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LabMan > (3) Lesson 8: Equipment and Inventory Management > Flashcards

(3) Lesson 8: Equipment and Inventory Management Flashcards

1
Q

Necessary to ensure accurate, reliable, and timely testing

A

Equipment management

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2
Q

Benefits of Good Equipment Management:

Helps to maintain a ___ ___ of laboratory performance

A

high level

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3
Q

Benefits of Good Equipment Management:

Reduces ___ in test results and improves the technologist’s ___ in the accuracy of testing results

A

variation
confidence

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4
Q

Benefits of Good Equipment Management:

___ repairs costs, as fewer repairs will be needed for a ___-____ instrument

A

Lowers
well-maintained

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5
Q

Benefits of Good Equipment Management:

____ instrument life

A

Lengthens

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6
Q

Benefits of Good Equipment Management:

Reduces ___ of services due to breakdowns and failures

A

interruption

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7
Q

Benefits of Good Equipment Management:

____ safety for workers

A

Increases

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8
Q

Benefits of Good Equipment Management:

Produces greater ___ ___

A

Customer satisfaction

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9
Q

___ ___-__ is an agreement wherein the laboratory rents the machine and buys the reagent

A

reagent tie-up

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10
Q

One of the pros of this agreement is that there is no major responsibilities especially on machine breakdowns

A

reagent tie-up

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11
Q

Lease vs Rental plans:

Periodic payments are made

A

both

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12
Q

Lease vs Rental plans:

Usually 3-5 years

A

Lease

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13
Q

Lease vs Rental plans:

Purchased for longer periods at reduced rate

A

Lease

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14
Q

Lease vs Rental plans:

Without purchase option

A

Rental

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15
Q

Lease vs Rental plans:

The equipment is returned

A

Rental

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16
Q

Lease vs Rental plans:

Another ___ is agreed or metered

A

Rental

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17
Q

Acquisition of new equipment justifications:

Equipment can not be repaired or excessive cost or repair results in unacceptable delays

A

Replacement

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18
Q

Acquisition of new equipment justifications:

Volume increase justifies either automation or additional personnel

A

Increased workload

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19
Q

Acquisition of new equipment justifications:

Reduction of operational expenses state primarily in terms of personnel and supplies

A

Cost reduction

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20
Q

Acquisition of new equipment justifications:

Better patient care

A

New and/or improved methodology

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21
Q

Priority of needs:

Needed immediately to maintain quality patient care

A

Essential

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22
Q

Priority of needs:

As “essential” but greater leeway with regard to time of acquisition

A

Necessary

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23
Q

Priority of needs:

Means of reducing cost

A

Desirable

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24
Q

Priority of needs:

Means of improving general working condition

A

Others

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25
Q

Implementing an equipment maintenance program:

Comes before a failure, while the equipment is in operating condition

A

Preventive maintenance

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26
Q

Implementing an equipment maintenance program:

Applies to unscheduled maintenance

A

Repair

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27
Q

Implementing an equipment maintenance program:

Comes after the instrument has failed

A

Repair

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28
Q

Implementing an equipment maintenance program:

Assurance that the instrument measures certain parameters within specified tolerance

A

Calibration

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29
Q

Implementing an equipment maintenance program:

Considered part of preventive maintenance

A

Calibration

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30
Q

In selecting equipment, the instrument should be ___ against the service the laboratory provides

A

matched

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31
Q

In selecting equipment, it should be sufficiently ___ and ___ to suit the needs of the testing to be done

A

accurate
reproductible

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32
Q

T/F: in selecting equipment, the physical space is irrelevant as long as the equipment addresses the needs of the laboratory

A

F (should be considered)

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33
Q

T/F: the equipment should be within the laboratory’s budget

A

T

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34
Q

T/F: in selecting the equipment, reagents need not to be readily available since the laboratory can purchase anyway

A

F (should be readily available)

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35
Q

T/F: providing the reagents whether free of charge of not and for how long should be considered

A

T

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36
Q

T/F: it is not important whether the equipment is easy to operate or not, since staff can be trained

A

F (should be one of the considerations)

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37
Q

T/F: the instructions being available in an understandable language is important

A

T

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38
Q

T/F: Retailer within the country, equipment warranty, and safety issues are important to consider

A

T

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39
Q

T/F: In acquiring equipment, savings that could be negotiated should be considered

A

T

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40
Q

Before purchasing the equipment, one should ask if the ___ will install the equipment and train staff as part of the purchase price

A

manufacturer

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41
Q

Before purchasing the equipment, one should ask if the ___ includes a trial period to verify that the instrument performs as expected

A

warranty

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42
Q

Before purchasing the equipment, one should ask if the manufacturer’s ___ can be included in the contract and, if so, whether it is provided on a regular basis

A

maintenance

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43
Q

In installing equipment, verifying the ___ requirements should be met

A

physical

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44
Q

In installing equipment, the ___’s responsibilities for installation should be confirmed in writing prior to beginning the installation process

A

vendor’s

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45
Q

In installing equipment, ___ of the expected performance specifications should be developed, so that performance can be quickly verified as soon as the equipment is installed

A

checklist

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46
Q

In getting equipment ready for use, a written plan for ___, ___ ___, and ___ ___ of the equipment should be implemented

A

calibration
performance verification
proper operation

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47
Q

In getting equipment ready for use, responsibilities should be assigned for performing the ___ and ___ programs

A

maintenance
operation

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48
Q

In getting equipment ready for use, a system for ___ the use of parts and supplies must be developed

A

recording

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49
Q

In getting equipment ready for use, establishing a scheduled maintenance program should include ___, ___, and ___ maintenance tasks

A

daily
weekly
monthly

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50
Q

T/F: In getting equipment ready for use, only personnel who have been trained specifically to properly use the equipment should be authorized as operators

A

T

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51
Q

In equipment calibration, the ____’s direction must be followed carefully when performing the initial calibration of the instrument

A

manufacturer

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52
Q

In equipment calibration, the instruments should be calibrated with each ___ ___, when first putting it into service

A

test run

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52
Q

In equipment calibration, the determination of how often the instrument will need to be recalibrated will be based on its ___ and the ___ ___

A

stability
manufacturer’s recommendation

53
Q

In the performance evaluation, evaluating the performance of new equipment to ensure it is working correctly with respect to accuracy and precision should be done when?

A

Prior to testing patient specimens

54
Q

In the performance evaluation, test methods using kits or laboratory instruments need to be evaluated for the ability to ___ ___ and to determine ___ and ___ ranges

A

detect disease
normal
reportable

55
Q

Test methods using kits or laboratory instruments need to be evaluated for the ability to detect disease including which factors? (3)

A

sensitivity
specificity
positive and negative predictive value

56
Q

T/F: despite manufacturers being the ones to provide performance evaluations, laboratories are the ones to verify the performance claims

A

T

57
Q

In verification of manufacturer’s performance claims, testing sample with ___ values and comparing the results to the ___ or ___ value must be done

A

known
expected
certified

58
Q

In verification of manufacturer’s performance claims, if equipment is temperature controlled, establishing the ___ and ___ of the temperature must be done

A

stability
uniformity

59
Q

Maintenance plan includes (4)

A

Preventive maintenance
Provision for inventory
Troubleshooting
Repair of equipment

60
Q

Maintenance plan:

Includes measures such as systematic and routine cleaning, adjustment and replacement of equipment parts at scheduled intervals

A

Preventive maintenance

61
Q

Maintenance plan:

Should be performed at regular intervals: daily, weekly, monthly, or yearly

A

Preventive maintenance

62
Q

Maintenance plan:

Ensures that the equipment performs at maximum efficiency and will increase the lifespan of the equipment and help to prevent mishaps

A

Preventive maintenance

63
Q

Preventive maintenance prevents: (4)

A

Inaccurate test results due to equipment failure
Delays in reporting results
Low productivity
Large repair costs

64
Q

In equipment inventory the log should have a record of (6)

A
  1. Instrument type
  2. Date the equipment was purchase
  3. Manufacturer/vendor
  4. Presence/absence of documentation, spare parts and maintenance contract
  5. Warranty’s expiration date
  6. Specific inventory number indicating the year of acquisition
65
Q

In troubleshooting the equipment, these changes should be noticed by the operator (3)

A
  1. drift in quality control or calibrator values
  2. obvious flaws in equipment function
  3. equipment fails to operate
66
Q

In troubleshooting the equipment, sending the samples to a nearby laboratory for testing is a process done in accordance to state regulations such as ___ (DOH AO Number) on the referral of specimens

A

DOH AO 2007-027

67
Q

In troubleshooting the equipment, if the problems cannot be identified and corrected in-house, attempt to find a way to continue testing until the equipment can be repaired, the access to ___ instruments must be arranged

A

backup

68
Q

T/F: In troubleshooting the equipment, if the problems cannot be identified and corrected in-house, attempt to find a way to continue testing until the equipment can be repaired, the manufacturer can be asked to provide a replacement instrument during repairs

A

T

69
Q

During service and repair of equipment, these (2) may be provided by manufacturers from where the equipment is purchased

A
  1. Set up a procedure for scheduling service that must be periodically performed by the manufacturer
  2. Some warranties require that repairs be handled only by the manufacturer
70
Q

During service and repair of equipment. large facilities sometimes have ___ ___ technicians inhouse who perform equipment maintenance and repair

A

biomedical service

71
Q

During service and repair of equipment, ___ ___ should be scheduled so as not to interrupt the flow of work

A

routine service

72
Q

The retiring and disposing of requirement occur when the instrument is: (2)

A
  1. Not functioning and not repairable
  2. Outmoded and should be replaced with new equipment
73
Q

In retiring and disposing of requirement, ___ ___ equipment should be disposed of in an appropriate manner so that it will not accumulate, taking up ___ ___ and create ___

A

fully retire
valuable space
hazard

74
Q

T/F: In retiring and disposing of requirement, when disposing of equipment, salvaging any usable parts is not necessary anymore, as they can buy a newer part

A

F (salvage any usable parts, particularly if the equipment is being replaced with another similar one)

75
Q

In retiring and disposing of requirement, when disposing of equipment, salvaging any usable parts is not necessary anymore, considering any potential ___ and following all ___ ___ procedures is a must

A

biohazards
safety disposal

76
Q

T/F: in equipment maintenance documentation, each major piece of equipment will have its own equipment maintenance document

A

T

77
Q

“Uninterrupted availability of reagents, supplies, and services is needed for efficient and cost-effective laboratory operations”

A

Purchasing and supplies inventory management

78
Q

Benefits of purchasing and supplies inventory management:

Supplies and reagents are always ___ when needed

A

Available

79
Q

Benefits of purchasing and supplies inventory management:

___-___ reagents are obtained at an appropriate cost

A

high-quality

80
Q

Benefits of purchasing and supplies inventory management:

Reagents and supplies are not lost due to ___ ___, or kept and used ___ ___

A

improper storage
beyond expiration

81
Q

Key components of purchasing and supplies inventory management (7)

A
  1. Vendor/manufacturer qualifications
  2. Purchase agreements
  3. Receiving, inspecting, testing, storing, and handling of materials
  4. Must allow for tracking materials to individual patients
  5. Assessing and maintaining inventory
  6. Controlling expiration periods
  7. Dispatching supplies to satellite laboratories
82
Q

Key component of purchasing and supplies inventory management:

All purchased material should be inspected and appropriately tested to ensure that specifications are met, and policies should be established for storing and handling materials as they delivered to the laboratory

A

Receiving, inspecting, testing, storing, and handling of materials

83
Q

Key component of purchasing and supplies inventory management:

The laboratory should be able to identify specific test materials used for performing tests on any given day, so that if there is a problem with a patient result, the laboratory will know what reagents were used

A

Must allow for tracking materials to individual patients

84
Q

Product research/Product specification:

Comparative evaluation

A

Product research

85
Q

Product research/Product specification:

By consultation with other users

A

Product research

86
Q

Product research/Product specification:

By reference to publications offering comparative studies of equipment and supplies

A

Product research

87
Q

Product research/Product specification:

Help assure adequate quality of materials

A

Product specifications

88
Q

Product research/Product specification:

Inventory control helps quality of purchased after reagents and supplies

A

Product specifications

89
Q

In purchasing: selecting vendors, the ___ should be defined for supplies or materials to be purchased

A

Criteria

90
Q

In purchasing: selecting vendors, the laboratory should look for the best ___, taking into account the qualifications and credibility of the supplier

A

price

91
Q

In purchasing: selecting vendors, the laboratory should consider the ___ and ___ of purchasing “___ ___” compared to “___” products

A

advantages
disadvantages
brand new
generic

92
Q

In purchasing: selecting vendors, evaluate vendors after purchase whether the vendor delivered the ___ ___

A

Specified goods

93
Q

In purchasing: selecting vendors, evaluate vendors after purchase whether the ___ ___ body assured that ___ ___ were met

A

central procurement
user specifications

94
Q

Documents involved in the purchasing process (3)

A
  1. Purchase requisition or order
  2. Packing slip
  3. Invoice
95
Q

Document involved in the purchasing process:

States the desired goods or services with an estimate of the cost

A

Purchase requisition or order

96
Q

Document involved in the purchasing process:

Accompanies the shipped goods

A

Packing slip

97
Q

Document involved in the purchasing process:

Where payment is made

A

Invoice

98
Q

Considerations in setting up purchasing procedures:

Understand any ___ or ___ government requirements that need to be accommodated in the contracts

A

local
national

99
Q

Considerations in setting up purchasing procedures:

Negotiate for the best price without undermining ___

A

quality

100
Q

Considerations in setting up purchasing procedures:

Carefully review all ___ to make sure the laboratory’s requirements are being met

A

contracts

101
Q

Considerations in setting up purchasing procedures:

___ should clearly address payment mechanisms and provisions to assure reliable availability and delivery of reagents and supplies

A

Contracts

102
Q

Considerations in setting up purchasing procedures:

Ask if there are penalties for ___ a contract

A

ending

103
Q

Considerations in setting up purchasing procedures:

Determine how ___ will be made, and how the vendor will assure ___ availability and ___ of supplies and reagents

A

reliable
delivery

104
Q

Implementing an inventory management program:

Without this, nothing may get done

A

Assign responsibility

105
Q

Implementing an inventory management program:

___ the needs of the laboratory

A

Analyze

106
Q

Implementing an inventory management program:

Establish the ___ stock needed for an appropriate time period

A

Minimum

107
Q

Implementing an inventory management program:

Develop needed ___ and ___

A

forms
logs

108
Q

Implementing an inventory management program:

Establish a system for ___, ___, and ___ supplies

A

receiving
inspecting
storing

109
Q

Implementing an inventory management program:

Maintain an inventory system in all ___ ___ and for all ___ and ___ used in the laboratory

A

storage areas
reagents
supplies

110
Q

A very important process that can help calculate how much is required of any particular item for a given period of time

A

Quantification

111
Q

Performed when making annual plans for the laboratory and this planning will take into account the usual usage of supplies and reagents

A

Quantification

112
Q

Accurate quantification will:

Ensure essential supplies will be ___ when needed

A

available

113
Q

Accurate quantification will:

Prevent ___, which can lead to wastage of expensive materials

A

overstocking

114
Q

Quantification provides information for:

Estimating ___ ___ planning

A

annual budget

115
Q

Quantification provides information for:

Allowing for ___ ___

A

better planning

116
Q

Quantification provides information for:

Making ___ and monitoring ___ of the inventory management system

A

decisions
performance

117
Q

Forms and Logs:

Good tools for managing the stock include: (3)

A

Standardized forms
Card systems
Log books

118
Q

All ___ and ___ should be inspected as they arrive in the laboratory to be sure that they are in good condition and to verify that what is received is what was ordered

A

supplies
reagents

119
Q

Storage supplies: good practices:

Keep the storeroom ___, ___, and ___ to protect the inventory

A

clean
organized
locked

120
Q

Storage supplies: good practices:

Make sure storage areas are well ___ and protected from ___ ___

A

ventilated
direct sunlight

121
Q

Storage supplies: good practices:

Ensure storage conditions are in accordance with the manufacturer’s ___, paring particular attention to any ___ requirements or other specifications, such as ___ requirement

A

instructions
temperature
safety

122
Q

Storage supplies: good practices:

Use good ___ strong enough to support items, and organize items carefully on the shelves to prevent movement shifts or falls

A

shelving

123
Q

Storage supplies: good practices:

Shelves should be attached firmly to ___ ___ to prevent tripping

A

support walls

124
Q

Storage supplies: good practices:

Sturdy step stools should be available for reaching higher shelves in heavier items should be stored on lower shelves; laboratory staff should not be required to lift heavy items

A

Ensure items are accessible to staff

125
Q

Storage supplies: good practices:

When storing, put the new shipment ___ existing materials that are already in the laboratory

A

behind

126
Q

T/F: Organize the reagents and materials so that newer materials get used first

A

F (older materials should be used first)

127
Q

Monitoring inventory:

Procedures should be developed and put in place for continuous monitoring of the inventory:

Assign the responsibility for this task to an ___ person or someone must be __ ___

A

appropriate
in charge

128
Q

Monitoring inventory:

Procedures should be developed and put in place for continuous monitoring of the inventory:

Be sure that all supplies and reagents in the laboratory are covered by the system and maintain ___ ___ in all of the storage areas

A

inventory management

129
Q

Monitoring inventory:

Procedures should be developed and put in place for continuous monitoring of the inventory:

Conduct weekly ___ counts of reagents and supplies in order to check the system, and as part of the monitoring process

A

physical

130
Q

Monitoring inventory:

Procedures should be developed and put in place for continuous monitoring of the inventory:

Make sure all records relevant to inventory management are ___ and ___

A

updated
maintained

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