and procedures in medical
Policies
equipment’s
Acquisition
Mekdela primary hospital has a policy for the
acquisition /procurement for new medical equipment’s,
donations of medical equipment/, commissioning,
decommissioning and disposal of equipment and out
sourcing technical services for medical equipment
maintenance and installations. These policies are
established by MEC and medical equipment maintenance
department of the hospital. The MEC and administrative
bodies of the hospital are the responsible bodies for the
implementation of these policies.
Policies and procedures related to
procurement
When purchasing new equipment, the purchasing
should be done by the medical equipment’s
specification according to the needs and quality of
the equipment to the hospital.
The specification for the equipment can be done by
the hospitals technicians or out sourcing technical
services assigned by the hospital.
When purchasing new equipment enough spare
parts and accessories to last at least 1-2 years
should also be purchased.
The hospital equipment purchasing committee
should bring the original Copy of warranty together
with the equipment.
The hospital biomedical technicians should be
participated in the purchasing to ensure that the
correct specification of the equipment is available.
The specification should be concerned on the quality
of the equipment to ensure it own perfectness,
reliability and durability
Sample Procurement Form for medical equipment in Mekdela
primary hospital
Date………………………………………
No-
……………………………………
Mekdela primary hospital would like to buy the following medical
equipment from competent company..
Equipment name (Item)...
………………………………...........................................................
Manufacturer country (Brand)
…………………………………………………………...............
The equipment should fulfill the following minimum requirement.
It must be the above specified brand
Must Show clear Power capacity
Should have clear Date of manufacturing
Should have Life span indicator
Should have Circuit diagram showing item design
The equipment must have Operation manual and Service
manual
Should have Spare parts and accessories with reserves
Should be New and packed
Should be checked by the hospital assigned technicians and
company technicians together.
Transportation and installation will be conducted by
agreement
Should give 1 to 2 years service Warranty
The company should have vat list
The company should have paid the annual tax
Hospitals stamp Name and
signature of approved person
…………………………………………
………………………………… ……
………………………………………...
Notice The hospital have a right to cancel the purchasing partially or
completely if it is
Possible to get the best alternative.
Policies and procedures related to donation
The MEC establish a policy for the receipt of donated medical
equipment’s. The policy describes the conditions under which a donated item
will be accepted by the hospital.
Health care equipment donations should benefit the hospital /the recipient/ to the
maximum extent possible;
Equipment will only be accepted if the item is needed by the hospital
and is described in the Model Equipment List and associated
Equipment Development Plan
Donated equipment must be in good working order
Donations should be given with due respect for the wishes and authority of the recipient,
and in conformity with government policies and administrative arrangements of our
country /Ethiopia/ in general and our hospital in particular.
If the quality of an item is unacceptable in the donor country, it is also unacceptable as a
donation.
We accept the donation only if there is effective communication between the donor and
our hospital.
Instruction manuals /service and operation manuals/ in English should
be supplied with the donated equipment.
Supplies, consumables and spare parts for the equipment should be
readily available in
Ethiopia. If that is not possible, at least 1 to 2 years of needed
consumables and spare parts should be supplied by the donor with the
donated equipment
The donor should provide follow up support regarding use of the
equipment, where necessary.
The equipment must not require any special storage or operating
conditions that the hospital Cannot provide (for example air
conditioning, humidity control etc)
The donated medical equipment must have completely full spare parts
for their installation and further use.
The hospital biomedical technicians or other related technicians from
the donor should check up the equipment whenever it is coming to the
hospital.
All equipment donations should be reviewed and approved by the MEC
before acceptance.
Policies and procedures related to
commissioning
And installation
According to the hospital policy, when new equipment has been
purchased or a donation has been accepted, preparations must be made for
receipt of the item. This is to ensure quick and efficient installation,
commissioning, training, and eventually placement into service.
Installation is the process of fixing the equipment into place.
Depending on the complexity of the equipment, this can range from simply
plugging the equipment into an electrical socket to building it into the fabric
of the room depending on the manufacturer’s recommendation behind
installation.
Commissioning is performing a series of tests and adjustments that
will check whether the new equipment is functioning correctly and safely,
and ensuring that any adjustments are made, before the equipment is
accepted.
The equipment’s that are purchased or accepted from donation may be
simple or complex.
Policies
For the purpose of installation, the appropriate, safe, sufficient and
clear place should be selected. This place can be selected by the
person who conducts the installation by taking the hospitals place
and area into consideration.
If the equipment that is purchased or accepted from donors are
somewhat complex and computerized the installation and
commissioning should be conducted by the technicians from the
purchasing or donation company together with the hospital biomedical
technicians.
Installation and commissioning out of the above point can be
conducted by the hospital biomedical technicians.
When the equipment become perfect in its own desired function after
the completion of Installation and commissioning, the person who
conducts the Installation and commissioning should trained the users
for its proper operation.
At the end of Installation and commissioning the hospital
biomedical technicians should do the following task.
Accept the equipment and establish Equipment History File including
the essential information that should be included in the Equipment
History File.
Enter equipment into the equipment inventory /the hospitals
inventory/
Prepare Standards Operating Procedures and assign Planned
Preventive Maintenance Schedule
Provide training for equipment users and maintainers as
appropriate.
Handover equipment to appropriate department/users/.
Keep the List of consumables required to run machine and
recommended spare parts in protected place until they are required
by the machine.
Keep the operation and service manuals of the machine in a
protected place.
Policy and procedures related to
Disposal
When the life span of particular medical
equipment is finished and stops completely
its proper function the equipment should be
decommissioned and finally disposed based on the
following policies.
Before decommissioning the equipment the
hospital biomedical technicians or out
sourcing technicians that are assigned by the
hospital should check the total disfunctioning
of the machine.
The hospital will establish a Disposal
Committee composed of MEC and other
bodies if required.
This established committee oversees the
disposal of all fixed assets that are no longer
required by the hospital, including medical
equipment.
Items may be disposed when they are no
longer required by the hospital, cannot be
repaired, or have reached the end of their
useful lifespan as checked by the
manufacturer’s recommendation, assigned
technicians or Engineers.
Whenever an item of medical equipment is
disposed it should be removed from the
hospital inventory and a record should be
entered into the Equipment History File to
indicate that the item has been disposed.
The Equipment History File should then be
moved to a separate storage location
For the indication of, inactive equipment
items.
Medical equipment disposed list
.
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Mekdela
primary
hospital
Medical
equipment
disposed list
2011E.C
