General Maintenance Equipment Maintenance Protocol

April, 2024
Table of Contents
1.Introduction .............................................................................................................................................. 3
1.1. General Principles: .............................................................................................................................. 3
1.2. Specific Equipment Maintenance Protocols: ..................................................................................... 3
Vehicle and Transport Services .................................................................................................................. 8
3. References .............................................................................................................................................. 10
1.Introduction
This protocol outlines a comprehensive approach to maintaining various essential equipment

within a hospital setting, encompassing electrical, water, sanitation, sewerage, and ventilation

systems.

1.1. General Principles:

Safety First: All maintenance activities must prioritize safety for staff, patients, and visitors.

Adherence to relevant safety protocols and use of appropriate Personal Protective Equipment

(PPE) is mandatory.

Preventative Maintenance: Regular preventative maintenance is crucial to minimize breakdowns

and ensure optimal equipment performance.

Documentation: All maintenance activities, including inspections, repairs, and replacements,

must be meticulously documented.

Training and Competence: Maintenance staff must be adequately trained and competent in

handling and maintaining specific equipment.

Emergency Response: A clear and well-rehearsed emergency response plan for equipment

failures must be in place.

1.2. Specific Equipment Maintenance Protocols:

A. Electrical Systems:

❖ Daily:

✓ Visually inspect electrical panels, wiring, and outlets for any signs of damage, overheating,

or loose connections.

✓ Check operation of emergency lighting systems.

✓ Monitor power consumption and identify any unusual fluctuations.

 ❖ Weekly:

✓ Test and clean electrical equipment like generators

✓ UPS systems, and electrical panels

✓ Inspect and clean electrical outlets and switches.

❖ Monthly:

✓ Conduct thorough inspections of electrical wiring

✓ Conduits, and junction boxes

✓ Test and calibrate electrical safety devices like GFCIs and AFCIs.

❖ Quarterly:

✓ Perform preventive maintenance on electrical equipment, including cleaning, lubrication,

and tightening connections

✓ Test and calibrate electrical meters and instruments.

✓ Annually:

✓ Conduct comprehensive electrical system inspections by a qualified electrician

✓ Perform load testing on generators and UPS systems

✓ Replace worn-out or damaged electrical components.

B. Water Systems:

Daily:

✓ Visually inspect water pipes

✓ Valves, and fixtures for leaks or damage

✓ Monitor water pressure and temperature.

 ✓ Check operation of water softeners and filters.

Weekly:

✓ Clean and disinfect water tanks and reservoirs

✓ Flush water lines to remove sediment.

Quarterly:

✓ Test water quality for contaminants and bacteria

✓ Inspect and clean water pumps and motors.

Annually:

✓ Conduct thorough inspection of water pipes and plumbing system by a qualified plumber

✓ Replace worn-out or damaged water pipes and fixtures.

C. Sanitation and Sewerage Systems:

Daily:

✓ Clean and disinfect restrooms, showers, and other areas with high sanitation requirements.

✓ Empty and clean waste bins.

✓ Monitor sewage flow and identify any blockages.

Weekly:

✓ Deep clean and disinfect all sanitation areas.

✓ Inspect and clean sewage pipes and drains.

Monthly:

Conduct thorough inspection of sanitation and sewerage systems by a qualified plumber.

Inspect and clean septic tanks (if applicable).

Annually:

✓ Perform preventative maintenance on sewage pumps and motors.

 ✓ Replace worn-out or damaged sanitation and sewerage system components.

D. Ventilation Systems:

Daily:

✓ Visually inspect ventilation systems for any signs of damage, dust accumulation, or

malfunction.

✓ Monitor airflow and air quality.

✓ Clean and disinfect air filters.

Weekly:

✓ Inspect and clean ventilation fans, ducts, and grilles.

✓ Test and calibrate ventilation system controls.

Monthly:

✓ Conduct thorough inspection of ventilation systems by a qualified HVAC technician.

✓ Replace worn-out or damaged ventilation system components.

Annually:

✓ Perform preventative maintenance on ventilation systems, including cleaning, lubrication,

and balancing.

✓ Test and calibrate ventilation system alarms and sensors.

E. Equipment Maintenance:

Daily:

✓ Visually inspect all equipment for any signs of damage, wear, or malfunction.

✓ Test and calibrate equipment according to manufacturer's recommendations.

✓ Clean and disinfect equipment as required.

Weekly:
 ✓ Perform preventative maintenance on equipment, including cleaning, lubrication, and

tightening connections.

✓ Replace worn-out or damaged equipment components.

Monthly:

✓ Conduct thorough inspection of equipment by a qualified technician.

Annually:

✓ Perform comprehensive maintenance on equipment, including calibration, testing, and

replacement of major components.

Additional Recommendations:

✓ Develop a comprehensive maintenance schedule that incorporates all of the above

protocols.

✓ Assign specific responsibilities to maintenance personnel and track their completion.

✓ Maintain accurate records of maintenance activities, including dates, tasks, and

personnel involved.

✓ Conduct regular audits to ensure compliance with maintenance protocols and identify

areas for improvement.

✓ Provide training and resources to maintenance personnel to ensure they are equipped

to perform their tasks effectively.

Note: This is a general protocol and may need to be modified based on the specific needs and

regulations of your hospital. It's essential to consult with relevant stakeholders, including facility
managers, biomedical engineers, and maintenance personnel, to develop a customized

maintenance protocol that meets your hospital's unique requirements.

Vehicle and Transport Services

Hospitals may have one or more vehicles, including ambulances, depending on the size and

location of the facility. Such vehicles should be organized within a transport department, consisting

of drivers and department head. All drivers must have valid driving licenses for the type of vehicle

used and must be sufficiently trained to undertake basic repairs (for example burst tyres,

overheating etc). All vehicles should be equipped with at least one spare tyre and preferably two

for vehicles used in remote locations, and these should be checked on a regular basis to ensure

they are intact and filled with air. All vehicles should be fitted with functioning seat belts in both

front and back seats and these should be used by drivers and passengers at all times. All vehicles

must be insured against accident and theft.

Routine services should be undertaken for each vehicle in accordance with manufacturer’s

recommendations. Routine and repair services should only be undertaken by a qualified mechanic.

A log book should be kept for each vehicle that describes the mileage undertaken and maintenance

record for the vehicle.

A transport policy should be established that specifies:

• The appropriate use of ambulances and regular vehicles

• The process by which vehicles are issued for use

• Control of vehicle keys

• Storage of vehicles

• Fuel consumption policy

• Use of seatbelts
Use of mobile telephone by driver

• Use of alcohol, chat or other substances by driver

• Action to be taken in the event of an accident or breakdown

• Action to be taken in the event of misuse of the vehicle.

3. References

1. Hospital Maintenance Checklist for Medical Gas to Ease Your Mind]

(https://www.chthealthcare.com/blog/hospital-maintenance-checklist)
2. Agency for Healthcare Research and Quality. Emergency Management Principles and
Practices for Health Care Systems: Unit 3 – Healthcare System Emergency
3. Response and Recovery. Retrieved from:
http://www.ahrq.gov/research/hospdrills/predrill.htm
4. California Hospital Association. (2008, Nov 20). Hospital Emergency Management
Program Checklist. 3. Carr, R.F. The National Institute of Building Sciences – Whole
Building Design Guide: Hospital. Retrieved from: http://wbdg.org/design/hospital.php.
5. Claude Moore Health Sciences Library. (Revised August 2008). Emergency Preparedness
and Response Plan.
6. Federal Democratic Republic of Ethiopia Ministry of Health. Planning and Project
Department. Architectural and Engineering Team. (1998, May). Site Selection Criteria.
Addis Ababa, Ethiopia.