Where is my serialized equipment?
In the day-to-day process of patient service, infusion pumps and other serialized equipment are delivered to patients, exchanged for maintenance or picked up at the end of therapy. In the shuffle of equipment, tracking of the status of equipment becomes second to servicing the patient. Issues such as quick turn around of equipment can cause a lag in computer entry. Many times in an effort to get the equipment back out to a new patient, manual processes are enacted with the intention of cleaning up the software later. This well intentioned process will cause your system of tracking equipment to become ineffective. The result of incorrect data can lead to non-compliance with accreditation as well as incorrect billing. Incorrect tracking will also result in missing required preventative maintenance on equipment.
A system process is essential to ensuring your serialized equipment is tracked effectively. Establishing an equipment coordinator to maintain responsibility of your data increases your potential of keeping accurate records. A process of pickup, cleaning and returning a serialized piece of equipment must be recognized and maintained for integrity of records.
To get your data accurate, you need to do the following steps.
- Run a report of all purchased or rented serialized equipment. The listing should include the specific equipment serial number, the current preventative maintenance dates and acquisition date.
- Next manually track the location of the equipment. This process will involve the task of calling patients to verify the serial number or having your delivery personnel verify the number on the next scheduled delivery.
- Enter the corrected data into your current software system to include accurate PM dates and patient attachment of the correct serial number.
- Establish a process for receiving inventory to include equipment status codes for cleaning, return to manufacturer, preventative maintenance to ensure accurate accounting for equipment.
- Mandate software entry of every equipment pick-up and exchange to ensure the data is maintained.
- Run audit reports on a regular basis to ensure accurate data is maintained in the system.
The process of cleaning up your current data will take time but the outcome will provide you with an accurate accounting of the current status of your equipment. Correct data will ensure prompt preventative maintenance reporting and precise patient billing. Accurate records are also vital if you are currently considering purchasing or in the process of implementation of a new software.
Potential issues with not cleaning up your equipment and keeping the data accurate can result in a multitude of problems including:
- Accreditation issues regarding pump maintenance requirements.
- Medicare auditing issues regarding pump maintenance requirements
- Loss of valuable equipment in a time when reimbursement margins are decreasing
- Patient safety in utilizing equipment that is due maintenance and is missed due to inaccurate records