increase patient and staff satisfaction.
ECRI is an independent, nonprofit organization improving the safety, quality, and cost-effectiveness of care across all healthcare settings. ECRI is the only organization worldwide to conduct independent medical device evaluations, with labs located in North America and Asia Pacific. ECRI is designated an Evidence-based Practice Center by the U.S. Agency for Healthcare Research and Quality. ECRI and the Institute for Safe Medication Practices PSO is a federally certified Patient Safety Organization as designated by the U.S. Department of Health and Human Services.
For more information, visit www.ecri.org.
