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Inventory Management | April 13, 2020
Presented By
[Presenter Name]
[Presenter Title]
Date

 Topic placement
 Definition & importance of inventory
 Purpose of inventory management document
 Key Elements
– Types of inventories
– Items included in an inventory
– Data included in an inventory
– Inventory Management
– Inventory as a tool
 Challenges, resources & working group session
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Inventory Management | April 13, 2020

 Equipment inventory is part of the management cycle of medical equipment
 Inventory starts after procurement or receipt of donations and is the main input to a medical equipment management program
 Inventory is a primary component of a Computerized
Maintenance Management System (CMMS) and assists to organize the maintenance of equipment
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Inventory Management | April 13, 2020

 An inventory is a detailed itemized list of assets held by an organization or institution
– Must be continually maintained and updated to reflect the current status of each asset
– Depending on the nature of the organization and its assets, different details are tracked and updated as changes occur
 Medical equipment inventory is a list of the technology on hand, including details of the type and quantity of equipment and the current operating status
– Accessories, consumables and spare parts inventories are directly correlated with the main medical equipment inventory
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Inventory Management | April 13, 2020

 Equipment inventory is an essential part of an effective health-care technology management (HTM) system and may be used to:
– Develop budgets for capital purchases, maintenance and running costs
– Build and support an effective clinical engineering department
– Support a medical equipment management programme
– Plan the stock of spare parts and consumables
– Support equipment needs assessment
– Record equipment purchase, receipt, retirement and discard
– Support facility risk analysis and mitigation, and emergency and disaster planning
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Inventory Management | April 13, 2020

 To provide an overview of medical equipment inventory for people working within the health-care field and who wish to understand the topic in greater detail
 To present the different types of inventory and the data included in these inventories
 To illustrate the role of an accurate, detailed inventory in
HTM and the importance in ensuring the inventory provides useful information to support informed decisionmaking throughout the HTM cycle
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Inventory Management | April 13, 2020

 Types of inventories
– National, regional, facility
– Medical equipment, consumables, spare parts, workshop tools & test equipment
 Items included in an inventory
– Some facilities may include every piece of equipment
– Facilities may establish inclusion criteria
• Risk assessment (equipment function, physical risk, maintenance requirements, incident history)
• Mission criticality & utilization rates
• Facility needs & usage rates
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Inventory Management | April 13, 2020

Data included in an inventory:
 Inventory identification number  Condition/operating status
 Type of equipment/item  Power requirements
 Brief description of item
 Manufacturer
 Operation/service requirements
 Date inventory updated
 Model/part number
 Serial number
 Physical location within facility
 Maintenance service provider
 Purchase supplier
 Other info as needed
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Inventory Management | April 13, 2020

 An inventory is effective only when it is comprehensive and accurate
 Inventory is updated whenever there is any change or addition of information and during annual audits and reviews
 Three stages of inventory management:
– Initial data collection
– Information update (due to any change in information)
– Annual audit/review
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Inventory Management | April 13, 2020

 Inventory may be paper- or computer-based
– Keeping a paper-based record back-up is good practice
 Once the inventory has been established, it can be a very helpful tool within the clinical engineering department and the health-care facility as a whole
 Inventory can be used as a tool in:
– Forecasting and developing budgets
– Planning and equipping a technical workshop
– Determining required staffing
– Identifying training needs
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Inventory Management | April 13, 2020

 Inventory can be used as a tool in (cont’d):
– Managing service contracts
– Running an effective medical equipment management programme
– Planning for spare parts and consumables orders
– Performing needs assessment
– Developing replacement and disposal policies and goals
– Developing purchasing and donations goals
– Performing risk analysis, management and mitigation
– Planning for disasters and emergencies
– Making a case for equipment standardization
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Inventory Management | April 13, 2020

 Change of mindset
– Any change will always be met with resistance
– Collecting and updating data, assigning numbers, organizing paperwork and/or information may be seen as ‘extra work’
– Workers might be unclear on the purpose or benefit of the work
– Staff leading inventory data collection should encourage workers and explain benefits for collecting and maintaining inventory data
 Lack of manpower or time for initial data collection
– Dedicate one person or a certain amount of time each week to inventory data collection
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Inventory Management | April 13, 2020

 Lack of budget
– Inventory may involve extra costs for supplies, such as paper, inventory stickers/labels, computers, files
– Evaluate ‘bare minimum’ vs ‘nice-to-have’
• Ex: printing inventory ID# with market vs. inventory stickers/labels
• Ex: paper-based vs. computer-based inventory system
– In dire need, responsible department should evaluate current budgets and attempt to re-allocate funds or request
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Inventory Management | April 13, 2020

 Determining the inventory identification number system
– Sequential numbering: 1, 2, 3...
• Simplest method
• Does not give any information about the machine
– Coded numbering: identifies unique features of the equipment
• Tells information about the machine
• May be complicated; department must agree on and understand codes
– Barcodes: barcode stickers label each piece of equipment
• Can easily access detailed information about the equipment remotely
• Requires barcode stickers, barcode reader and appropriate software
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Inventory Management | April 13, 2020

 Handling/discarding unused or obsolete equipment discovered during inventory
– When performing initial inventory, equipment that is unused, obsolete or beyond repair may be discovered
– The facility can use this inventory data collection process to
‘clean house’ and remove all such devices
– The disposal process may be complicated and lengthy, but facilities should attempt to push through the process to eliminate hazards and unnecessary clutter
– Donating equipment to local biomedical technician programmes is an excellent way to discard of equipment while supporting healthcare technology programme development
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Inventory Management | April 13, 2020

 Maintaining/updating inventory
– Inventory data collection is fairly easy and straightforward and is probably the simplest step in developing an effective medical equipment management program
– Records must be updated every time there is a change
– A clear process on when and how to update records will simplify the workflow
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Inventory Management | April 13, 2020

 ‘How to Manage’ Series for Healthcare Technology, Ziken
International (Health Partners International), 2005
 Clinical Engineering Handbook, J. Dyro, Elsevier
Academic Press, 2004
 Recommended practice for a medical equipment management program . American National Standard
ANSI/AAMI EQ56
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Inventory Management | April 13, 2020

 List examples of types of equipment that could/should be included/excluded in an inventory. Why?
 A list of data included in an inventory was presented
– Why are each of these items important?
– What other data could be included in an inventory and why?
 For your setting, discuss:
– Pros and cons of paper- and computer-based inventory systems
– Which inventory numbering system might be most appropriate?
– How might an inventory be used as a tool?
– Personal experiences with medical equipment inventory End
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Inventory Management | April 13, 2020

Training module of :
 Introduction to medical equipment inventory management
 Developed by Tania O'Connor
 April 2011
 Global Initiative on Health
Technologies, WHO
 Supported by the Bill & Melinda
Gates Foundation
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Inventory Management | April 13, 2020

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Inventory Management | April 13, 2020
Contacts:
 http://www.who.int/medical_devices/en/
 mailto:medicaldevices@who.int
 Phone: + 41 22 791 1239
 Fax: +41 22 791 48 36
 Skype: WHOHQGVA1 (then dial 11239)
 Other: (presenters name and email)
Objective: to ensure improved access, quality and use of medical devices.