Addis Ababa Hospitals’ Medical and Facility Equipment 2014

inventory Auditing report

Executive summary

Addis Ababa public hospitals’ medical and facility equipment inventory assessment was carried
using the EHRIG implementation guidance between Sep 29 to Oct 08/2014 and results showed
that hospitals’ performance on both medical equipment and facility management was the lowest
compared to all other EHRIG chapters. . There was no information on how hospitals plan their
purchases in-service training, maintenance, disposal or replacement on medical equipment and
the availability of Biomedical Engineers or Technicians assigned to healthcare facilities.

There is , therefore, a need for hospitals to have established inventories as inputs to the many
different activities within the HTM life cycle (acquisition, commissioning, maintenance,
calibration, replacement and disposal) and not only strive to meet the five of the medical
equipment operation standards contained in the EHRIC document.

The inventory assessment covered all Addis Ababa (except St. Paul’s) public hospitals’ medical
and some facility management equipment, .The inventory assessment was carried out in eight
days after the two days training on the inventory detailed activities. The target groups for this
pre-job trainer were 64 Biomedical Engineering 2006 EFY Graduates from Jimma University
and31 Biomedical Engineers or Technicians from all Addis Ababa Hospitals and AARHB. At
the end of the two days training the feedback evaluation rated was 36.7%Stromgly agreed,
46.8% agreed, 14.6% average, 1.7%disagreed and 1.2%strongly Disagreed.

Introduction
The Effective Healthcare Technology management requires both human and financial resources.
Healthcare Technology Management of Health Facilities requires special type of training and
awareness how to manage and prioritize all activates on Medical Equipment.

The availability of medical Equipment at all the times in each level of healthcare facility is
crucial for proper health care provision.
These devices should be
 Safe,
 Effective
 Affordable
 Quality (meet the required international standard)
 Availability in Adequate Quantities
(In very high critical area needs the backup or additional stand-by medical Equipment)
It is Important to indicate that the medical equipment and facility management inventory will
support hospitals to have information for the following problem and to address basic questions
properly, such as:
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

 What equipment do we have?

 Should we have more?
 What should be replaced and when?
 Do we have the right service coverage?
 How much do we spend on parts?
 Is our equipment clean, compliant, and patient-ready every time we use it?

Medical Equipment inventory is an essential part of an effective health-care technology

management (HTM) system. In order to be effective in assisting the Healthcare facilities to
manage their medical Equipment the FMOH has been developed and implemented the Hospital
Reform Guide (EHRIG) in addition to other Strategies. The EHRIG Volume II chapters eight
and nine are Facility and Medical Equipment Management respectively. Both chapters are poorly
performed. The National average hospitals’ performance in 2006 EFY was less than 50%
compared to 85% national target. The Addis Ababa Hospitals’ performance was even less than
40% on these two chapters. To rectify these issues, the FMOH has prioritized support for these
two chapters and Addis Ababa Hospitals in particular to meet the minimum standards specified
in the EHRIG.

The Medical Equipment Management has nine operational standards; one of these standards is
the inventory. It is recommended to be updated continually so that it provides up to date status of
medical equipment within the health-care facility. Update points include initial data collection;
regular updates when a new piece of equipment arrives or discarded; and during annual
inventory audits. This inventory of medical equipment is used in conjunction with inventories of
additional supportive assets, with the list of spare parts.. During the training of the eleven Addis
Ababa hospitals, AARHB, FMOH/MSD and FMOH/PHID Biomedical Engineers decided on the
level of detail of data to be included in this inventory, in order to satisfy the EHRIG minimum
requirements. Inventory management is carried out using a paper-based and computer based
system, as determined by the resources available (64 BME newly Graduated from Jimma
University, 31 BME/T from eleven AA Hospitals) and as per the aligned plan among
FMOH/MSD - CHAI/EHMI, FMOH/MSD - FMOH/PHID and FMOH/MSD – AA Hospitals.

This established inventory serves as the foundation for moving forward within the HTM system
and ensuring safe and effective medical equipment.

On Job Training Areas

 Medical Equipment Management
 Over view of EHRIG Chapter 9
 Medical Equipment Inventory detail
 Spare part list (Bin & Stock Card)
 Medical Equipment History file
 Sample Work order formant
 CMMS (computer maintenance management system software)
 Essential / Core Medical Equipment list
 Medical Equipment SOP
 Incident or risk mitigation on Medical Equipment
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

 Facility Management
 Over view of EHRIG Chapter 8
 Availability of site plan of the Hospital
 Check list on availability of Water system
 Check list on availability of Electricity system
 Check list on Kitchen
 Check list on Laundry
 Check list on toilet

Training Organizer
This training has been organized by Federal Ministry of Health MSD with collaboration of PHID
and AARHB Biomedical Engineering Team. It is sponsored by CHAI/EHMI.
Expected training outputs
At the end of the training, participants have got:

 Adequate knowledge and skill who can manage Healthcare Technology Management
 Will be able to manage their medical and facility management
 Will reduce emergency or unplanned purchasing of Medical Equipment
 Will reduce the corrective/unplanned maintenance by utilizing planned maintenance.

Objective/Purpose

This inventory report can serve or be used:

A. As a tool.
B. As an input to the many different activities within the HTM cycle
(Acquisition, Commissioning, Maintenance & Calibration, Replacement & Disposal)
C. As means to meet the five of ME operation standard in EHRIC document and shows
that the direction for the fulfillment of the remaining four operational standards

A. The inventory as a tool and Responsible Organization

NO The inventory as a tool: Responsible Organization Remark

1 Forecasting and developing budgets Facilities, FMOH/Logistic mgt Unit

2 Planning and equipping a technical PHID

workshop

3 Determining required staffing (Structure of RHB, FMOH/HR

BME Directorate)

4 Identifying training needs (New, Refresher, MSD/PFSA

Advanced Type)
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

5 Managing service contracts (High Tech Facilities

machines

6 Running an effective medical equipment MSD

management programme

7 Planning for spare parts and consumables Facilities/PFSA

orders
8 Performing needs assessment Facility/MSD/PFSA

9 Developing replacement and disposal FMHACA

policies and goals

10 Developing purchasing and donations goals: FMHACA/PFSA

10.1 To replace the Equipment and

10.2 To meet the standard
(Based on the Three Tires)
11 Performing risk analysis, management and FMOH, NAGMEFM
mitigation
12 Planning for disasters and emergencies FMOH, NAGMEFM

13 Making a case for equipment FMOH/EFMHACA

“standardization”

Methodology
i) Identifying the participant and the facilities
 Identified the inspection team from
1. FMOH/MSD…Agrarian Team
2. CHAI/EHMI
3. FMOH/PHID and AARHB
 Identified five federal and six Addis Ababa regional Hospitals as the pilot for
Biomedical Engineering who are graduated from Jimma University in 2007EFY as
the pre- service trainee.
 Identified 64 Biomedical Engineer who are graduated from Jimma University in
2007EFY as the pre- service trainee.
 Identified 31 Biomedical Engineer/Technician who are graduated from Jimma
University in 2007EFY as the in - service trainee.
ii) Providing Inventory Training.
 Introduced the EHRIG Chapter 8 Facility management
 Introduced the EHRIG Chapter 9 Medical equipment Management
 Introduce the different format related to the Inventory from the Annex part of
EHRIG Chapter 8 and 9
 Conduct “Medical Equipment Inventory”
 Conduct “Medical Equipment History file”
 Conduct “Medical Equipment Need Assessment”
iii) Conducting and inspection the inventory
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

 Assigning the trainer of trainee in Eleven AA Hospitals.

 Utilizing the WHO and EHRIG Medical Equipment related issuse document as a
tool
 The facility BME/T has the full ownership and reported daily for the inspection team
 The inspection Team provided technical support and evaluates the activities daily.
 If there is deviation on the process inspection team done correction and provide
coaching.
iv) Reporting the finalized data
 The participant submitted the separated for Medical and Facility Equipment finalized
report.
 Presented the result in power point.
v) Finalizing the data analysis and provide information to FMOH.
 Collecting the Data report from the participant
 Performing data validation in random Selection of the equipment and confirm it to
the recorded inventory data.
 Analysis the report and generating the 1st draft doc.
 Finalizing the report and submitted to MSD after incorporating the feedback
Training Materials
i. LCD;
ii. Laptop
iii. Power point presentations
iv. Flipchart, markers, plasters
v. Note book and pens
Training date:
i. October 01, 2014 to October 10, 2014.

Monitoring:
The training has been monitored on daily basis Inspected using questioning, answering and
group follow up

Trainee Evaluation:
i. Evaluated the participants on pre- and posttest (On-Job Inspection)
 Pretest focused on the inclusion criterion of Medical Equipment Inventory
 There was different ambiguity among the participants since there is no local rule and
regulation on it.
 After lecture we reach on the understanding on the inclusion criterion of Medical
Equipment Inventory
 The posttest done as inspection on the site(Job) and provide coaching activities.
ii. Reported on inventory by participant and evaluated as per the training document
 All Addis Ababa Hospitals’ submitted the inventory result on both Medical
Equipment and Facility Management except the St poul,
iii. End of training evaluation by participants
 At the end of the two days training the feedback evaluation rated was
 36.7%Stromgly agreed,
 46.8% agreed,
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

 14.6% average,
 1.7%disagreed and
 1.2%strongly disagreed.

This is the inventory result of both Medical Equipment and Facility Management

A Federal and AA hospital Medical Equipment Inventory result

Hospitals AL AM PT TA GD MN RD TB YK ZW Total

Functional 137 40 129 805 82 166 133 105 167 135 1899

Non-fun 68 43 46 160 84 126 23 30 117 57 754

Total(BME) 205 83 175 965 166 292 156 135 284 192 2653

Medical Equipment in Their Level of Complexity

Level of Medical Equipment Qty Percentage Functional in %

Hi-tech 5 0.10% 50%
Medium level 360 13.20% 72%
Lower level 2397 88.7 % 75%

B. Facility (Hospital) Equipment

Facility Equipment Tot functional Tot non-functional Total

CSR 7 4 11
Kitchen 38 22 60
Laundry 43 62 105
Boiler 1 3 4
Generator 8 1 9
Incinerator 5 0 5
IV fluid prod 8 0 8
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

Total(Facility) 110 92 202

Number of Medical Equipment in Their Level of Complexity

2500
2000 Functional in %
1500 Percentage
2397
1000 Qty
500 360 Level of Medical Equipment
5
0
1 2 3 4 5 6 7

Medical Equipment Complexity and the Needs of Skill BME/T in their Level
Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

3000

2653

2500

2000 1899

1500

965
1000
805
754

500
292 284
205 175 160 192
166 166 167
137 129 126 133156 105135 117 135
83
68 4043 46 8284 57
000 23 30
0
Hospit AL AM PT TA GD MN RD TB YK ZW Total
als
Federal and AA hospital Medical Equipment Inventory result
Series1
Series2 0 137 40 129 805 82 166 133 105 167 135 1899
Series3
Series4 0 68 43 46 160 84 126 23 30 117 57 754
Series5
Series6 0 205 83 175 965 166 292 156 135 284 192 2653
Series7
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

B. Facility or Hospital equipment result

250
202 Equipment/ Total Total Total
200 Plant
functional Non-fun.
150
105 CSR 7 4 11
100 Kitchen 38 22 60
60
Laundery 43 62 105
50
11 9
Boiler 1 3 4
4 5 8
Generator 8 1 9
0
Incinerator 5 0 5
IV fluid prod 8 0 8
Tot_func
Tot_nonfunc Total(Facility) 110 92 202
Total

Diversity or Non- Standardizations of Medical Equipment

Model Country of origin Manufacturer
unknown known unknown known unknown known
>300 >450 >250 >36 >600 >500

Diversity Country of Origin in %

No Country Of Origin Percentage
1. Turkey 2%
2. UK/England 2%
3. Korea 3%
4. Taiwan 4%
5. Italy 4%
6. China 8%
7. Germany 13%
8. Japan 14%
9. USA 14%
10. Other 27 countries 9%
11. Country of origin Is not known 27%
Total counted C.org
100%
Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report
 Fun Tot_func Non functional Tot_nonfunc Total
AL AM PT TA GD MN RD TB YK ZW AL AM PT TA GD MN RD TB YK ZW

Opthtalmology 8 Addis
0 0Ababa
0 Hospitals’
0 5 0 Medical
2 0 and
0 Facility
15 Equipment
4 0 0 2014
0 0 0 0 1 0 0 5
Diabetic Center 0 0 0 6 0 0 0 0 inventory
0 0 Auditing
6 0 report
0 0 0 0 0 0 0 0 0 0
GI unit 0 0 0 9 0 0 0 0 0 0 9 0 0 0 2 0 0 0 0 0 0 2
Internal
Medicine 0 0 0 14 0 0 0 0 0 0 14 0 0 0 20 0 0 0 0 0 0 20
Neurology 0 0 0 6 0 0 0 0 0 0 6 0 0 0 0 0 0 0 0 0 0 0
Cardiac 0 0 0 6 0 0 0 0 0 0 6 0 0 0 0 0 0 0 0 0 0 0
Radiotherapy 0 0 0 6 0 0 0 0 0 0 6 0 0 0 0 0 0 0 0 0 0 0
Rehabilitation 0 0 0 43 0 0 0 0 0 0 43 0 0 0 8 0 0 0 0 0 0 8
Renal unit 0 0 0 7 0 0 0 0 0 0 7 0 0 0 1 0 0 0 0 0 0 1
Nuclear
Medicine 0 0 0 40 0 0 0 0 0 0 40 0 0 0 11 0 0 0 0 0 0 11
Dermatology 0 0 2 0 0 0 0 0 0 0 2 0 0 0 0 0 0 0 0 0 0 0
ENT 0 0 0 0 0 0 3 0 5 0 8 0 0 0 0 0 0 1 0 0 0 1
OR Eye 11 0 0 0 0 45 17 0 0 0 73 6 0 0 0 0 8 2 0 0 0 16
OPD Adult 0 1 0 0 0 1 0 0 3 0 5 0 1 0 0 0 7 0 0 3 0 11
OPD PedI 0 0 0 0 0 0 0 0 5 0 5 0 0 0 0 0 0 0 1 5 0 6
OPD Ophtal 0 0 0 0 0 29 31 0 0 0 60 0 0 0 0 0 13 1 0 0 0 14
OPD MDR 0 0 1 0 0 0 0 0 0 0 1 0 0 0 0 0 0 0 0 0 0 0
MainOR 21 0 3 139 16 33 16 26 29 14 297 8 0 0 24 20 11 7 2 26 0 98
MinorOR 5 0 0 26 1 0 0 0 0 4 36 3 0 0 1 0 0 0 0 0 9 13
OR Burn 0 0 0 0 0 0 0 0 23 0 23 0 0 0 0 0 0 0 0 22 0 22
Pharmacy 0 4 30 108 0 0 6 0 0 21 169 0 2 3 0 0 0 2 0 0 2 9
Emergency
pedi 0 0 0 33 0 0 0 0 0 3 36 0 0 0 13 0 0 0 0 0 2 15
Emergency
Gen 8 7 5 24 3 8 0 10 0 7 72 3 2 6 2 0 8 0 1 0 5 27
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

Laboratory 23 18 36 147 18 17 20 23 22 20 344 14 32 4 25 0 2 7 5 13 4 106

ICU M/S 0 0 0 71 0 0 15 9 6 11 112 0 0 0 1 0 0 0 6 5 2 14
ICU- N 0 0 0 24 14 0 0 14 40 20 112 0 0 0 14 8 0 0 1 26 4 53
ICU - P 0 0 0 25 0 0 0 0 0 0 25 0 0 0 14 0 0 0 0 0 0 14
ECT 0 6 0 0 0 0 0 0 0 0 6 0 0 0 0 0 0 0 0 0 0 0
EEG 0 2 0 0 0 0 0 0 0 0 2 0 0 0 0 0 0 0 0 0 0 0
Img/Radiology 3 0 3 19 2 7 11 9 10 5 69 2 0 1 4 0 1 1 0 3 4 16
GI unit 0 0 0 9 0 0 0 0 6 0 15 0 0 0 2 0 0 0 0 0 0 2
Family
Planning 0 0 4 5 0 0 0 0 0 0 9 0 0 0 2 0 0 0 0 0 1 3
GYN/Obs 0 0 0 21 3 0 0 8 9 11 52 0 0 0 7 4 0 0 4 4 8 27
Dental 6 0 8 0 0 6 0 4 8 2 34 0 0 1 0 0 0 0 1 7 2 11
physiotherapy 12 2 0 0 0 0 0 0 0 9 23 4 6 0 0 0 0 0 0 0 5 15
ART 0 0 0 0 0 0 0 0 0 0 0 2 0 0 0 0 0 0 0 0 3 5
MDR TB 11 0 30 0 0 0 0 0 0 0 41 7 0 11 0 0 0 0 0 0 0 18
Store 0 0 0 0 25 6 0 0 0 0 31 0 0 0 0 30 65 0 7 0 0 102
Ward 29 0 6 17 0 4 0 0 1 8 65 10 0 3 0 0 3 0 1 3 3 23
Workshop 0 0 1 0 0 5 14 0 0 0 20 5 0 17 0 0 8 2 0 0 3 35
Disposal 0 0 0 0 0 0 0 0 0 0 0 0 0 0 9 22 0 0 0 0 0 31

Total(BME) 137 40 129 805 82 166 133 105 167 135 1899 68 43 46 160 84 126 23 30 117 57 754 2653

CSR 0 0 0 4 1 0 0 1 0 1 7 0 0 0 2 0 0 0 0 0 2 4
Kitchen 7 0 14 0 0 4 4 0 5 4 38 4 0 9 0 0 2 2 0 0 5 22
Laundery 6 6 4 2 5 4 3 5 3 5 43 5 5 5 21 5 4 6 0 10 1 62
Boiler 0 0 0 1 0 0 0 0 0 0 1 0 0 0 1 0 0 0 0 0 2 3
Generator 1 1 0 1 0 2 1 0 1 1 8 0 0 0 0 0 1 0 0 0 0 1
Incinerator 1 1 0 1 0 0 1 0 1 0 5 0 0 0 0 0 0 0 0 0 0 0
IV fluid prod 0 0 0 0 0 0 0 0 8 0 8 0 0 0 0 0 0 0 0 0 0 0
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

Total(Facility) 15 8 18 9 6 10 9 6 18 11 110 9 5 14 24 5 7 8 0 10 10 92 202

Overall Total 152 48 147 814 88 176 142 111 185 146 77 48 60 184 89 133 31 30 127 67 2855 2855
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

Limitation
The focuses of this document is on medical equipment, spare part inventories and Plant or
hospital equipment (Items such as Boilers, CSR Autoclaves, Laundry equipment, Generators,
Incinerator, Kitchen Refrigerator and water distiller).

Discussions of inventories for workshop tools, test equipment, consumables, safety equipment,
and radioactive and hazardous materials and waste are outside the scope of this document.

Challenge
1. The skill gap of the newly graduated BME on inventory process
2. The trend Vs the scientific approach of isolating Medical Equipment from Facility
Equipment (e.g. Refrigerators and Autoclave which is found in clinical area).
3. No National Nomenclature in Medical Equipment
4. Lack of awareness of equipment users on the purpose of inventory
5. Existing poor medical equipment management
6. Existing poor medical equipment data (no recorded document)
7. Some facilities users are locked on their Medical Equipment
8. The arrangement of the Medical Equipment in the store is worst scenario.
Even, we need daily laborer to take data from the medical equipment.

The way forward

 The FMOH should establish a framework for the development of national essential health
technology programmes that will have a positive impact on the burden of disease and
ensure effective use of resources[1];
 The business, Academia and scientific communities should identify and adapt innovative
technologies that can have a significant impact on public health [1].
 USE “5S”
i.e. Equipment those are not working should move to work shop instead of kept in the
working area or discarded if their spare parts no more available
 The copy of user manuals and spare parts of the equipment should be kept with
equipment every day
 The Next Version of EHRIG should include on document development of the following
subject areas:
 Policy framework for healthcare technology
 Medical device regulations
 Health technology assessment
 Health technology management
 Needs assessment of medical devices
 Medical device procurement
 Medical equipment donations…found on EFMHACA website
 Medical equipment inventory management…This Doc.
 Medical equipment maintenance
 Computerized Maintenance Management Systems
 Medical device data
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

 Medical device nomenclature

 Medical devices by health-care setting
 Medical devices by clinical procedures…This doc.
 Medical Device/Equipment Refurbishment, Assembling, Manufacturing, Innovation,
Research and Development.

Conclusion
This Medical Equipment Inventory shows that
a. It fulfils the five out of nine medical equipment operational standards in EHRIG. Those
are:
a) Paper or computer based inventory of Medical Equipment
b) Essential /core List of specialty care Medical Equipment and their Risk
Classification
c) Paper or computer based Inventory of Spare Parts
d) History file of Medical Equipment
e) The Need or availability of BME and/or MEC in the Healthcare facilities
b. It is the roadmap for all activities of HTM cycle and the remaining
Operational standards of EHRIG We have to implement “5S” through Maintenance,
Commissioning and calibration campaign. Because from 2653 Medical Equipment the
754(28.4%) aren’t working, more than 70 aren’t commissioned and the remaining
1899(71.6%) are Active.
c. We have to minimizing the variation(type, model, manufacturer and country of
origin) of Equipment during Acquisitions (donation, purchasing, leasing, rental…)
because, our inventory show that there is no standardization in the following parameters

i. models : Greater than are known and 300 are unknown,

ii. manufacturers: Greater than 600 are known & 500 are unknown,
iii. suppliers: Almost 90% are unknown,
iv. country of origins: Almost 36 are known & 250 are unknown
v. No spare part and service Manuals almost for all (99%). TASH has some service
manual but it is the same with others in the spare part issues.
vi. Not all suppliers are known by facilities and did not provide the proper support on
after sales service. Even they have no skilled BME/T
vii. Most service manual and recovery software are on the hand of supplier as
business strategy. It is belonging to the facilities.
viii. No industrial training for BME/T on Hi-tech and middle level medical equipment
category rather the orientation is given during installation with the end-users.
ix. No continuous training for end users locally and abroad on Hi-tech and middle
level medical equipment category
x. Instead of Pharmacist the BME/T should import Medical Equipment.
d. Set other alternative Equipment acquisition mechanism such as:
i. Leasing and Rental,
ii. Technology Transfer, Innovation and Local Production,
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

iii. Assembling and/or Refurbishing second hand (not more than 5yr old) or donation
equipment on the bases of the MOU with some world class medical equipment
manufacturers with their area/field of specialties in clinical application.
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

Reference
1. WHO Medical device technical series, (June 2011), “Introduction to medical equipment
inventory management”, Geneva, Switzerland.
2. FMOH, (October 2014), “Medical and Hospital Equipment Inventory data collection from five
federal and six AAR Hospitals”, Addis Ababa, Ethiopia.
3. FMOH, (2010), Ethiopian Hospital Reform Implementation Guide EHRIG volume II Chapter
9 Medical Equipment Management, Addis Ababa, Ethiopia
4. FMOH/MSD, (2014), “MSD-CHAI, MSD-AARH and MSD-PHID alignment plan”, Bishoftu,
Adama and Addis Ababa, Ethiopia
5. FMOH/MSD, (2014), Medical Equipment Facility Management Initiatives
6. FMOH/MSD, (2014), Addis Ababa Hospitals EHRIG and HPMI report
7. Lenel A et al. How to organize a system of health technology management.
‘How to Manage’ series of health care technology guides no. 1. St Albans, Ziken International
(Health Partners International), 2005.
8. Temple-Bird C et al. How to operate your healthcare technology effectively and safely. ‘How
to Manage’ series of health care technology guides no. 4. St Albans, Ziken International
(Health Partners International), 2005a.
9. Recommended practice for a medical equipment management program. American National
Standard ANSI/AAMI EQ56. Arlington, Association for the Advancement of Medical
Instrumentation, 1999.
10. Fennigkoh L, Smith B. Clinical equipment management. Joint Commission on Accreditation
of Healthcare Organizations Plant Technology and Safety Management Series, 2:5–14, 1989.
11. Medical equipment maintenance programme overview. Geneva, World Health Organization,
2011.
12. Wang B, Levenson A. Equipment inclusion criteria -a new interpretation of JCAHO’s Medical
Equipment Management Standard. Journal of Clinical Engineering, 2000, 25:26–35.
13. Wang B et al. Medical equipment management strategies. Biomedical Instrumentation and
Technology, 2006, 40:233–237.
14. Temple-Bird C et al. How to plan and budget for your healthcare technology. ‘How to
Manage’ series of health care technology guides no. 2. St Albans, Ziken International (Health
Partners International), 2005b.
15. Computerized maintenance management system. Geneva, World Health Organization, 2011.
16. Kawohl W et al. How to manage the finances of your healthcare technology management
teams. ‘How to Manage’ series of health care technology guides no.
17. St Albans, Ziken International (Health Partners International), 2005
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

Appendix
A. Criteria for medical equipment inventory inclusion
a. Items included in an inventory
Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

b. Data included in an inventory

c. Inventory identification number

Since we have no National nomenclature and the Inventory identification number in EHRIG
document rarely utilized, here we used the five digit sequential numbers for simplicity
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

B. Inventory data collection form (minimum or initial parameters)

 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

C. The detail inventory proposal Document on Addis Ababa Hospitals

Introduction
Healthcare Management Team
Effective Healthcare Technology management requires both human and financial resources.
Healthcare Technology Management of Health Facilities requires special type of training and
awareness how to manage and prioritize all activates on Medical Equipment.
The requested training is for 64 Jimma University 2007EFY graduated Biomedical Engineer plus
31 Addis Ababa Hospitals Biomedical Engineer/Technician. The estimated budget is
298,560:00ETB for the planned Eight days training. The first two days are going to be pure
training at training center in Addis Ababa University. The next six days are going to be for the
practical attachment at all eleven Addis Ababa Hospitals
It is envisaged that the training of these staffs combined with the aligned plan of MSD/EHMI,
MSD/PHID and MSD/AARHB ongoing support from Agrarian Case team, will bring
Knowledge on implementing of EHRG Specially, Medical Equipment and Facility Management
chapters. The ultimate goal is to enable decision maker to plan properly and enhance patient
satisfaction.

On Job Training Areas

 Medical Equipment Management
 Over view of EHRIG Chapter 9
 Medical Equipment Inventory detail
 Spare part list (Bin & Stock Card)
 Medical Equipment History file
 Sample Work order formant
 CMMS (computer maintenance management system software)
 Essential / Core Medical Equipment list
 Medical Equipment SOP
 Incident or risk mitigation on Medical Equipment
 Facility Management
 Over view of EHRIG Chapter 8
 Availability of site plan of the Hospital
 Check list on availability of Water system
 Check list on availability of Electricity system
 Check list on Kitchen
 Check list on Laundry
 Check list on toilet
 Training Organizer
This training will be organized by Federal Ministry of Health MSD with collaboration of PHID
and AARHB Biomedical Engineering Team. It is funded/sponsored by CHAI/EHMI.
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

Expected training outputs

At the end of the training, participants will:

 Will get adequate knowledge and skill who can manage Healthcare Technology
Management
 Will be able to manage their medical and facility management
 Will reduce emergency or unplanned purchasing of Medical Equipment
 Will reduce the corrective/unplanned maintenance by utilizing planned maintenance.

Goals / Purposes of the Training

 To take inventory on all (eleven) Addis Ababa Hospitals
 To provide sufficient knowledge and skill to professionals working in the Biomedical
Engineering Unit/Directorate

Target Groups
The target groups for this training are Jimma University Biomedical Engineering 2006EFY
Graduates, Biomedical Engineer or Technician in all Addis Ababa Hospitals and AARHB

Training Methodology
The methodologies to be used for this training include:

 Power Point Presentation

 Group discussion and presentations;
 Practical attachment at all Addis Ababa Hospitals

Training Materials
 LCD;
 Laptop
 Power point presentations
 Flipchart, markers, plasters
 Note book and pens

Training date:
ii. October 01, 2014 to October 09, 2014.
Monitoring:
The training will be monitored on daily basis using questions and answering and group follow up
Trainee Evaluation:
 Oral pre- and posttest to participants
 Reporting on inventory by participant
 End of training evaluation by participants
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

Number of Participant on the EHRIG chapter 8 & 9 implementation training and

Medical Equipment Inventory Campaign @ Addis Ababa Hospital
Jimma Remark
University Hospital’s
BME/T Graduates BME/T Total Participants
AARHB - 4 4
BLH 8 5 13
St.Pa 7 4 11
Ras Desta 5 3 8
Zewditu 6 3 9
Yekatit 6 1 7
Minilik 6 2 8
St. Peter 4 2 6
Amanuel 4 1 5
Alert 6 2 8
Gandi 6 2 8
T.Bejing 6 2 8
64 31 95

D. EHRIG (EHSTG)
ETHIOPIAN HOSPITAL SERVICES TRANSFORMATION GUIDELINES

Operational Standards for Medical Equipment Management

1. The hospital has in-house Medical Equipment Management unit with an operational plan,
required staff and led by a biomedical personnel.

2. The Hospital has a Medical Equipment Management Committee composed of doctors,

nurses, technicians, pharmacists, and administrative personnel that oversees the medical
equipment management programme.

3. The hospital has an appropriately equipped medical equipment maintenance workshop.

4. The Hospital has a paper-based and computer-based or automated inventory management

system that tracks all equipment and spare parts included in the equipment management
programme.

5. An Equipment History File is maintained for all medical equipment, containing all key
documents for the equipment.
 Addis Ababa Hospitals’ Medical and Facility Equipment 2014
inventory Auditing report

6. The hospital has policies and procedures in place for acquisition of new medical equipment,
commissioning, decommissioning and disposal of equipment, the receipt of donations, and
outsourcing technical services for medical equipment repair and maintenance.

7. All new equipment undergoes acceptance testing prior to its initial use to ensure the
equipment is in good operating condition, and are installed and commissioned in accordance
with the manufacturer’s specifications.

8. All equipment operators and personnel are trained on proper operation, safety, and
maintenance of medical equipment with standard operating procedures readily available to
the user.

9. There is a schedule for inspection, testing and preventive maintenance for each piece of
equipment as guided by the manufacturer’s recommendations and that schedule is
appropriately implemented.

10. There is a notification and work order system for corrective maintenance and calibration of
medical equipment based on their level of risk.