Asset Management Services

Equipment Asset Inventories

An efficient and compliant medical equipment management program starts with an accurate inventory of your equipment assets. Our wall-to-wall 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 biomed technicians to perform the physical portion of the inventory project.
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 biomed technicians to perform the physical portion of the inventory project.
Finally, we work with your CE/HTM department to correct and populate the inventory data in your CMMS. The clean data may also be used to implement a new CMMS application 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 under control of your organization.
Using Systems Rx’ proprietary software, 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 UMDNS or GMDN nomenclature for healthcare organizations, internal accounts/cost centers, and lifecycle milestones such as acquisition cost, date, and estimated useful life.

Automated Networked Medical Equipment Inventory

Our physical asset inventory can be expanded to include IT parameters for all assets connected to your network. We provide cutting edge passive scanning capabilities to discover all medical devices connected to your network. We utilize the parameters collected from each asset on the network along with its algorithms and match it to the equipment asset profiles established during our physical inventory to maintain a 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 CMMS and correlate the data based on several parameters.

Medical Equipment Cyber-Security Monitoring

As an option, you can continue utilizing the system to monitor the security of your Medical, IoT, and Devices across your facility. Inventory will be updated in Realtime, exploitable vulnerabilities will be prioritized and recommendations on mitigation fixes are automatically provided. We will also identify anomalies on the network and provide remediation recommendations as well.

Other operational benefits include utilization metrics on all connected devices (on, off, in use and what type of scans are being completed) and location data.
Other operational benefits include utilization metrics on all connected devices (on, off, in use and what type of scans are being completed) and location data.

Equipment Service Contract Database Development

Many contract management repositories simply do not have the necessary detail for proper management of equipment service contracts. As a result, you and your organization are at high risk and not in full control of supplier obligations, associated costs, contract terminations, or regulatory compliance. Our structured service contract assessment allows you to proactively manage vendors, validate contract-related costs and performance, ensure timely contract cancellation or change, and delivers valuable information to improve contracting policies.

Our process begins with an inventory of your equipment service contracts and identification of related equipment assets:

  • Document and centralize all equipment service contracts and identify equipment covered. A set of basic equipment service contract data includes: Contract Owner, Unit/Department Name, Unit/Department Account Code, Contract Status (Active, Expired, Renewal Pending, Renewed, Concluded, Terminated, Pending or Declined), 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 (including performance and activity timing/frequencies), Line Item Coverage Dates, Line Item Annual and Adjusted Costs, and Total Annual and Adjusted Contract Costs.

  • Develop and implement standard processes and procedures for contract management and establish alerts to pending contract expirations.

  • Analyze the value each contract is bringing vs. the annual cost to identify opportunities to consolidate, renegotiate, or eliminate contracts and vendors.

For equipment asset reference, we link each contract to one or multiple equipment assets in your asset repository.

Service Management Consulting Services
Systems Rx can help your in-house CE/HTM department run more efficiently. We are seasoned equipment management professionals with practical business and healthcare technology management experience. We offer the following service management consulting services:

In-House CE/HTM Evaluation

We provide an independent evaluation of in-house CE/HTM program performance, recommendations, and a plan to improve performance, along with optional interim management during periods of transition and to oversee change.

Evaluations of Outsourced Service Programs

We 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 oversite.

Returning Outsourced Equipment Service 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

We design and conduct evaluation surveys of existing programs to determine strengths and weaknesses and targets for improvement and provide on-going support to monitor progress.

In-House CE/HTM Evaluation and Support

We provide an independent evaluation of in-house CE/HTM program performance, recommendations, and a plan to improve performance, along with optional interim management during periods of transition and to oversee change.

  • In-House CE/HTM Evaluation and Support – We provide an independent evaluation of in-house CE/HTM program performance, recommendations, and a plan to improve performance, along with optional interim management during periods of transition and to oversee change.
  • Evaluations of Outsourced Service Programs – We 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 oversite.
  • Returning Outsourced Equipment Service 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 – We design and conduct evaluation surveys of existing programs to determine strengths and weaknesses and targets for improvement and provide on-going support to monitor progress.