biomedical equipment Preventive Maintenance
By Michal In Biomed Posted August 13, 2018

What You’ve Always Wanted to Know About the oneSOURCE Biomed Document Database

The oneSOURCE Document Management Service puts the world’s most complete collection of manufacturers’ medical device Instructions for Use (IFU) documents and biomedical equipment Preventive Maintenance (PM) documents in the hands of hospital techs when and where they need it.

We’re probably best known for our IFU document service – our legacy product. We supply IFUs to hospitals around the globe, including 80% of the healthcare facilities in the U.S.

But our more recent Biomed Document Database is equally robust, reliable, and cost effective…and just as critical to patient safety, technician efficiency and Joint Commission/CMS compliance.

So in this article, I’d like to describe the biomedical PM side of our subscription database service – something that’s near and dear to my heart as a former Biomedical Equipment Technician (BMET) with CBET and CLRT certifications.

What are the trends with the Joint Commission and the Centers for Medicare and Medicaid Services (CMS) inspections and accreditation related to biomedical preventive maintenance?

The Joint Commission and CMS want to verify that your healthcare facilities meets or exceeds manufacturer-recommended maintenance procedures and that your BMETs have ready access to that information. Further, for example, if you want to use an alternate equipment maintenance schedule, you’ll need to have that manufacturer’s PM document for proof.

Why should we use the oneSOURCE Biomed Document Database in our Biomed Department?
  1. It’s comprehensive. oneSOURCE offers the most complete database of manufacturer PM documents. With a facility-wide subscription, the database is available to every technician in your organization that needs it.
  2. It’s customized. It can incorporate maintenance and service manuals – including your proprietary PM documents – and accommodate various levels of access.
  3. It’s efficient. More likely than not, your BioMed department techs don’t have time to thoroughly maintain your PM document management program. oneSOURCE takes that load off their shoulders.
  4. It promotes compliance with Joint Commission and CMS standards. 

How is oneSOURCE’s solution different from our internal database process?

We have a dedicated staff whose sole function is to obtain PM manuals and upload them to the Biomed Document Database. Most of these employees are BMETs themselves so they know exactly what they’re looking for and what to ask for.

We also have a dedicated staff whose sole purpose is to update the PM database – reaching out to manufacturers to make sure we have the most up-to-date documents.

How does the oneSOURCE Biomed Document Database work?

This is a web-based database that’s also available as an Android and Apple App.

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After you securely log in, a simple search for a device will bring up a screen with the make, model, description, review status, review date and PM frequency.

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Click on the View Document button and you’ll see our Cover Page with links to Procedures, Troubleshooting and Parts Breakdown – the information BMETs need most frequently.

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From the Device page you can also access the Favorites List where you can categorize your biomedical equipment in whatever way works best for you: by technician, equipment type, PM schedule and so on.

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If you need a document that’s not already on the database, click on the Submit Document request. Eighty percent of new requests are online within two days.

How large is the database?

The oneSOURCE Biomedical Document Database contains thousands of makes and models, and we’re continually expanding it. When we bring a new client on board, we assess their needs and add whatever available documents they require that we don’t already offer.

Some manufactures charge for their PM documents or require a facility to prove training before they’ll send them. In those cases, when you provide those documents to us we’ll store them on your own exclusive portion of the database available only to you.

The database also contains letters of obsolescence and end of life letters you can use to document the need to replace devices that are no longer serviced.

Can oneSOURCE interface with my Computerized Maintenance Management System (CMMS)?

Yes, we work with a number of CMMS providers and we expand those relationships to meet our clients’ needs.

Is oneSOURCE only for in-house biomed teams?
No, we also work with third-party healthcare technology management (HTM) teams so they can differentiate their services and help their hospital clients maintain compliance with Joint Commission and CMS requirements.