When making daily decisions on capital assets it’s imperative to utilize accurate data. As the old saying goes “information is power”. Old or corrupted data presents many headaches and challenges for administrators, finance, clinical staff, biomed and ultimately the ability to provide the best patient care possible.
Frequently Asked Questions (FAQs):
Q: Are we utilizing an asset ledger that is accurate and current?
A: It’s not uncommon for a hospitals asset ledgers to contain decommissioned assets, renovations, leases, operational expenses etc. This can expand a ledger line item count by 6 times that of actual assets located in the facility.
Q: Is our ledger sortable and able to search specific equipment demographic fields?
A: Many hospital ledgers do not separate equipment information into individual fields. I.E. make, model and description are identified under one field which creates an inability to sort on specific fields criteria. This also make it very difficult to reconcile the ledger on a regular basis.
Q: When was the last time our hospital conducted a facility-wide inventory?
A: If the hospital has not conducted a facility-wide inventory for more than 5 years the ledger may show an inaccurate view of what is physically located in the property. Past audits have revealed a 15%-20% match rate when reconciling against old ledgers.
Q: Does our facility have a barcode tag (unique identifier) applied to assets that is streamlined for use by all departments?
A: Utilization of single barcode tag (unique identifier) for all departments provides ease of tracking when conducting preventative maintenance, ongoing reconciliation and budgeting
Q: Are we confident that the equipment located in the facility is accounted for?
A: Equipment residing in the facility should be accurately accounted for. Unaccounted equipment increases cost associated with insurance, preventative maintenance, storage and potential litigation if a patient is harmed.
Q: Do we have a detailed process outlining adds/deletes to the ledger as equipment enters and leaves the property?
A: Detailed process and procedures ensures hospital staff are following appropriate guidelines when equipment arrives and leaves the facility. This eliminates the chance of equipment bypassing proper clinical inspection when being put into service and detailing what happens to the asset when decommissioned