Equipment Asset Inventories

An efficient and compliant equipment management program starts with an accurate inventory of your equipment assets. Our physical inventory and database clean-up services are designed to help you collect and report a complete and accurate inventory of your equipment and implement best practices for maintaining an accurate inventory thereafter.

An initial database is created utilizing the master inventory supplied by your organization that represents each equipment asset expected to be found during the field inventory process. We then review each facilities floor plans, develop a project plan and deploy an inventory team to complete an accurate wall-to-wall physical inventory. We can also provide inventory management tools and project management if your preference is to utilize your in-house technicians to perform the physical portion of the inventory project.

Utilizing our proprietary data capture software and tools, the data is collected and captured in the field with mobile devices. Pictures are taken of all assets with close-up images of asset tags, brand names, and nameplates for data verification purposes. All assets are mapped to industry-specific data master, such as Global Medical Device Nomenclature (GMDN), internal accounts/cost centers, and lifecycle milestones such as acquisition cost, date, and estimated useful life.

Utilizing our proprietary data capture software and tools, the data is collected and captured in the field with mobile devices. Pictures are taken of all assets with close-up images of asset tags, brand names, and nameplates for data verification purposes. All assets are mapped to industry-specific data master, such as Global Medical Device Nomenclature (GMDN) for healthcare organizations, internal accounts/cost centers, and lifecycle milestones such as acquisition cost, date, and estimated useful life.

Finally, we identify assets in your existing database that were not found in your facilities, found in your facilities but not listed in your existing database, and found and verified but have missing or inaccurate data. This clean inventory data may be used to update your existing database or to implement a new software platform if your organization is planning a transition. In either case, you’ll have high confidence that the data is reflective of your true asset inventory, as well as assets that are missing and most likely no longer active or under your control.

Networked Medical Equipment Inventory

Our physical asset inventory can be expanded to include IT parameters for all medical equipment assets connected to your network. If you utilize cyber security scanning tools to discover medical devices connected to your network, we can utilize the parameters collected to match discovered assets to the equipment asset profiles established during our physical inventory to develop an accurate and robust record of all connected devices that are subject to network monitoring.

A set of basic IT parameters added to your equipment asset data include IP address, MAC address, port numbers, services, applications, hostname, operating system and version, software version, and other network data. We can then feed the information into your internal database software and correlate this data based on several parameters.

Service Contract Verification

Many service contract management systems do not collect equipment asset details or properly monitor equipment additions or deletions. As a result, your organization may be at risk and not in full control of supplier obligations, associated costs, or regulatory compliance. Our structured service contract verification service can be added to an asset inventory and data cleaning project to ensure that equipment covered by a service contract is actually in your inventory and in use.

Our process begins with a collection of your equipment service contracts and identification of related equipment assets. A set of basic equipment service contract data includes: contract owner, unit/department name, account / cost-center code, contract status, internal contract ID, internal purchase order number, contractor name, contractors contract number (if applicable), coverage name/level, contract start date, contract end date, line item equipment assets covered (relation), line item coverage, line item coverage dates, line item annual and adjusted costs, and total annual and adjusted contract costs.

Finally, we identify assets listed in your service contracts that were not found in your facilities. This information may be used to update your active service contracts and seek credits from contractors when applicable. 

HTM Program Consulting

SystemsRx can help your in-house healthcare technology management department run more efficiently. We are seasoned equipment management professionals with practical business and technology management experience. We offer the following HTM consulting services:

HTM Process Improvement

We provide an independent evaluation of your in-house HTM Department's performance and develop a plan to improve performance if needed. Areas of focus are asset entry, PM compliance, work order management, service vendor management, safety recalls and alerts management, medical equipment cyber security, internal customer service, and asset retirement.

HTM Insourcing

If you've outsourced your HTM Department and your vendor is not meeting your needs, whether it is performance issues, poor customer service, lack of transparency, or excessive costs, it may be time to bring your HTM program in-house. We identify key criteria for a successful in-house program, assist in identifying and hiring the right staff, and provide on-going management support during program implementation.

Customer Satisfaction Evaluation

Happy and engaged end users goes a long way in supporting your organization's HTM Program and keeping your equipment support costs down. To measure your internal customer satisfaction, we design and conduct evaluation surveys of your existing program to determine strengths and weaknesses and targets for improvement. We then provide on-going support to execute improvements and monitor progress.

In-House CE/HTM Evaluation

We provide an independent evaluation of in-house technology management program performance, recommendations, and a plan to improve performance, along with optional interim management during periods of transition and to oversee change. Areas of focus are asset entry, PM compliance, work order management, vendor management, safety recalls and alerts management, medical equipment cyber security, internal customer service, and asset retirement.

Evaluations of Outsourced CE/HTM Programs

We believe that maintaining an in-house CE/HTM department with the appropriate amount of external service support is most cost effective. However, in some cases it may make sense to outsource your CE/HTM department. We'll evaluate the performance of outsourced vendors by identifying program weak points and recommending cost-effective improvements. We assist in developing RFPs to identify the right outsourcing provider and then manage all facets of implementation and provide ongoing vendor oversight.

Return to Insourced CE/HTM Program

Over time, you may find that your outsourced CE/HTM program is not meeting your needs. Whether it is performance issues, poor customer service, lack of transparency, or excessive costs, it may be time to bring your CE/HTM program back in house. We identify key criteria for a successful in-house program, assist in identifying and hiring the right staff, and provide on-going management support during program implementation.

Customer Satisfaction Evaluation and Improvement

Happy and engaged end users goes a long way in supporting your organizations CE/HTM program and keeping your equipment support costs down. To measure your internal customer satisfaction, we design and conduct evaluation surveys of your existing program to determine strengths and weaknesses and targets for improvement. We then provide on-going support to execute improvements and monitor progress.