Biomedical Department t. (706) f. (706)

Transcription

1 Biomedical Department t. (706) f. (706)

2 2 Index Broken Equipment Equipment Repairs GCHC Biomedical Work Request On Site Repairs Shop Repairs Vendor Repairs Status on Equipment Repairs Unrepairable Items Preventive Maintenance Shipping Equipment Ordering New Equipment (DME) Choosing New Equipment Completing the Departmental Request Receiving New Equipment AED s and Defibrillators Glucometers Equipment PAR Levels Damaged Equipment Lost/Stolen Equipment Surplus Equipment Rental Equipment

3 3 Broken Equipment Equipment Repairs: We must have an open work request before we can inspect or repair your equipment. The work request form is located on the Biomed section of the GCHC website. All repairs will be prioritized and repaired accordingly. GCHC Biomedical Work Request: We utilize an online work request system which is located on the Biomed section of the GCHC website. If the item is not in our database we will contact you for additional information. It takes 24 hours to add a new item and when completed, we can open a work request. **Instructions and examples for how to fill out the work request are located at the back of the manual On Site Repairs: The site will need to ensure that we have access to the unit in an area where the repairs can be performed. The equipment must be cleaned before we will attempt repairs. We cannot work on equipment that is in use. Shop Repairs: If you requested a shipping container we will ship one to your facility, please inform your staff to expect it so that it will not be discarded. Shipping containers are normally sent out within 1 business day. You will need to carefully package your item and ship it to us within 5 business days. If you indicate on the work request that a shipping container is not needed then you are responsible for ensuring that the item is packaged with appropriate packing materials and shipped in sturdy, undamaged boxes. Equipment must be cleaned before sending it to us. Items that show evidence of contamination will be returned to your site unrepaired. Handpieces must be packaged individually and sterilized. You must send all power cords and accessories with each unit. We cannot complete the repairs unless we have them. Completed repairs will be returned to the site via UPS. Work requests will be automatically closed if we do not receive the item within 30 days. The site will be ed that the work request has been closed and they will need to resubmit another work request. ** You are responsible for notifying the GDC property person or tool control officer at your facility that you are sending equipment out for repair. Vendor Repairs Shipped from Site: We will notify you if you must ship equipment from your site directly to the vendor. You will receive instructions and any necessary documentation. Items must be sent via UPS and you must us the tracking information. Site will need to send us an when the repaired unit is received back.

4 Vendor Repairs Onsite: If we need to schedule an outside vendor to visit your site for repairs we will notify you via . Once we have scheduled with the vendor, we will send an with the company name, technicians name, scheduled date, approximate time and any other requirements. The site is responsible for notifying all appropriate people to ensure that the vendor is given entry. The site will need to ensure that the equipment and adequate space is made available. The site will need to send us an when the visit is completed and give us the status. **Medical/Dental personnel are not authorized to request additional work/repairs or modifications from the vendor. Status on Equipment Repair: Please send an to with your name, your sites name, the asset number and the item in question. We will respond as quickly as we can. We do not give the status of equipment over the phone. Unrepairable Items: If we are unable to repair your equipment, we will notify you via and return the item to your site. The site is responsible for coordinating with the GDC property person at the facility for disposal of the item. Once you have received the documentation for turn-in, you will need to provide us with a copy so the item(s) can be removed from our database. Preventive Maintenance Each site is scheduled for a yearly PM visit. We schedule these visits through . Each site needs to assign someone from their staff to assist us and make sure that their equipment is made available to us on the day of our visit. Shipping Equipment Please send equipment by UPS. All sites have a UPS account, if you do not know your UPS account number please contact Fiscal Affairs at They will provide your account number and tell you how to access UPS online. When you are directed to ship equipment, please securely wrap the equipment to minimize damage during shipment. Send all power cords and accessories with the unit. We cannot start repairs until we have all components. Do not use shredded paper when packing the equipment, it can cause damage and prolong the repairs. You will need to carefully package your item and ship it to us within 5 business days. If you indicate on the work request that a shipping container is not needed then you are responsible for ensuring that the item is packaged with appropriate packing materials and shipped in sturdy, undamaged boxes. Handpieces are the only exception to this requirement and they may be shipped in any appropriate box that the site has available. Our Ship to address is located on the work request that you receive. 4

5 5 If you send your equipment by a method other than UPS, you will be responsible if it gets lost. We cannot track items that are sent by United States Postal Service (USPS). Equipment must be clean and disinfected. Items that have evidence of contamination will be returned to the site unrepaired. Handpieces must be sterilized in individual packages (one handpiece per sterilized package). Unsterilized handpieces will be returned to the site unrepaired. If the site fails to submit a work request before sending the item, the item will be returned to the site. Ordering New Durable Medical Equipment (DME) Choosing New Equipment: We have a standard equipment list posted on our website, this list is updated frequently. If the list is unavailable or your item is not listed please send an to GCHC_BIOMED@augusta.edu Requesting DME: All DME requests must be submitted through the equipment request form located on our website. You will be notified if the item is approved and given instructions for submission of the Departmental Request. Incomplete/Incorrect departmental requests will not be processed. Receiving New Equipment: When you receive new equipment at your facility, it is the sites responsibility to notify the GDC property person. Once the equipment has received a GDC property sticker you will need to send us an with the information listed below: TO GCHC_BIOMED@augusta.edu 1) GDC barcode number 2) Model of the unit 3) Make of the unit (manufacturer) 4) Serial number of the unit When we receive this with all the necessary information, we will add it to our database. NOTE: It takes 24 hours for equipment to be added to the system, failure to send us this information will delay repairs. AED s and Defibrillators We stock electrodes for the AED- Defibrillator units and we stock batteries for the AED units. If you use a set of electrodes or they expire, please submit a work request for the unit. If the unit

6 6 states that your battery is low please submit a work request for the unit. If you have multiple AED s that require electrodes/batteries you will to need submit one work request for each unit. Glucometers Broken glucometers are replaced individually by the company as a swap out repair. You must call the 800 number on the back of the glucometers. Customer service will get all necessary information and if applicable will send you a new unit. You will be responsible for sending back your broken unit to avoid being charged for the replacement. Sites needing extra glucometers need to send an to GCHC_Biomed@augusta.edu. You will need to list the number of extra units you are requesting and the justification. If your request is approved the units will be sent to your facility. If you are requesting glucometers because yours are missing you must submit a lost-stolen report with your request. Damaged Equipment Equipment that is damaged must be reported. The site will need to submit a work request and a completed incident form. When we receive both items we will contact the site to discuss how to resolve the situation. Lost/Stolen Equipment Equipment that is lost/stolen must be reported. The site will need to submit a lost stolen report. When the report is received Biomed will contact the site to discuss how to resolve the situation. Surplus Equipment If you have surplus equipment that is not needed at your please contact your Regional Manager. Equipment that is no longer needed should be turned in to the site property person. Rental Equipment Please follow the directions below when you have a patient that requires specialty equipment. Clinitron Beds, Air Mattress, Life Vest and Wound Vacs: The online request system for rental equipment such as life vest, air mattress, clinitron beds, and wound vac s is located on the Biomed portion of the GCHC website. Sites are responsible for monitoring the expiration date of the provider orders and submitting a renewal before the orders expire. Sites must submit a rental discontinuation request when the unit is discontinued. Patients returning from outside services:

7 7 When patients require rental items the site will be contacted by Utilization Management (UM). UM will provide the type of equipment and provider orders. The site must then submit a rental request for the item. NOTE: for patients returning from outside services that require a BiPap or CPap please mmcgahee@augusta.edu and dparker@augusta.edu. You must include in the , the equipment information and provider orders that you received from UM. We will contact you as soon as possible. ****Sites must not contact the rental company unless directed to do so by Biomed or Purchasing.

8 8 EXAMPLES How to complete an online work request Complete the contact info* and choose medical or dental. *GCHC-You must use your Augusta University . ** Dental Only- will use their GDC . ***Cannot use your personal . Click on the Submit button, this will take you to the next page

9 9 Please fill in what site you are, for example: Hays State Prison NOTE: ASMP Only must complete the Department and Room # ( see example below )

10 10 Fill in the Barcode/Asset Number. This is the GDC-Corrections Barcode that is on every unit. We cannot open a work request without this number. Example Barcode: Fill in the Item Description and give the detailed description of the problem you are having.

11 11 When completed, click submit. You will get a message on the screen that looks like this, please read it carefully.

12 12 You will also receive a copy of the work request in your AU , see the example below. NOTE: Our Ship to address is listed on the bottom of the . Please use the address listed at the bottom of the to ship your item to us. If a shipping container was requested, one will be sent to your site. **You are responsible for notifying the appropriate people, including all warehouse or receiving personnel, that you are having a shipping container sent to you. Containers arrive with 1-3 days at the site.