Building Workflows on a laptop with a team

Building Workflows in Healthcare Facilities Makes for Efficient Equipment Check-ins

Is equipment for your facility being delivered by vendors (direct-to-site) or from a nearby warehouse? If so, do you have a workflow for the various teams, including  Clinical Engineering (CE), IT, Facilities, and other teams? Building workflows can help streamline the process of verifying, asset tagging, and checking in new items.

How To Stream the Check-in Process

First, identify equipment that requires a check-in workflow within the dataset. For example, Clinical Engineering (CE) is responsible for specific categories of medical equipment within each hospital. Build workflows  so that equipment requiring a CE check-in process can be identified and then routed to complete their check-ins by CE staff after items have been placed in rooms.

This enables CE staff to plan and distribute their workload more effectively, assigning resources by department, item type, and other criteria as needed. Equally important- this process allows CE (and other supporting departments) to work concurrently during the equipment activation period. As soon as items are placed, CE can complete their check-in processes, preserving critical time during the run-up to Patient Day 1.

Real-time Visibility and Accuracy

As CE staff completes registration, asset tagging, and testing for each item, checkboxes indicating item-by-item progress are shared back to the process owner. This status is reflected in the project dataset, allowing real-time visibility and accurate tracking of the progress of each item toward a thoroughly patient-ready facility.

Similar processes can be created for Facilities, IT, Installers, and other supporting departments as applicable.

Building Workflows with pen and paper

Monitoring Progress and Optimizing Performance

It’s important for project leaders to build roll-up dashboards to reflect progress with Clinical Engineering and other workflows, providing a bird’s eye view of the check-in process and while applying a rigorous patient-ready approach to progress on the project overall. This helps to ensure that equipment is fully checked-in and ready to use, reducing delays and optimizing performance.

How GWS Can Help You

Building workflows for Clinical Engineering, IT, Facilities, and other teams to check-in new equipment is crucial for healthcare facilities, especially when opening new patient care spaces. It allows teams to manage their workload more efficiently and provides visibility and tracking for leadership. Contact us today to learn how GWS incorporates these workflows into your loading process, helping you optimize your facility’s equipment activation performance and provide effective patient care.