Republic of the Philippines

Province of Misamis Oriental

Local Government of Claveria

Office of the Municipal Health

REF. Laboratory 4. EQUIPMENT AND INSTRUMENTS

NO. standard
4A AVAILABILITY OF EQUIPMENT

  POLICY Laboratory shall have adequate equipment that is in good

working condition.
   
   PROCEDURE:
1. All equipments and individual description must be listed in the Laboratory
Equipment Inventory Form 

2. Inventory of equipment shall be done every first month of the calendar year.

3. Functionality of equipments is checked daily and must be indicated on its

respective Equipment Maintenance Folder.

4. Personal protective equipment such as laboratory gown, protective eye

wear/goggles gloves and face mask must be available.
 Republic of the Philippines
Province of Misamis Oriental
Local Government of Claveria

Office of the Municipal Health

REF. Laboratory 4. EQUIPMENT AND INSTRUMENTS

NO. standard
4B RECEIPT OF NEW EQUIPMENT IN THE LABORATORY

Policy is implemented to ensure that the exact equipments ordered are

POLICY the ones received and that they are in good working order.

PROCEDURE:

1. The supplier should inform the laboratory of the expected date and time of the
delivery. The delivery should preferably be done during regular office hours.

2. Follow the institutional rules/regulations regarding the receipt of laboratory

equipment. 

3. Inspect the packing for any damages in the presence of the service representative
and the supplier. 

4. Check whether the delivered instrument meets the specifications of the quotation.
Any discrepancies should be notified to the supplier. 

5. If the packing is intact and no damage to the equipment is anticipated, unpack the
equipment carefully. Retain all the packaging, labels, supports and booklets. 

6. Check the instrument for damages. 

7. The service representative shall assemble and perform a ‘’test run’’ using the
installation and operation manuals. 

8. The training of the technical staff of the laboratory should be carried out under the
supervision of the service representative of the company. 

9. Follow the relevant procedure for equipment evaluation.

10. Read the conditions of the warranty. 

11. A contract for equipment service maintenance and calibration should be

agreed between the supplier and the Hospital.

12. Only the authorized trained personnel should use the instrument. 
 Republic of the Philippines
Province of Misamis Oriental
Local Government of Claveria

Office of the Municipal Health

REF. Laboratory 4. EQUIPMENT AND INSTRUMENTS

NO. standard
POLICY AND PROCEDURE FOR CALIBRATION, PREVENTIVE
4C MAINTENANCE AND REPAIR OF LABORATORY EQUIPMENTS
( SCHEDULE OF TECHNICAL EQUIPMENT MAINTENANCE CHECK)
POLICY THE LABORATORY SHALL PROVIDE POLICY AND PROCEDURES
FOR CALIBRATION, PREVENTIVE MAINTENANCE AND REPAIR OF
EQUIPMENTS TO ENSURE THE CONTINUED FUNCTIONALITY OF
INSTRUMENTS AND TO BE ABLE TO CHECK THE CRITICAL OPERATIONAL
CHARACTERISTIC OF THE EQUIPMENT AT REGULAR INTERVAL.

 PROCEDURE:
1. CALIBRATION
a. Equipment calibration should be done according to its specification. 

b. Inform the MHO when the need for calibration is due.

c. Document request for calibration on the Preventive Equipment Logbook.

d. All calibrations done on equipments shall be documented.

2. PREVENTIVE MAINTENANCE
a. Ensure availability of Med.Tech. or trained personnel to check the functionality of the
equipment.

b. Preventive maintenance is done every day.

4C c. Specialized equipment is operated according to specifications and only by

appropriately trained personnel.

d. All preventive maintenance done should be recorded in the Equipment

Maintenance Form 
 Republic of the Philippines
Province of Misamis Oriental
Local Government of Claveria

Office of the Municipal Health

SCHEDULE OF TECHNICAL EQUIPMENT MAINTENANCE

CHECK

Microscope 

PROCEDURE: DAILY 

1.Check the physical condition of the power cord, plug & grounding    
   system (including other parts) 
2. Clean the unit 
3. Lubricate rollers and other movable parts (monthly)
4. Check the adjustment of the iris diaphragm & condenser assembly

NOTE :
1. Avoid exposing the unit to high temperature, dust and vibration 
2. Cover the unit when not in use 
3. Report abnormalities or malfunctions to the maintenance 
   Department. 

Clinical and Hematocrit Centrifuge

        PROCEDURE: DAILY 

1. Check the physical condition of the power cord, plug, grounding 

system, switches, control, gaskets, cover latch & rubber footing 
2. Clean the unit 

NOTE: 
1. Maintain proper balancing of load & check speed indicator, if 
applicable 
2. Unplug the unit when not in use 
3. Cover the unit when not in use 
4. If the unit is refrigerated, check temperature & leaks 
5. Report abnormalities or malfunctions to the Maintenance 
                                 Department

           Laboratory incubators/oven 
PROCEDURE: WEEKLY 

1. Check the physical condition of the power cord, plug, grounding 

system, switches and knobs 
2.  Clean the interior and exterior of the unit 
3.  Using the external thermometer, check the accuracy of the 
     temperature & the calibration of the thermostat 
4. Using a stop watch, check the accuracy of the timer’s calibration
 Republic of the Philippines
Province of Misamis Oriental
Local Government of Claveria

Office of the Municipal Health

NOTE: 
1. If the inside chamber is stained, wipe off with a moist 
cloth. Never wash it with water 
2. Install or store the unit in a location away from direct 
sunlight and splashes of reagents and water 
3.  Avoid exposing the unit to shocks and vibrations 
4.  Report abnormalities or malfunctions to the 
    Maintenance Department

Refrigerator 
PROCEDURE: DAILY 

1. Check the physical condition of the power cord, plug, grounding     

system 
2. Check if there is enough space between the items inside the unit to 
    allow air circulation 
3. Clean the unit (twice a month)

                    NOTE: 
1. Check if the door closes tightly after every opening 
2. Do not splash water on the surface to avoid short circuit 
3. Monitor the temperature reading daily
4. Unplug the unit before cleaning 
5. In case condensation forms on the front glass due to a very 
    humid environment, wipe it off with a soft dry cloth 
6. Report abnormalities or malfunctions to the Maintenance 
    Department

Spectrophotometer
 
PROCEDURE: DAILY 

1. Check the physical condition of the power cord, plug, meter grounding 
system, knobs and switches 
2. Clean the unit 
3. Check calibration 

NOTE: 
1. Check the automatic voltage regulator (AVR) meter 
2. Make sure that the unit is installed away from high magnetic 
    field strength or high frequency radiation and vibration 
                             3. Replace blackened bulb 
                             4. When solvent or sample solution is spilled in the sample 
                                 chamber, wipe it immediately with cloth which has been         
                                 soaked in soap and water 
 Republic of the Philippines
Province of Misamis Oriental
Local Government of Claveria

Office of the Municipal Health

                             5. When not in use, the instrument should be turned off and 
                                 covered
                             6. Report abnormalities or malfunctions to the Maintenance       
                                Department

                             7. Change the water daily using distilled or rain water 

           NOTE: 
                1.Report abnormalities or malfunctions to the Maintenance Department 

            3.REPAIR

a. Provide a logbook for corrective maintenance of equipments. The  

    logbook must have the following data:
a. Name of equipment
b. Model and serial number
c. Date of acquisition
d. Repair or replacement date
e. Nature of repair
f. Name of technician or Engineer
 Republic of the Philippines
Province of Misamis Oriental
Local Government of Claveria

Office of the Municipal Health

REF. Laboratory 4.EQUIPMENT/INSTRUMENTS

NO. standard
4D CONTINGENCY PLAN IN CASE OF EQUIPMENT BREAKDOWN

TO PROVIDE STEPS ON WHAT TO DO IN THE EVENT OF EQUIPMENT

POLICY BREAKDOWN.

PROCEDURE:
a. Breakdown of equipment should be reported immediately to the MHO. 
b. Clients in waiting should also be informed. Inform concerned clients of the
unavailability of examinations due to equipment breakdown.
c. Refer patient to other laboratory under MOA or to any laboratory of patient’s
choice.
d. Letter of request for the repair or replacement for a new one must be submitted to
the Lab manager.
e. If equipment is still under the company warranty, inform the supplier.
f. It is essential that all devices are cleaned and decontaminated before being sent for
repair or calibration.
g. In case of equipment loss due to robbery or theft.
A.  Identify equipment lost
B. Make a report and document in the incident/accident logbook.
C. Submit report to the MHO.
D. File blotter report to the municipal police force.

POLICY AND PROCEDURE IN CASE OF MACHINE BREAKDOWN OR UNAVAILABILITY OF

REAGENT/S

The laboratory ensures quality CBC result using automated CBC analyzer.  In case of a machine
breakdown or unavailability of reagent/s, manual CBC procedure is not an option.

PROCEDURE:
1. In case of CBC machine breakdown and/ or unavailability of reagent/s:
- The laboratory will not accept CBC request.
- The Laboratory personnel will inform the patient of the unavailability of the test.
         - Refer the patient to any licensed laboratory of their choice.

2. When machine breaks down, the Medtech will contact the service engineer/ technician for
 Republic of the Philippines
Province of Misamis Oriental
Local Government of Claveria

Office of the Municipal Health

technical assistance.

3. Inform the Municipal Health Officer or the Physician in charge that no CBC examination will be
done for the day.
 

CONDEMNATION OR DISPOSAL OF LABORATORY DEVICES OR

EQUIPMENT

  POLICY This policy is formulated for the proper disposal of unserviceable

equipment.

PROCEDURE:
1. Do an inventory of equipment.

2. Identify equipments that are obsolete, dangerous or no longer functioning to the standard
required.

3. All instruments and general items, which are unserviceable, should be removed from the
inventory and document on the specified Equipment Preventive Maintenance Form.  This has
to be done in accordance with the government regulations.

4. Make a list of the equipment that is to be removed from the inventory and submit to the
Owner.
 Republic of the Philippines
Province of Misamis Oriental
Local Government of Claveria

Office of the Municipal Health

POLICY ON AUTOMATED COMPLETE BLOOD COUNT (CBC) PROCEDURE AND NON -

PERFORMANCE OF MANUAL HEMATOLOGY/CBC

It is a policy of the laboratory to comply with the standards of Hematology procedure to give accurate
and reliable result. The laboratory implements the non-performance of manual CBC procedure. All
Complete Blood Count Examination (WBC Count, RBC Count, Hemoglobin/ Hematocrit
determination, RBC Indices and Platelet count) are performed in the CBC analyzer except for WBC
differential count where manual accounting may be performed.

PROCEDURE:
1. Receive patient’s laboratory request.
2. Perform the implemented CBC laboratory procedure according to the Manual Operating
Procedure. Refer to technical procedures.
3. No manual CBC procedure will be performed except for WBC differential count.