How to Prepare for an Equipment Move


Since the outbreak of COVID-19, there is a lot to consider than just resuming non-urgent care. It means getting back to planning equipment installations and uninstallations that were put on hold for many facilities because of the pandemic. So, how do you prepare for an equipment move? Moving medical equipment typically calls for help involving multiple parties. The most successful projects are the ones planned well in advance from the very beginning. Keep on reading to learn how to prepare for an equipment move: 

Effective Communication

The most common issue in any medical equipment logistics job is a lack of communication. A lack of communication could lead to confusion on who is responsible for what. For instance, contractors and electricians are just two of the parties involved in installations or uninstallations. If these parties do not continuously communicate their needs, many problems can pop up. 

“In a fluoroscopy room, you need to pull the rear bolts on the table,” Gustavo Polo, owner and GP Medical Equipment president said. “If your unit is locked in the center position, you can’t get to the center bolts. All bolts need to be out to slide out the 4,000-pound table. The only way you’re getting to these bolts is when you rotate the table at a 90-degree angle. If you don’t have the power on for the system, you have to rotate manually. If you don’t know what you’re doing and you’re dealing with a bunch of different modalities at one time, you got yourself into a headache.” Communication is key to preparing for an equipment move! You want to have it communicated to all parties what is needed and what they must do before beginning.

Prep the Room and Floors

he next step would be to prep the room and floors. This involves a room inspection to measure dimensions. It is essential to measure everything in the room and the pathway to ensure the new system will fit. In addition to this, remove as many objects as possible from the room. This will help avoid damages and make it easier for the moving team by not working around as many items. Furthermore, hospitals should cover and wrap protective materials around any cabinets and other items they cannot remove from the room during installation or uninstallation. 

After you take measurements, the service provider will draw up a blueprint for transporting the system through the hospital. By also sharing it with the client to ensure all weights and capacities are accounted for. The client must prep the construction site by cleaning the room and hallways. Make sure to use the right dollies with the right wheels to avoid scuffing the floors during transport. 

Avoid any Delays

During this moving process, you will want to avoid any delays. A lack of careful planning delays construction and can even create risks to individuals involved in the work if not communicated to them. Additionally, having delays can raise costs, delay patient exams, and create more lost revenue for the facility. One common issue that causes delays is when a person realizes the morning of an uninstallation job; the system still has private information saved on the hard drives. To avoid this from occurring, make sure to get confidential data off to avoid violating the Health Insurance Portability and Accountability Act (HIPAA).  

Keep in Mind!

One of the best ways to ensure constant communication is to have multiple meetings and ask questions after the project ends. We suggest checking in with the customer, especially if they’ve been silent after two weeks. Ask questions like, “How do you like your system?” Or “Is it working properly for you?” After the end of the project, there should be a final walkthrough to ensure the work is successful, all areas impacted are clean, and that there are no damages to the room or hospital. Contact us today to learn more about how we can assist you with your equipment! 

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