Working on a medical device out-of-service case in Workspace
Summarize
Summary of Working on a Medical Device Out-of-Service Case in Workspace
This guide explains how ServiceNow customers can use the Healthcare Computerized Maintenance Management System (Healthcare CMMS) playbook within Workspace to manage medical device out-of-service cases. The playbook streamlines the process of handling requests to set medical devices out-of-service by providing a structured workflow and actionable activities for clinical engineers.
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Important: Starting with the Xanadu release, Healthcare CMMS is preparing for deprecation and will no longer be activated on new instances, though existing instances will continue to be supported. For ongoing maintenance and inventory workflows, customers are encouraged to use Clinical Device Management.
Key Features
- Playbook Experience: When activated in Workspace, a Playbook tab appears on out-of-service cases, showing cross-business workflows and tasks needed to complete the case.
- Role-based Access: Clinical engineers with the
snhclscmms.clinicalengineerrole can access and complete all out-of-service activities via the playbook. - Structured Stages: The playbook is divided into stages that guide clinical engineers through the process, updating the case status as each stage is completed.
Practical Workflow for Clinical Engineers
- Initial Review Stage: Review and update medical device details. Upon approval, work orders for initial inspections are automatically generated.
- Managing Work Orders: Review and cancel any existing work orders for individual devices.
- Setting Device Out-of-Service: Officially change the status of the medical device to out-of-service within the system.
- Disposal Work Order: Create a disposal work order for devices set out-of-service.
- Review and Confirm Stage: After completing all activities, close the case by selecting a resolution code and adding any relevant resolution notes.
What to Expect
By following the Healthcare CMMS playbook in Workspace, clinical engineers can efficiently manage medical device out-of-service cases with clear visibility into required actions and case progression. This structured approach helps ensure compliance and completeness of maintenance workflows, while updating case status appropriately throughout the lifecycle.
Use the playbook available with the Healthcare Computerized Maintenance Management System (Healthcare CMMS) application to manage medical device out-of-service cases and complete requests for setting the medical devices to out-of-service.
To use maintenance and servicing workflows or inventory and management workflows, please see Clinical Device Management.
The playbook experience provides fulfillers with visibility into cross-business workflows and the actionable activities used to complete these workflows. When the playbook experience is activated with Workspace in Healthcare CMMS, the Playbook tab appears for a medical device out-of-service case. For more information on how to interact with a playbook, see Interact with Playbook.
As a clinical engineer with the sn_hcls_cmms.clinical_engineer role, you can use the Healthcare CMMS playbook to complete all out-of-service activities for a medical device. You can access the Playbook tab on your Workspace when a medical device out-of-service case is assigned to you. The Healthcare CMMS workflow populates the case data for all launched activities on the Playbook tab. You can select a stage in the playbook to complete the activities associated with the stage.
By default, the following stages are available to you as a clinical engineer with the sn_hcls_cmms.clinical_engineer role on the Playbook tab of the Workspace.
Completing the initial review activities
- Review medical device details: Review the medical device details for a medical device model and update the details, if needed.
After the medical device is reviewed and approved, a work order for the initial inspection for each device included in the model is created automatically.
- Cancel work orders: Review and cancel the work orders for each medical devices.
- Set medical device out-of-service: Set the medical device to out-of-service.
- Disposal work order: Create a disposal work order for the out-of-service device.
Closing the out-of-service request
In the Review and confirm stage of the playbook, complete the Close case activity by waiting until all other activities are completed, and then selecting a resolution code and adding any resolution notes.