The Medical Equipment

Management information system

(MEMiS 2.0)
 INTRODUCTION TO MEDICAL EQUIPEMENT MANAGEMENT
SYSTEMS

Outline
• Medical device Management cycle
• Inventory Management
• Medical device Nomenclature
 Medical device management cycle

Group discussion

In group of five discuss the medical devices management cycle

 Cont.

• Management of medical device is essential in

provision of efficient and effective healthcare
delivery

• Proper management ensures availability,

accessibilty and optimized utilization of medical
device

• Medical device management cycle consists of 9

domains
 Cont.

• Planning and Assessment: Need assessment, prioritization and preparing appropriate planning

• Budgeting and Financing: Allocation of adequate resources for procurement and management

• Technology Assessment and Selection: Identification and evaluation of impacts of technological changes

• Procurement and Logistics: Purchasing, delivering, warehousing and supply chain management

• Installation and Commissioning: Installation, performing acceptance testing

Cont.

• Training and Skill Development: Pre-service, in-service and professional development

• Operation and Safety: Proper operation, use and handling

• Maintenance and Repair: Troubleshooting, servicing and performance testing

• Decommissioning and Disposal: Removal of medical device from its installation site
Cont.

Experience Sharing

Discuss in group to Share your earlier experience on the

following points.
• Types of inventories, items and data included in inventory

• Inventory management, CMMS and significance of inventory

Medical devices inventory

• is a detailed itemized list of the technology on hand, including details of the type,
quantity and the current operating status of the equipment.

• Medical device inventory is essential in monitoring and control of medical devices

which need to be:
• Continually maintained and updated

• Recorded in electronic format allowing direct import into MEMIS using EHSTG II
standards
Types of Inventory

Equipment

Types of inventory

Spare part Consumables/Accessories

Cont.

Other common types of inventories are:-

• Workshop tools and test equipment inventory
• Industrial and hospital equipment
• Safety equipment inventory
• Radioactive, hazardous and waste materials inventory
Cont.

Items included inventory:

• Can be based on function (2-10 pts), risk level (1-5 pts) and maintenance requirement
(1-5 pts) criteria whose formula is given by:-

Items with score <12 are excluded from inventory

Data included in inventory:

• The information included in inventory are described in participant manual page xx.
Inventory management:

Involves
• Initial data collection

• Information update

• Annual review/audit
CMMS
 Medical device inventory management:
Significance of Inventory
 Proper forecasting and developing budgeting  Developing replacement and disposal policies and
goals
 Planning and equipping technical workshop
 Performing needs assessment
 Determining required staffing
 Developing purchasing and donations goals
 Identifying training needs
 Performing risk analysis, management and
 Managing service contracts
mitigation
 Running an effective medical device management
 Planning for disasters and emergencies
system
 Making a case for equipment standardization
 Planning for spare parts and consumables orders
 Medical device nomenclature
Brainstorming

What do you know about medical device nomenclature and widely used nomenclature
systems?
 Cont.
• NMD is a coding system used to classify and identify all medical devices

• It facilitates management and regulation of medical device by standardizing terms

• Naming systems for medical devices by different group depend on the following
needs
• Maintenance, procurement

• Accounting, stock keeping

• Regulatory affairs, Adverse event reporting

• Customs operations
 Cont.
• Two nomenclature systems most widely used for medical devices are
• Global Medical Devices Nomenclature System (GMDN)

• Universal Medical Devices Nomenclature System (UMDNS)

GMDN is a poly-hierarchical system

• Product identification is done by unique numerical five-digit numbers associated with a medical
device name, a definition that includes the intended uses and the device category

• Identification of all specific medical devices having similar generic features is possible through
cross-referencing
 Cont.
• UMDNS is poly-hierarchical and is developed as an interrelated vocabulary based on
terms naming the medical devices
• Terms are assigned a 5-digit code using consecutive numbering with no intrinsic meaning

• The code is associated with a definition and a description of the intended use

• Associated properties provide additional attributes for classification

Reading Assignment:

Read other commonly used medical device nomenclature systems

MEMiS 2.0

What do you know about MEMiS 2.0?

 Introduction to MEMiS 2.0 Software

Registration

Request Analytical Comprehensive system functions

Helpdesk helpdesk
dashboards Friendly and convenient operational interface
MEMiS
2.0 Instant information transfer for important
Setting User
security management
data capture

Procurement
More simplified operational procedures
logistics
Organizational Structure

What do you think of our healthcare system organizational structure?

 Organizational structure

Ministry of health

RHB Federal hospitals

General and Health

primary center and
hospitals posts staffs
 Software architecture

What is a software architecture and guess MEMiS 2.0 Architectural

structure?
System structure
Discuss in group of three on necessary software requirements to run
MEMiS 2.0?
 System Requirements
• Devices
• Electric power
• Connectivity
• Skilled manpower
• Training and follow-up
• Human resources structure
 Hardware Requirements

Hardware Configuration
Processor Quad-Core 2GHhz or higher
RAM Memory 4GB RAM and higher
Operating system disk 20GB or higher
Connection Megabit/ Gigabit Ethernet
Platform All disk storage residing on single platform
Mention user level and scenarios in MEMiS 2.0?
 Dashboards/report Dashboards/report
view view

Ministry
of
Health
Request
management
RHB Request management

Setting/user Setting/user
/procurement /procurement/logistic
/training/ /training/
 Analytical
dashboard

Action on
Helpdesk
workorders
dashboard
and follow up

Helpdesk
Receive work
order from:
Receive and
health facilities
act on request
and regional
health bureaus

Report mgt
 Health Facility Biomedical head

Dashboard Send and receive Logistics/store/user

• analytical request mgt
• Helpdesk • To helpdesk • Facility equipment
• From dept recording
• View report
 Health Facility Biomedical

Accept and Request item

Analytical act for that used for
maintenance
dashboard scheduled (ex. Spare part
request and accessories)
 Health Facility Dept.

HF Department Follow department level medical

equipment Send workorder
request
Follow workorder status
Confirm work order activity
completion

Health Store
HF store manager Receive items
Issue items
Bin card /stock status
 MEMiS Features
Activity 2.5: Group discussion
Discuss in group the MEMiS modules and its features.
 The dashboard

Helpdesk Dashboard

Analytical Dashboard
Request Module

Activity 2.8: Individual activity

What type of request system used?
Time: 5min
Request type
 Cont.
• Work Order Module
• Logistics module

Activity 2.6: Group of activity

What types of system used to register medical equipment delivered in the
facility warehouse? Any practice, please discuss in group?
Time: 10min
 Logistics module

Item received

Item issued Procurement tracking

Distribution tracking
Specification
Report Module

Activity 2.9: Individual activity

How did you prepare and generate medical equipment report?
Time: 10min
Reports

Facility Equipment
Equipment Training
Maintenance
Spare Parts
Installation
Disposal
Equipment’s Received by Donation
Settings Module
Org. Unit
Equipment
Spare part.
UOM.
Cost
Store management
Reasons
Document Type
Procurement status
Security Module

 Manage Menu Items Notification

 Manage Permissions

 Manage Roles

 Manage Users
User guide
• Envisioned to assist individuals utilizing a specific system.

• Assist users in using MEMIS 2.0 application, operation, utilization

and implementation.