Overview of equipment management in a healthcare setting

Equipment management is one of the essential elements of a quality-management system. Proper management of the equipment in the laboratory is necessary to ensure accurate, reliable, and timely testing. A great deal of thought and planning should go into equipment management. Ast any laboratory puts an equipment management program in place, the following elements should be considered:
Selection and purchasing. When obtaining new equipment what criteria should be used to select equipment? Should equipment be purchased, or would it be better to lease?
Installation. For new equipment, what are the installation requirements, and who will install the new instrument?
Calibration and performance evaluation. What is needed to calibrate and validate that the equipment is operating correctly? How will these important procedures be conducted for both old and new instruments?
Maintenance. What maintenance schedule is recommended by the manufacturer? Will the laboratory need additional preventive maintenance equipment?
Oversight
All persons who will be using the instruments should have been appropriately trained and understand how to properly operate and perform all necessary routine maintenance procedures. Oversight of an equipment management program includes:
Assigning responsibilities for all activities;
Assuring that all personnel are trained on operation and maintenance;
Monitoring the equipment management activities:
Review all equipment records routinely;
Update maintenance procedures as necessary; and
Ensure that all procedures are followed.
Selecting equipment
Selecting the best instrument for the laboratory is very important. Some criteria to consider, when selecting laboratory equipment include:
What are the performance characteristics of the instrument? Is it sufficiently accurate and reproducible to suit the needs of the testing to be done?
What are the facility requirements, including the requirements for physical space?
Will reagents be readily available?
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?
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?
Acquiring equipment
Is it better to purchase, rent, or lease equipment? When making this decision, it is a good idea to factor in repair costs. The initial cost of an instrument may seem reasonable, but it may be expensive to repair. Before purchasing, ask if:
Wiring diagrams, computer software information, a list of parts needed, and an operator’s manual are provided;
The manufacturer will install the equipment and train staff (covering travel expenses as necessary) as part of the purchase price;
The warranty includes a trial period to verify that the instrument performs as expected;
The manufacturer’s maintenance can be included in the contract and, if so, whether maintenance is provided on a regular basis; and
The vendor’s responsibilities for installation.
Whenever possible, it is best to have the manufacturer install laboratory equipment; this will likely improve the conditions of the warranty, and also may ensure that the installation is done properly and quickly. If equipment is installed by the laboratory:
Check that the package contents contain all of the parts;
Make a copy of any software that is part of the system;