Prepare a release list with the engineering team
Record the device type, model, serial number, asset tag, fitted modules and accessories needed for the requested tests. Give the procedure or manufacturer document used by your organisation, its revision, and who will review the results. Provide equipment identifiers and omit patient information.
Agree when the authorised department can withdraw the equipment from clinical use and make it ready for engineering work. Keep any engineering bench meter that needs its own calibration on a separate line of the request.
A spare device and its accessories
A ward may release a device only after clinical engineering allocates a spare. The pump, its docking station and the pole clamp can have different asset numbers. Agree which parts leave with the device, where the spare goes and who signs for the return. The equipment register should continue to identify the unit used at each location.
Give the service provider the manufacturer's model, the installed options and the functions included in the hospital's maintenance procedure. At handback, clinical engineering can match the results and accessory list to that device before the hospital decides on return to use.
Agree how each device comes back
Ask the team to record the tests actually completed, any omitted functions and the accessory set returned. Your organisation retains the decision about returning a device to clinical service. For equipment leaving an IMT Sohna engineering workshop, agree the dispatch contact there and the receiving contact at the destination.