Healthcare Computerized Maintenance Management System - Reviewing AEM request scenario

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Healthcare Computerized Maintenance Management System - Reviewing AEM request scenario

    The Healthcare Computerized Maintenance Management System (Healthcare CMMS) application is used for reviewing maintenance plans related to medical devices. With the Xanadu release, it is important to note that the application is being prepared for future deprecation but will still be supported. Customers are encouraged to transition to Clinical Device Management for maintenance and servicing workflows.

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    Key Features

    • Review and manage existing maintenance plans for medical devices, such as MRI machines.
    • AEM request submission through the customer service portal, allowing contributors to suggest changes to maintenance schedules.
    • Workflow initiation for AEM cases, with assignments to clinical engineers having the snhclscmms.clinicalengineer role.
    • Utilization of the Workspace for detailed case information and a structured playbook for AEM requests.

    Key Outcomes

    Clinical engineers can effectively manage AEM requests by:

    • Viewing comprehensive details of the AEM case and device models in the Workspace.
    • Following a structured playbook that outlines their responsibilities and the overall process lifecycle.
    • Submitting AEM requests for approval and making necessary adjustments to maintenance plans upon approval.
    • Ensuring task completion within the playbook and successfully closing the AEM case.

    Use the Healthcare Computerized Maintenance Management System (Healthcare CMMS) application for reviewing the existing maintenance plan related to a medical device model.

    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 review the existing maintenance plan for all the MRI devices associated with a medical device model. A device organization contributor who works at the hospital location submits the request form for the alternative equipment maintenance (AEM) from the customer service portal of the hospital. The AEM request form shows the medical device models that have been selected to allow alternate maintenance in the form. In the AEM request form, the contributor enters the requester organization, medical device model, and other details, and suggests making changes to the maintenance plan schedule. When a medical device AEM case is created in the ServiceNow instance, the Healthcare CMMS workflow initiates a playbook configured for the medical device AEM cases. The case gets assigned to a clinical engineer who acts as a fulfiller with the sn_hcls_cmms.clinical_engineer role.

    The following graphic shows how the Healthcare CMMS application is used for AEM request review scenario.

    Figure 1. Using the Healthcare CMMS application for reviewing an AEM request
    Workflow for AEM request for medical device models using the Healthcare CMMS application. For the text description, refer to the workflow steps.

    The following workflow steps elaborate how the clinical engineers with the sn_hcls_cmms.clinical_engineer role use the Healthcare CMMS application to review the AEM request for a medical device model:

    1. Uses the Workspace to view the medical device AEM case.
    2. In Workspace, views the complete information about the medical device model and AEM request details 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 AEM request details and submits the AEM request for approval.
    5. After the changes to the AEM request are approved, removes the medical device model from the existing maintenance plan.
    6. Adds a new plan with the updated maintenance schedule.
    7. Ensures that all AEM request tasks are set to complete in the playbook and closes the medical device AEM case.