Biomed Make/Model - WebTMA 5

Path: Organization > Lookups > Biomed Make/Model

The Make/Model feature in WebTMA can be used to easily track and report on all items that fall within categories of interest to regulatory agencies such as The Joint Commission.

The Biomed Make/Model window accommodates PMs and Risk Factor. It also lists the records for any Biomed Equipment items that match this make/model.

Many Biomed features are handled by this Lookup window including Check-In Tasks for new equipment and Energy data. The Application Setup document found at Help > Help Page provides the details about this Lookup window.

How to Add Biomed Make/Model Information

Path: Organization > Lookups > Biomed Make/Model

  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 is 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 PMs Tab

Path: Organization > Lookups > Biomed Make/Model / PMs Tab

The recommended setup is to make all the Make/Model PM dates the same to create a difference of zero (0) days. Therefore, the date in the Base PM field on the Make/Model / Identity Tab and any Next Due Dates on the PMs Tab should be identical. For convenience, you can use the first day of the current year.

The fields and processes 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.

Before you can assign the PM criteria, you need to select the PM Task and assign a Risk Level to the task for this Make/Model. Assignment of the Risk Level at this point is a critical step because you cannot edit a PM task line on the Make/Model window. If changes are required in the future, delete the line and re-create the task line.

To add task lines, click the Add PM link, and make your selections.

Be sure to add a Risk Level number to the Set Risk Level field.

If a task line does not have a Risk Level, it is assigned to a category labeled 'Other', which is below all the numbered levels.

The PM lines on the Biomed Make/Model / PMs Tab are ranked by the Risk Level you have assigned to the 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.

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.

Biomed Make/Model Repair Center Tab

At least one repair center is required for each Biomed Make/Model record. The Repair Centers for Make/Model types also act as a filter, so you can see only Make/Model records that are associated with the Repair Centers you have access to.

When you save a Biomed Make/Model record, the combination of the following must be unique; otherwise, WebTMA pops up a warning message. Be sure the following (in combination) are unique:

  • Model #
  • Device Type
  • Manufacturer,
  • List of Repair Centers

Biomed Make/Model Risk Factor Tab

Path: Organization > Lookups > 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.

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

  • Biomed 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.

Make/Model and Biomed Attached Records

Organization > Biomed > Records / Identity Tab

Biomed Make/Model information populates related fields on the Biomed window when you do the following for either new or edited records:

  1. Click the icon make_model_icon.png at the right of the Make field to open the Make Model Selection window.
  2. Filter to find a Make/Model line.
  3. Select a line.
  4. Click the Add Selected button.

This also makes the Base PM Date a required field in order to calculate the next PM date. When a date is entered in this field, WebTMA transfers lines from the Make/Model / PMs Tab to the Biomed / PMs Tab after you click Save on the WebTMA toolbar.

Biomed Make/Model "owns" the fields; therefore, the fields are locked on the Biomed record. This is also true for the fields on the Energy Subtab that populate the Energy fields found in Biomed / Misc Tab. The RF Emitting check box and Emission Freq fields are also locked if the Lookups > Biomed Make/Model / Identity Tab–Energy Subtab is populated.

When a Biomed Make/Model is attached to a Biomed record, the following information that is recorded on the Biomed Make/Model window is copied to the new or existing Biomed record:

  • PM Schedules
  • SOP
  • Risk Level
  • Regulatory Category
  • Energy
  • Other fields (Make, Model#, Device Type, Manufacturer)

Any changes to the Biomed Make/Model record are disseminated to all the attached Biomed records with one exception: Risk Level.

The Risk Level field may or may not be inherited, depending on whether it was entered manually on the Biomed record. Move your cursor over the Risk Level label, to see a tooltip that indicates the inherited status. The status can be any of the following:

  • Inherited from Biomed Make/Model window
  • Inherited from Device Types window
  • OTF (on-the-fly), i.e., manually calculated using Risk Classification on the Biomed window
  • Manual (manually entered on the Biomed window)

When the Biomed window uses either of the Inherited statuses, any changes to the Biomed Make/Model window are distributed to the affiliated Biomed records. Any Biomed records with an OTF or Manual status is not affected by changes made to the Risk Level on the Biomed Make/Model window. However, other changes to the Biomed Make/Model window are applied to the attached Biomed records.

If you edit a Biomed record that includes Biomed Make/Model and you change Make/Model-related information, you are alerted that "Changing make/model will delete existing PM schedules that are originated from the original Make/Model. Do you want to proceed?" If you click Cancel, the Make/Model-related fields revert to the Biomed Make/Model settings.

Base PM Date for Biomed Records

The Base PM Date field on the Biomed window relates to the Biomed Make/Model feature. It is used solely for the creation of new PM Schedules copied from Biomed Make/Model. If the associated Biomed Make/Model has a PM Schedule, the Base PM Date field is required on the Biomed window in order to calculate the next PM date.

On the Biomed Equipment window when adding or updating items that link to the Make/Model record, set the PM Base Date to the least frequent PM schedule (typically annual) and BACK DATE it one year.

For example, if the next annual PM date is 2/01/2020, use 02/01/2019 as the PM Base Date. The system will recalculate all PM next dates based on the PM Base Date and the next possible date to auto-adjust all PM schedules. This assures that the related PM schedules will all correctly generate on future Next Due Dates.

PM Next Date Calculations for Biomed Make/Model

Path: Organization > Lookups > Biomed Make/Model / PMs Tab

In order to make accurate calculations on the item records, the Base PM field requires a date entered on the Biomed Make/Model / Identity Tab.

When you enter the Next PM Date on the Biomed Make/Model / PMs Tab, WebTMA calculates the difference (in days) between the Base PM and the Next PM Date.

When you create a biomed record associated with a Make/Model and you enter a Base PM Date on the biomed record, WebTMA adds the difference calculation (in days) to the Base PM Date and populates the Next PM Date column on the Biomed > Records / PMs Tab with the calculated date.

Example of PM Date Calculation

Make/Model Base PM Date = January 1, 2015

Make/Model Next PM Date = February 15, 2015

Difference calculation = 45 days

On the Biomed record:

Base PM Date = June 3, 2015

WebTMA calculates the Next PM Date as July 18, 201

Make/Model Biomed Equipment Tab

Path: Organization > Lookups > Biomed Make/Model / 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.

A gear icon gear_icon.png for a line item indicates that the PM Schedule for that Biomed record is not controlled by the Biomed Make/Model window. If any line has a gear icon, a note above the column headings alerts you that "Some items have PM Schedules not controlled by this Make/Model."

Make/Model Biomed Equipment Create Project

Path: Organization > Lookups > Biomed Make/Model / Biomed Equipment Tab

Biomed Equipment items affiliated with a Make/Model record can be selected and assigned to a Project record from the Lookups > Biomed Make/Model / Biomed Equipment Tab.

This is an easy way to automatically create individual work orders for all the selected equipment items. Once you have created a Project from this Tab, look to the Tasks & Resources Tab on the Projects window, and click the linked numbers in the Task column to open the new work order records.

Tasks and Biomed Make/Model

Path: Organization > Task > Records / Requirements-Required Parts Subtab

A separate required part category, Biomed Make/Model, is available for selection on the Part Entry popup window when you add parts to a Task used by Biomed.

On the grid for the underlying window, the Item Type is Make/Model, and the Item Code reflects the actual make/model.

If your organization also uses the Stock Replenishment Wizard (SRW), the required make/model quantity on the Task window is included when a Biomed PM schedule is linked to the listed Biomed Make/Model.


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