Biomed Make/Model - WebTMA 7

Path: Organization > Biomed > Biomed Make/Model

The Biomed Make/Model window allows you to create a standardized set of information similar to a template, including PMs, that can be applied to any record for Biomed Equipment of this Make and Model. It can also be used to track and report on all items that fall within categories of interest to Regulatory Agencies.

This is particularly useful when you have many Biomed Equipment records for the same Make/Model since information from the Biomed Make/Model window populates the same fields on all related records. Thereafter, if information on the Make/Model record is updated, it is also changed on the related Biomed Equipment record.

Biomed Make/Model Details

Using information stored in the Biomed Make/Model window record, you can maintain the following for all related records:

  • PMs
  • Risk Factors
  • Purchase cost and replacement information
  • Service and Operating Manual availability and location
  • Manufacturer Production (In Production and Out Production fields)
  • Details about HIPAA regulated information
  • SOP numbers and related Regulatory Category
  • List of Biomed Equipment with this Make/Model
  • Check-In Task for the Make/Model

Check boxes adjacent to the Replacement Cost, SOP #, Life Expectancy, and Regulatory Cat fields can change the 'ownership' of the field. When checked, the Make/Model window owns the data and any attempts to change the contents trigger the warning that it will update all linked Biomed records. If the check box is clear, information entered in the Biomed Make/Model window can be manually changed in the corresponding field on the Biomed window without affecting other Biomed Make/Model records.

Biomed Make/Model Identity Tab Sections

The Sections on the Biomed Make/Model / Identity Tab are used to supply detailed information about:

General Information The fields in this Section describe the Make, Model, Manufacturer, etc. The Critical Alarm check box is used if the item has an alarm that alerts for imminent failure or for patient safety. It relates to the Critical Alarms check box on the Biomed Equipment / Identity Tab–Options Control Section.

Additional Information This section relates to Costs, Manuals, SOP, and Regulatory Category.

HIPAA Details that may be required by HIPAA.

Check-in Task Select a Check-In Task as well as the Type and Priority for the Work Order for which the Task is used. This applies to new Biomed Equipment records created individually or using Organization > Maintenance Item Batch Import for Biomed. If a selection is made for one of these fields, all three are required.

Energy. Add energy consumption information such as amperage, BTU, and RF Emitting. The Biomed > Records / Misc Tab has fields that correspond to the fields in this Section. If the Make/Model is selected for the Biomed item, the fields on the Misc Tab are locked and populated with any values in the associated Biomed Make/Model record.

How to Add Biomed Make/Model Information

  1. Click Add on the WebTMA toolbar.
  2. Complete the required fields. Note: The Make Name and Model # fields in combination must be unique to the data base in order to save the record.
  3. Include information in as many elective fields as applicable. See definitions below for Production and Service date fields.
  4. Complete Risk Factor and PMs Tab if needed.
  5. Click Save on the WebTMA toolbar.

The Production and Service dates indicate:

  • In Production – the date the manufacturer started producing the item
  • Out Production – the date the manufacturer stopped providing service or parts for the item
  • In Service – the date the item was put in service at your healthcare facility
  • Out Service – the date the item was taken out of service at your healthcare facility

Biomed Make/Model Risk Factor Tab

The Risk Factor Tab is a convenient way to specify the Risk Level for a Biomed item record; however, it does not relate to risk levels for PMs. See Biomed Make/Model PMs Tab for information about risk levels in Make/Model PMs.

To complete the window, you have the option of selecting pre-defined values in the Risk Formula field that are calculated using Lookups > Risk Factor Formulas. If the Biomed Make/Model check box is marked on the Risk Factor Formulas window, the record is available for selection here.

If you select Default in the Risk Formula field, you can choose the settings that apply to this particular Make/Model to calculate the Risk Level.

WebTMA uses the following hierarchy to determine the Risk Level for a Biomed Equipment item:

  • Biomed Equipment Record (entered manually or calculated from the record)
  • Make/Model
  • Device Types

The system looks first to the item record. If a Risk Level is not available, the next record checked is the Biomed Make/Model, and finally the Lookups > Device Types record.

Even though the newly created Biomed records that are associated with a Biomed Make/Model record default to the Risk Level calculated on this Tab, you can change it manually on the individual record.

Biomed Make/Model PMs Tab

The fields and process used to establish PM criteria for the Biomed Make/Model / PMs Tab are similar to adding PMs to the Task or Biomed windows. It is convenient to use the Make/Model record because the PMs can be applied automatically to new Biomed records.

When you assign the PM criteria, you select the PM Task and assign a Risk Level to the Task for this Make/Model. To add task lines, click the Add PM link, and complete the PM Schedule Entry flyout.

WebTMA recommends that you add a Risk Level number to the Risk Level field. The PM lines on the Biomed Make/Model / PMs Tab are ranked by the Risk Level you have assigned to each PM line.

WebTMA compares the Risk Level on each PM line item to the Risk Level on Biomed records that are associated with this Biomed Make/Model record, and the only PM lines that transfer to a given Biomed record are lines with a Risk Level that matches the Risk Level on the Biomed / Identity Tab.

The Calendar Schedule Section on the PM Schedule Entry flyout is used to determine the PM frequencies. Rather than attempting to match arbitrary dates across different windows, you set an Offset amount. WebTMA recommends that you use a zero (0) Offset for a Year regardless of the Due Every settings to assure that the related PM schedules generate correctly in the future. The Base PM Date, a reference date for Make/Model PMs, is found in the Biomed > Records / Identity–Dates Section.

Biomed Make/Model Rates Tab

The Biomed Make/Model Rates Tab displays a grid with the following fields.

  • Work Order Type Description
  • Flat Rate – Required (this is a function of dollars, not time)
  • Charge Type Description

When rates are added to this Biomed Make/Model / Rates Tab grid, the changes are propagated to the Organization > Biomed > Records / Rates–Work Order Section.

The Flat Rate is applied to Work Orders only when created. The Work Order Type Description and the Control ID are compared.

  • If there is a match, WebTMA creates an Other Charge using the Flat Rate and the Charge Type, if supplied.
  • If there is no match, no Other Charge is created.

Biomed Equipment Tab

The read-only Biomed Equipment Tab for Biomed Make/Model lists all active Biomed Equipment items that are associated with the Biomed Make/Model record.

Repair Centers Tab Requirement Tab

Use the Requirement Tab to add items to the Required Parts Section or add needed training to the Required Training Section. When a Work Order is written for Biomed Equipment associated with this Biomed Make/Model, these Requirements are associated with the Work Order.

WebTMA checks the Required Training Section when you add or edit a schedule line from the Work Order / Schedule Tab or when a Request is converted to a Work Order from either Request Log using the Accept button or from Transaction > Batch Validation. If the scheduled Technician has not completed the required training, you receive an alert.


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