The HEMS One Equipment Inventory Record is made up of six tabs of information: Main, Schedule, Other Details, Parts, Attachments, and IT Fields. Each tab is covered in detail in this article.
The Equipment Inventory Record: Main Tab
The Main Tab of the equipment record contains most of the information about the physical equipment. Fields that appear yellow are required.
Control #: This is a unique number entered or scanned in from a barcode to identify the equipment.
Serial #: This is the serial # of the equipment.
Asset #: This is an additional unique identifier. Some users use the Asset #s from their accounting departments in this field for reporting ease.
GS1/UDI: This field is for the Unique Device Identifier (UDI or GUDID) provided by the manufacturer. If a UDI is used, the model information will automatically populate in the equipment record.
Model #: The model number of the equipment.
Name: The model Name. This field will automatically populate when the model # is selected. This field is tied to the Model record and cannot be edited.
Manufacturer: The manufacturer of the equipment. This field will automatically populate when the model # is selected. This field is tied to the Model record and cannot be edited.
EQ Type: The type of equipment. This field will automatically populate when the model # is selected. This field is tied to the Model record and cannot be edited.
Class: The equipment Class. This field will automatically populate when the model # is selected. This field is tied to the Equipment Type record and cannot be edited.
System: The equipment System. This field will automatically populate when the model # is selected. This field is tied to the Equipment Type record and cannot be edited.
Life Expectancy: The Life Expectancy of the equipment. This field will automatically populate when the model # is selected. This field is tied to the Equipment Type record and cannot be edited.
Device Inclusion: An additional way to group equipment.
Supplier: The supplier of the equipment.
Costcen #: The Cost Center number associated with the department that owns the equipment.
Department: The Department that owns the equipment.
Location: The physical location of the equipment.
Warranty Exp Date: The warranty expiration date of the equipment.
Service Exp Date: The service expiration date of the equipment. If the equipment is associated with a contract, the end date of the contract will appear here as the Service Expiration Date.
Purchase Date: The date the equipment was purchased.
Purchase Price: The cost of the equipment.
PO: The PO# used to purchase the equipment.
Retire Date: The date equipment was retired. Retired means removed completely from ownership through sale, donation, or disposal.
Last Maintenance: This date will reflect the last WO issue date for the equipment. This field cannot be edited.
Storage Date: The date the equipment was put into storage.
Placed in Service Date: The date the equipment was placed in service.
Age at Purchase: If the equipment was purchased used, then the age of the equipment at time of purchase would be entered here.
uerfield1: a customizable field.
userfield2: a customizable field.
Equipment Text: This is an open text field.
Work Order Notes: This is an open text field. Any information added here will appear on every work order issued for the equipment.
Active: If this box is checked, the equipment record is active.
UTL Status: The count of PM WOs on the equipment coded as unable to locate.
UPS: This is a Yes/No field indicating if the equipment has an associated UPS.
Emergency Power: If this box is checked, the equipment needs to be connected to Emergency Power.
Loaner: If this box is checked, the equipment is on loan.
Tester: If this box is checked, the equipment is used as a Tester.
Library: If this box is checked, the equipment is part of an equipment library that can be used for requisition, distribution, and return of loaned equipment.
No Backup: If this box is checked, there is no backup for this equipment.
AEM?: If this field says, “Yes”, the equipment is part of the AEM program.
Powerstrip: If this fields says, “Yes”, the equipment is plugged into an CMS/AAMI approved powerstrip.
Battery: If this fields says, “Yes”, the equipment uses battery power.
PM: This is tied to the Model field and cannot be edited.
Service Manual: If the box is checked it indicates that a service manual is available for the equipment. This field is tied to the Model and cannot be edited.
Operator Manual: If the box is checked it indicates that an operator’s manual is available for the equipment. This field is tied to the Model and cannot be edited.
Alarm: If this says, “Yes”, it means the equipment has a patient activated alarm.
ECRI #: The ECRI# of the Equipment Type. This field is tied to the Equipment Type and cannot be edited.
ECRI Name: The Name of the Equipment Type. This field is tied to the Equipment Type and cannot be edited.
The Equipment Inventory Record: Schedule Tab
The Schedule Tab shows the scheduling information about the equipment.
Schedule By Date: If this box is checked, the equipment will be on the schedule.
Schedule By Date Radio Buttons:
- Equipment Type: this is tied to the equipment record’s Equipment Type. The date associated with the Equipment Type cannot be edited on the equipment record. It must be edited in the Equipment Type module.
- Equipment Model: this is tied to the equipment record’s Model. The date associated with the Equipment Model cannot be edited on the equipment record. It must be edited in the Equipment Model module.
- Department: this is tied to the equipment record’s Department. The date associated with the Department cannot be edited on the equipment record. It must be edited in the Department module.
- Location: this is tied to the equipment record’s Location. The date associated with the Location cannot be edited on the equipment record. It must be edited in the Location module.
- Equipment: this is unique to the equipment so the schedule date can be adjusted on the equipment record.
- Float: this is also unique to the equipment so the schedule date can be adjusted on the equipment record.
Schedule Date: The Month and Day of the Month that the PM schedule will use to generate PM WOs at their given frequencies.
Schedule Template: If this box is checked, the PM Procedure can be changed.
PM Procedure: The PM Procedure associated with the equipment from either the Equipment Type, Equipment Model, or the individual piece of equipment.
Assigned Engineer: if this box is checked, initials of Engineering Employees can be entered. All work orders generated for the equipment will be assigned to whomever is designated in the Assigned Engineer field.
Priority – From Risk: This shows the Priority as defined by the Risk Score. This field cannot be edited.
Schedule Date for multi year: This field is used when the PM frequency for the equipment is less often than annual. If the box is checked, the month and year can be set for multi-year scheduling.
Schedule Frequency: This indicates the frequency at which the PM WOs will be generated.
Group: If the equipment is associated with a Group, the Group name will appear here.
- PM Procedure: The PM Procedure associated with the Group.
- Details: this field shows if the Group PM Procedure is scheduled.
Add Group button: use this to add equipment to an existing list of Groups.
The Equipment Inventory Record: Other Details Tab
The Other Details tab is where the additional equipment information can be reviewed. The risk information is generally defined on the Equipment Type and Equipment Model records. If needed, the risk assessment can be edited for an individual piece of equipment.
Risk Assessment: if this box is checked, the risk assessment can be edited by using the drop-down menus in the Statements fields.
Category: the category of the risk assessment.
Statements: the risk statement for the category.
Equipment Function: The function of the equipment.
Clinical Application: The clinical application of the equipment.
PM Requirement: The PM frequency requirement for the equipment.
Likelihood of Failure: The Mean-Time-Between-Failure span.
Environment of Use: The environment in which the equipment is used.
Incoming Inspection: The pre-defined incoming inspection from the service area.
Retirement Procedure: The pre-defined retirement procedure from the service area.
Survey Date: The date of the last survey on the equipment
Custodian: The custodian of the survey process.
The Equipment Inventory Record: Parts Tab
The Parts tab is where parts can be added to equipment. If work orders associated with the equipment use inventory parts, those parts will show up here.
Part #: The part number for the inventory part.
Part Type: The type associated with the part number.
Manufacturer: The manufacturer of the part.
Quantity: The part quantity.
Procedure: The procedure name associated with a PM part.
Frequency: The procedure frequency associated with a PM part.
Schedule Qty: The part quantity needed to perform PM.
Use the Add Parts button in the lower left corner of the Parts tab to add inventory parts to the equipment record.
Use the edit icon at the far right of a Part entry to edit the part (1). Use the delete icon at the far right of the Part entry to delete the part (2).
The Equipment Inventory Record: Attachments Tab
The attachments tab is for any files that need to be attached to the equipment record.
Name: The filename of the attachment.
Description: The description of the attachment.
To add files, click on the Select files button to browse for the file (1) , or drag and drop the file(s) where indicated on the lower right (2).
To edit an attachment, click on the Edit icon on the far right of the attachment listing.
To delete an attachment, click on the Delete icon. Any attachments on the Equipment Type and/or Equipment Model records that are associated with the equipment record will appear here. Those attachments cannot be edited or deleted from the equipment record.
The Equipment Inventory Record: IT Fields Tab
The IT Fields tab is used for tracking IT information on equipment that connects to the network or supports DICOM interface. If information is entered in the IT fields on the model record associated with the equipment record, the information will show up on this tab.
Network button: Check the box below the Network button to activate it. If the equipment model record associated with the equipment has already been defined as able to connect to the network, this button will be activated.
DICOM button: Check the box below the DICOM button if the equipment supports DICOM interface. If the equipment model record associated with the equipment has already been defined as supporting DICOM interface, this button will be activated.
Property: The property name of the IT field.
Value (From Model): The property value defined on the model record associated with the equipment.
Value: The value entered on the equipment record.
Click on the Network or DICOM buttons to add or edit the IT Fields properties.
Once the button is clicked, the DICOM/Network Properties window will appear. Once the equipment specific IT Field changes have been made, click the Accept button. Note: Properties from the Model record cannot be edited. If a Model property needs to be edited, it must be done on the Model record.