Healthcare Computerized Maintenance Management System - Medical devices out-of-service scenario
Summarize
Summary of Healthcare Computerized Maintenance Management System - Medical devices out-of-service scenario
The Healthcare Computerized Maintenance Management System (Healthcare CMMS) application enables ServiceNow customers in healthcare settings to manage the out-of-service process for medical devices. This includes setting devices as out-of-service and creating disposal work orders when devices are no longer repairable or need replacement. The application supports clinical engineers and device organization contributors in handling these scenarios efficiently.
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Important: Starting with the Xanadu release, Healthcare CMMS is being prepared for future deprecation and will no longer be activated on new instances, though existing instances will continue to be supported. For ongoing maintenance or inventory workflows, customers are encouraged to use the Clinical Device Management application.
Out-of-Service Scenario Workflow
When a medical device is faulty beyond repair and requires replacement, a device organization contributor (with the snhclscmms.deviceserviceorgcontributor role) submits an out-of-service request form via the hospital’s customer service portal. This form collects essential details such as the device model, requester information, and comments.
Upon submission, a medical device out-of-service case is generated in ServiceNow, triggering the Healthcare CMMS workflow. This workflow uses a playbook tailored for these cases and assigns the case to a clinical engineer (with the snhclscmms.clinicalengineer role) for resolution.
Clinical Engineer Responsibilities Using Healthcare CMMS
- Access the case through the ServiceNow Workspace to view comprehensive device and model details.
- Utilize the Playbook tab to follow case-related steps, ensuring focused attention on their tasks while maintaining visibility of the entire process lifecycle.
- Review device details and cancel any outstanding work orders associated with the medical device.
- Set the medical device status to out-of-service within the system.
- Create a disposal work order to manage the removal or disposal of the device.
- Complete all out-of-service tasks in the playbook and close the case once all actions are finalized.
Benefits for ServiceNow Customers
This structured workflow within Healthcare CMMS ensures clear accountability and streamlined handling of medical devices that need to be taken out of service. Clinical engineers gain a guided, transparent process, while device contributors can easily initiate out-of-service requests. Despite the upcoming deprecation, current users can rely on these capabilities for effective device lifecycle management until they transition to Clinical Device Management.
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.
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.
- Uses the Workspace to view the medical device out-of-service case.
- In Workspace, views the complete information about the medical device and its model from the Details tab.
- 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.
- Reviews the medical device details.
- Reviews and cancel all the work orders for the related medical device.
- Ensures that all the work orders are canceled.
- Sets the medical device to out-of-service.
- Creates the disposal work order for the out-of-service device.
- Ensures that all out-of-service tasks are set to complete in the playbook and closes the medical device out-of-service case.