By Herman McKenzie
Herman McKenzie
Looking back, the COVID-19 pandemic taught ambulatory surgery centers (ASCs), like all health care organizations, many valuable lessons. No lesson was as important as thoroughly understanding the importance of keeping up with timely maintenance of an ASC’s medical and utility equipment.
Proper inspection, testing and maintenance (ITM) of medical and utility equipment is crucial to provide the safest and most efficient patient care. With current advances in medical technology and an increasing emphasis on patient outcomes, maintaining these assets is paramount.
It is also wise to explore benefits, challenges and best practices associated with ASC equipment ITM. Following a regular equipment maintenance routine helps to use most effectively the vital elements of a health care organization’s physical environment. Let’s explore the benefits of keeping up with medical and utility equipment safety.
Benefits of Equipment Maintenance
Patient safety: The primary objective of regular equipment maintenance is to ensure the safety of ASC patients. Whenever ASC equipment is used, patients, clinicians and other allied health care professionals must feel confident that its analysis, therapy and functionality adhere to the manufacturer guidelines to minimize risk of equipment malfunction. This is imperative to reduce the potential for adverse events and to ultimately enhance patient outcomes.
Equipment reliability: Completing timely maintenance procedures increases the reliability and longevity of medical and utility equipment. Timely and accurate maintenance reduces the likelihood of unexpected breakdowns or disruptions, ensuring that ASCs can operate smoothly and without delays, which ultimately leads to improved patient satisfaction.
Cost efficiency: Well-maintained equipment is more cost-effective in the long run. Routine inspections and proactive maintenance help identify potential issues early, preventing major breakdowns that could eventually require expensive repairs or replacements. Moreover, preventive maintenance extends the lifespan of equipment, delaying the need for costly capital investments.
Challenges in Equipment Maintenance
Technological complexity: Participating in continuous training and education programs for both equipment users and maintenance staff is vital to keep up with technological advancements and industry best practices. Providing staff with opportunities to enhance their knowledge and skill set ensures they are equipped to manage the maintenance needs of advanced equipment and systems effectively.
Regulatory compliance: Compliance with regulatory standards and guidelines is essential within health care settings. ASCs must ensure that their equipment maintenance practices align with the requirements set forth by accrediting organizations such as The Joint Commission and the Occupational Safety and Health Administration (OSHA). This includes maintaining accurate records of inspections, repairs and equipment history.
Best Practices in Equipment Maintenance
Inspection, testing and maintenance (ITM): Regularly scheduled preventive maintenance activities — such as calibration, performance testing and routine inspection — are essential to identify and address potential issues before they escalate. A proactive approach minimizes equipment downtime, prevents costly repairs and maximizes the lifespan of the resources. Maintaining comprehensive and accurate records of equipment and all related ITM activities is crucial for thorough compliance and effective management.
Frequently, the responsibility for managing these systems within ASCs falls upon clinical staff who may not have in-depth technical or regulatory code knowledge to evaluate tasks that are outsourced to vendors to complete. Even when outsourced those managing vendors must make sure that records include such details as maintenance intervals, tasks performed, parts replaced and relevant notes and/or observations. (An example of an important note could be that the manufacturer has stopped providing replacement or repair parts.) This helps health care organizations plan for orderly replacement of an item(s) instead of reacting to a critical failure. Documentation also facilitates traceability, aids in troubleshooting, and supports future planning and decision making.
Conclusion
It is critical for ASCs to be prepared no matter what crisis may lie ahead. ITM of medical and utility equipment and systems within an ASC plays a vital role in ensuring patient safety, operational efficiency and cost-effective management. Proactive maintenance practices, supported by regularly training health care staff, help to prevent equipment failure, minimize downtime and extend the lifespan of assets.
By adhering to regulatory and accreditation guidelines and keeping meticulous records, ASCs can create a culture of excellence in ITM, thereby enhancing patient care and contributing to the overall success of the health care facility.
— Herman McKenzie is the director of engineering for the Standards Interpretation Group at The Joint Commission.
