When operating at peak capacity, our emergency department has no less than 17 ultrasound devices in use: 12 cart based systems, 3 laptop style systems, and an evolving number of handheld devices. Regularly evaluating all of this equipment being utilized by so many operators is labor intensive and requires significant resources. We found that there was no uniform way to report equipment malfunctions and, when machines stopped functioning, they were frequently abandoned in temporary care areas and utility rooms.
To improve reporting and streamline machine maintenance, an innovative system was designed utilizing device specific QR codes that direct users to a Qualtrics electronic intake form. Because each machine has its own unique code, specific information such as serial and inventory numbers prepopulate into the survey, obviating the need for reporters to track such information down. Users complete a simplified prompt indicating where the malfunctioning equipment is and what’s wrong with it, resulting in an emailed summary to ultrasound section members.
This system has enabled efficient tracking and management of equipment requiring service, significantly improved reporting, and minimized opportunity costs and downtime.