Healthcare Computerized Maintenance Management System - Medical devices out-of-service scenario

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Healthcare Computerized Maintenance Management System - Medical devices out-of-service scenario

    The Healthcare Computerized Maintenance Management System (Healthcare CMMS) application allows users to set medical devices to out-of-service status and create disposal work orders. As of the Xanadu release, this application is being prepared for deprecation but will continue to be supported. Customers are encouraged to transition to Clinical Device Management for maintenance and inventory workflows.

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    Key Features

    • Out-of-Service Request Submission: Device organization contributors can submit requests through the hospital's customer service portal, providing necessary details about the medical device.
    • Case Creation: Submitting the request generates a medical device out-of-service case within ServiceNow.
    • Workflow Management: A playbook tailored for out-of-service cases guides clinical engineers through the process, ensuring all necessary steps are followed.

    Key Outcomes

    Upon executing the workflow, clinical engineers will:

    • View case details and device information in the Workspace.
    • Cancel any existing work orders related to the device.
    • Set the device to out-of-service status.
    • Create disposal work orders for the device.
    • Mark all tasks as complete and close the out-of-service case.

    Use the Healthcare Computerized Maintenance Management System (Healthcare CMMS) application for setting medical devices to out-of-service and creating disposal work orders for them.

    Important:
    Starting with the Xanadu release, Healthcare Computerized Maintenance Management System is being prepared for future deprecation. It will be hidden and no longer activated on new instances but will continue to be supported. For details on the deprecation process, see the Deprecation Process [KB0867184] article in the Now Support Knowledge Base.

    To use maintenance and servicing workflows or inventory and management workflows, please see Clinical Device Management.

    Scenario: A hospital needs to discontinue or replace an old medical device with new model. Due to a fault leading it to be beyond repair, the medical device being replaced needs to be set to out-of-service. A device organization contributor who acts as requester with the sn_hcls_cmms.device_service_org_contributor role works at the hospital location submits the out-of-service request form from a customer service portal of the hospital. In the out-of-service request form, the contributor enters the medical device model and medical device details such as requested by, requested organization, device model, device, requester comments for out-of-service medical device, short description. After submitting the out-of-service request form, a medical device out-of-service case is created in the ServiceNow instance associated with the customer service portal of the hospital. To resolve the case, the Healthcare CMMS workflow initiates a playbook configured for the medical device out-of-service cases. The case gets assigned to a clinical engineer who acts as a fulfiller with the sn_hcls_cmms.clinical_engineer role.

    The following workflow elaborates how the clinical engineers with the sn_hcls_cmms.clinical_engineer role use the application to out-of-service medical devices:
    Figure 1. Using the Healthcare CMMS application for medical device out-of-service
    Workflow for setting medical devices to out-of-service using the Healthcare CMMS application. For the text description, refer to the workflow steps that follow.
    1. Uses the Workspace to view the medical device out-of-service case.
    2. In Workspace, views the complete information about the medical device and its model from the Details tab.
    3. Selects the Playbook tab to view all the necessary case-related information.

      The layout of a playbook enables clinical engineers to focus on the steps they’re responsible for, while providing full visibility into the end-to-end process life cycle.

    4. Reviews the medical device details.
    5. Reviews and cancel all the work orders for the related medical device.
    6. Ensures that all the work orders are canceled.
    7. Sets the medical device to out-of-service.
    8. Creates the disposal work order for the out-of-service device.
    9. Ensures that all out-of-service tasks are set to complete in the playbook and closes the medical device out-of-service case.