How Does Your HTM Program Score? A, B, C, D or F? Patrick K. Lynch CHTM, CBET, CCE, CCE, CPHIMS Global Medical Imaging

Who am I? CHTM, CBET, CCE, CPHIMS, CHTS-PW, fACCE 40 years in Biomed Managed large In-house, ISO and corporate Biomeds Active in certification of BMETs and CEs 1 st Pres of NCBA (North Carolina branch) President, HTMA-SC Treasurer – HTMA-GA Member of all Biomed Associations (honorary NC, KY, Utah) Board Member – META, SC, GA Advisor – OH, KY, TN, UT, VA, NC, Texas Writes monthly for TechNation and BI&T (AAMI) - Heineman Medical Foundation (Guatemala) Currently, works for GMI is sales development, who sponsors my activities 2

Measures of HTM Performance Traditional HTM o PM Completion o Budget Performance Internal Benchmarks External Benchmarks COSR 3

Starts with self-evaluation SunHealth QM Survey – 1979 ASHE Maintenance of Medical Equipment – 1988 Journal of Clinical Engineering – 1990 AAMI HTM Levels Guide

HTM Levels Guide Published 2014 Written by 3 extreme leaders of the field – o Matthew Baretich o Frank Painter o Ted Cohen The best comprehensive tool to evaluate an HTM program Free from AAMI I have copies for all of you (courtesy AAMI) It is a very compact document It needs to be exploded and repackaging to be of maximum usefullness. That is what my presentation is – a reformatting and simplification of the HTM Levels Guide. 5

HTM Levels Guide - Overview Assumes 3 levels of HTM Programs o Fundamental (Level 1) Essential services only o Progressive (Level 2) – Beyond essential and focusses on cost savings o Advanced (Level 3) – Leading edge, demonstrates full range of possible HTM contributions. 6

HTM Levels Guide - Overview 9 Key Characteristics 1.Program Scope 2.Regulatory Compliance 3.Program Management 4.Equipment Maintenance & Technology Management 5.Personnel Management & staff development 6.Tactical & Strategic Planning 7.Performance Monitoring & Performance Improvement 8.Patient & Staff Safety 9.Internal & External Relationships 7

HTM Levels - Overview FundamentalProgressiveAdvanced Program Scope131 Regulatory Compliance121 Program Management353 Equip Maintenance & Tech Mgmt 453 Personnel Mgmt & Staff Development 243 Tactical & Strategic Planning165 Performance Montoring & Improvement 141 Patient & Staff Safety242 Internal & External Relationships 233 8

As you hear about these measures and think about your own program... Nobody is perfect It is difficult to give ourselves a totally honest evaluation. There are lots of rationalizations for our lack of top performance. o it isn’t important o they won’t let us o our culture is different o blah, blah, blah Are these reasons or excuses? Are we just not making a compelling case? There is always room for improvement. 9

HTM Program maintains MOST of the general biomedical equipment in the organization. 1 of 1 10

The HTM program maintains ALMOST ALL general medical equipment. 1 of 3 11

The HTM program maintains or manages some advanced medical technology (e.g. imaging, laboratory). 2 of 3 12

The HTM program has "clinical engineering" capabilities available from a qualified clinical engineer. 3 of 3 13

The HTM program manages all HTM-relates costs for the organization. 1 of 1 14

The HTM program achieves compliance with accreditation standards and government regulations. 1 of 1 15

The HTM program has up-to-date knowledge of applicable codes, standards and regulations. 1 of 2 16

The HTM program implements cost-effective compliance strategies. 2 of 2 17

HTM program leadership works proactively with regulatory agencies and standards organizations to develop and update medical technology-related regulations, codes and standards. 1 of 1 18

The HTM program has a current, written medical equipment management plan (MEMP). 1 of 3 19

The HTM Program has an equipment control program in place with a risk-based inventory. 2 of 3 20

The HTM program uses a Computerized Maintenance Management Program (CMMS) for inventory, maintenance scheduling, and maintenance history. 3 of 3 21

The HTM program is a distinct organizational entity with a qualified, dedicated manager and a separate budget. 1 of 5 22

The HTM manager has access to financial information needed to carry out these responsibilities. 2 of 5 23

The HTM department calculates the Cost of Service Ratio (COSR). 3 of 5 24

The HTM program uses a CMMS with a productivity and cost analysis capabilities. 4 of 5 25

The HTM program has adequate space, tools and equipment. 5 of 5 26

The HTM program operates like a business. 1 of 3 27

The HTM program monitors productivity. 2 of 3 28

The HTM program's CMMS has extensive analytical and technology management features. 2 of 3 29

The HTM program has written procedures for safety and functional testing and preventive maintenance. 1 of 4 30

The HTM program has written schedules for inspecting and maintaining medical equipment. 2 of 4 31

3 of 4 The HTM program has a process for regular calibration of test equipment. 32

4 of 4 The HTM program has the ability to readily obtain repair parts. 33

Including all newly-acquired device types in the MEMP is based upon a written rick assessment process. 1 of 5 34

Maintenance procedures and schedules are based on recognized resources and organizational data. 2 of 5 35

The HTM program includes management of stock parts (e.g. in their CMMS or other materials management system). 3 of 5 36

The MEMP inventory accuracy is verified at documented intervals by a sample physical inventory. 4 of 5 37

Service contracts include provisions for periodic auditing of vendor qualifications. 5 of 5 38

The HTM program manages medical technologies throughout the entire equipment life cycle. 1 of 3 39

The HTM program uses evidence-based maintenance strategies. 2 of 3 40

The HTM program integrates RM (risk management) and QA (quality assurance) into HTM. 3 of 3 41

HTM program personnel have appropriate education, experience, credentials and values. 1 of 2 42

HTM program job descriptions and job titles conform to professional standards. 2 of 2 43

The HTM program has a process for orienting new staff members. 2 of 4 44

The HTM program has a budgeted continuing education education program. 3 of 4 45

The HTM program supports participation in regional or national professional associations. 4 of 4 46

The HTM program reports directly to the Vice president or C-suite level. 1 of 3 47

The HTM program has a qualified clinical engineer on staff. 2 of 3 48

At least 30% of the HTM program technical staff holds a professional certification. 3 of 3 49

The HTM program is regularly included in the process for selection and the acquisition of medical equipment. 1 of 1 50

The HTM program is involved in capital planning and replacement equipment planning. 1 of 6 51

The HTM program is involved in equipment planning for construction and renovation projects. 2of 6 52

The HTM program is involved in all purchases of new equipment. 3 of 6 53

The HTM program records data for technology planning in the CMMS. 4 of 6 54

The HTM program works with clinical staff to understand their needs and identify appropriate technologies. 5 of 6 55

The HTM program ensures that user and service training is included with most new equipment purchases. 6 of 6 56

The HTM program has a leadership role in important clinical technology decisions. 1 of 5 57

The HTM program actively participated in strategic (long-term) technology planning and assessment. 2 of 5 58

The HTM program provides guidance on healthcare technology integration in all construction and renovation. 3 of 5 59

The HTM program collaborates on the selection of all medical device-related technologies. 4 of 5 60

The HTM program takes leadership and active participant roles in CE-IT convergence issues. 5 of 5 61

The HTM Program regularly monitors and reports compliance with the MEMP. 1 of 2 62

The HTM program participates in the Safety / EOC Committee's annual evaluation of the MEMP. 2 of 2 63

The HTM program performs internal benchmarking, monitoring multiple metrics over time. 1 of 3 64

The HTM program considers external benchmarking relative to HTM programs of similar organizations. 2 of 3 65

The HTM program is engaged in continuous performance improvement. 3 of 3 66

The HTM program benchmarks externally, identifies best practices, and implements performance improvements. 1 of 1 67

The HTM Program responds to product notifications and recalls related to medical equipment. 1 of 2 68

The HTM program reports equipment-related problems and use errors to the Safety / EOC Committee. 2 of 2 69

The HTM program is part of the organization's patient safety program. 1 of 4 70

The HTM program conducts The HTM program is part of the organization's patient safety program.no problem found" (NPF) and equipment failure analysis. 2 of 4 71

The HTM program manages the organization's process for handling equipment-related alerts and recalls. 3 of 4 72

The HTM program routinely participates in medical equipment- related incident investigations. 4 of 4 73

The HTM program routinely participates in medical equipment- related incident investigations. 1 of 2 74

The HTM program takes a leadership role in acquiring and distributing up-to-date knowledge on technology-related issues relevant to the organization's patient safety process. 2 of 2 75

The HTM program is represented on the Safety / EOC Committee. 1 of 2 76

The HTM program participates in environmental tours in patient care areas. 2 of 2 77

The HTM program has effective working relationships with clinical departments. 1 of 3 78

The HTM program has collaborative relationships with Information Technologies (IT) and Facilities. 2 of 3 79

The HTM program is represented on one or more of the following groups or committees: Capital, Facility design, Patient Safety, Nursing Education, Strategic Planning, Laser Safety, Product Evaluation, Quality Assurance, Performance Improvement. 3 of 3 80

The HTM program has a website for intra-organizational communications and reference. 1 of 3 81

The HTM program is an active communicator to key technical and management groups in the organization. 2 of 3 82

HTM program personnel provide leadership in national and regional professional associations. 3 of 3 83

Takeaways Nobody is perfect It is difficult to give ourselves a totally honest evaluation. There are lots of rationalizations for our lack of top performance. o it isn’t important o they won’t let us o our culture is different o blah, blah, blah Are these reasons or excuses? Are we just not making a compelling case? There is always room for improvement. 84

Thank You Questions? To download, Go to Join as an individual member (it is free) You will see “Download” menu selection. 3/30/ Patrick Lynch