Missing a PM deadline isn't just a technical glitch; it’s a compliance risk. Manual tracking is prone to human error. Learn how to use Aptien’s Activities to automate your maintenance schedule and stay audit-ready 24/7.
Why switch from Excel to automated tracking?
Paper binders and spreadsheets won’t alert you to upcoming deadlines. Unlike a static calendar event, an Activity in Aptien acts as a dynamic work log. With automated scheduling, Aptien simplifies tracking preventive maintenance and inspections for medical devices and keeping records of completed inspections. Each Activity includes what needs to be done, who is responsible, and lets you attach the BTK inspection report directly to the device.
How to set up preventive maintenance scheduling
- Open the Medical Devices organizer
- Click the “Activity Plans” tab (you must have the proper permission for your role to see it)
- Click “Add activity”
- Name the activity, e.g., “Preventive Maintenance” or “Annual Service,” in the “Activity name” field
- Choose a recurring schedule and set the interval (e.g., every 2 years, per your policy)
- Select which device(s) the maintenance applies to
- Optionally, assign the activity to the “Maintenance & Inspections” group
Audit-Ready at a Click
- Whether it's a CMS or Joint Commission inspection, you can pull up a full Service History for any device in seconds.
- All past Activities and uploaded certificates are organized and easy to export.
Who Conducts Inspections?
- CMS (Centers for Medicare & Medicaid Services): They set the "Conditions of Participation." If a facility fails to document proper equipment maintenance, CMS can withhold reimbursements—which is financially devastating for most SMBs.
- The Joint Commission (TJC): The primary accreditation body. They require 100% completion rates for scheduled maintenance. During an unannounced survey, an inspector will pick a random device and demand its full service history on the spot.
- FDA (Food and Drug Administration): Focuses on ensuring that devices are maintained strictly according to the Manufacturer’s Instructions for Use (IFU).
The Key to Compliance: The Audit Trail
"If it isn't documented, it didn't happen." This is where Aptien’s Activities and Audit Trail become critical:
- Service History (Audit Trail): Aptien automatically creates a chronological, tamper-evident log for every asset. It shows when a PM was scheduled, who performed it, and what the outcome was.
- Centralized Documentation: Instead of searching through paper binders, users can pull up calibration certificates and service reports directly from the specific Activity Log.
- AEM (Alternative Equipment Maintenance): For certain non-critical devices, facilities can opt for an AEM program. Aptien allows users to document the risk assessment and custom intervals required for these special cases.
Summary
- To stay compliant with TJC and CMS standards, you must demonstrate a proactive maintenance culture. Using Aptien’s Activity Plans ensures that:
- No PM deadline is missed (via automated alerts).
- The Audit Trail is always "survey-ready," allowing you to export a complete device history for any inspector in seconds.