Efficient ambulatory surgery center equipment management is essential for ensuring smooth surgical procedures and successful patient outcomes. Equipment malfunctions can lead to downtime, canceled procedures, and lost revenue. However, balancing ambulatory surgery center (ASC) equipment management with financial business goals can be a challenge for many ASCs. Prioritizing equipment management and establishing the right habits can have a significant impact on the overall efficiency and success of the ASC.
With the right strategy, you can strike a balance between the cost and maintenance of quality equipment and a profitable ASC business model.
Equipment Planning Strategies for Maximum Efficiency in Your ASC
Having a solid equipment management plan is important for ASCs to provide the best care possible. With careful planning, ASCs can avoid buying and maintaining unnecessary equipment that doesn't fit their needs. This can help an ASC optimize its resources and boost productivity. Good planning can also reduce the number of canceled procedures, lost revenue, and unhappy patients that come from equipment downtime.
More importantly, investing in high-quality equipment can help ASCs provide better care to patients, improving patient outcomes and leading to happier staff. By scheduling more procedures and generating more revenue, ASCs can thrive in the long term.
However, equipment management is not a straightforward process—ASCs have a lot to juggle when managing their equipment. They must balance the need for high-quality equipment with the cost of purchasing it, as well as the cost and availability of maintenance, including replacement parts and service technicians.
Assessing the Risks and Downsides of Purchasing Used Equipment
To equip an ASC properly, careful planning is crucial. While ASC stakeholders are flexible, assessing the risks of buying used equipment is important. When purchasing used equipment, ASC owners must ensure it's not outdated and consider the long-term value of investing in newer technology. Understanding the maintenance history and wear-and-tear of used equipment is critical to avoid downtime, lost revenue, and dissatisfied patients. ASCs should also consider warranty coverage to avoid costly maintenance and repairs.
To help mitigate the risks of buying used equipment for your ASC, ensure that any used devices you're considering have a paper trail of all maintenance and updates, and get all equipment certified before you purchase it.1 Most importantly, make sure you're sourcing equipment from a reputable refurbisher.
Navigating the Costs and Challenges of Maintaining New Equipment
Having new, reliable, and fast-service equipment is a critical purchase criterion for ASC operations, but investing in new equipment can be expensive. That said, broken-down equipment can lead to canceled procedures and lost revenue, which can significantly impact the business's financial health and patient care.2 Unlike larger health systems, ASCs have limited resources. This makes it particularly challenging for ASCs to manage the varying terms, conditions, and service offerings per equipment type.
Maintenance is another significant consideration when it comes to ambulatory surgery center equipment management. Maintenance costs—like the cost of replacement parts—can add up quickly. Moreover, ASCs must ensure they have the resources, like service technician availability, to properly maintain their new equipment, prevent downtime and ensure the equipment's longevity.
Additionally, ASCs should consider the quality of the service and support they receive from equipment vendors—as well as their vendors’ responsiveness. ASCs require vendors who can provide prompt and efficient service. While larger healthcare systems may have an on-site repair team, smaller operations may not have the budget or volume to justify a full-time biomed staff. Instead, they may rely more heavily on outsourced biomed technicians or other vendors for repair and maintenance services.
For example, when it came time to replace older equipment, an ASC in Knoxville was considering purchasing an additional anesthesia delivery system, above and beyond the replacement needed, just to prevent potential operational downtime. However, after learning about the vendor service solutions from GE HealthCare, such as remote diagnostics and repair and field engineer density, they were confident they would be able to ensure minimal downtime.
"The true value of our field engineers lies not only in their expertise but in their proximity to our customers. Through their presence in the communities they serve, they build relationships and trust, providing peace of mind and assurance when it comes to equipment reliability. And when communication is clear and effective, like in the case of our Knoxville surgery center, we can find solutions that not only meet our customers' needs but save them significant costs in the process," says Kara Tate, account manager at GE HealthCare.
3 Critical ASC Equipment Needs and How Equipment Vendors Can Help
ASCs can ensure their operations continue to run smoothly by addressing their most critical equipment needs, especially regarding repair and maintenance.
1. Ensuring Regulatory Compliance with ASC Equipment
ASCs must ensure the equipment they purchase meets all applicable regulatory requirements and standards. Depending on the equipment and procedures performed at the ASC, the regulations can vary, so it's essential for ASCs and their equipment vendors to be aware of these requirements. Not meeting the standards can lead to fines, legal issues, and damage to the ASC's reputation, which could hurt the business's finances and patient satisfaction.
2. Training Staff to Use ASC Equipment
Proper staff training within an ASC keeps patients safe but also extends the lifespan of the equipment. ASCs should make training a priority and allocate resources to ensure their staff gets the right training. Good training also helps staff identify potential equipment issues, allowing for quick repairs and less downtime.
3. Investing in Emerging Technologies
The healthcare industry undergoes technological advancements at a rapid pace, and ASCs and their equipment vendors need to keep up with the latest trends to provide the best possible care for patients. Emergent technologies can enhance patient outcomes, reduce recovery time, and increase operational efficiency in the ASC. Technology-driven innovation has the power to deepen our understanding of patients and make it possible to provide more personalized, convenient care. By 2025, this could create an impressive annual value of $350 billion to $410 billion.2 And as the regulatory and market landscape continues to evolve, new technologies can help speed up the transition from conventional hospital environments to more consumer-centric care locations—including ambulatory surgery centers.3
Adopting new technologies can also help ASCs stay competitive in the healthcare marketplace. Patients today are well-informed about the latest healthcare technologies and expect their healthcare providers to stay up-to-date as well. By investing in new technologies, ASCs can attract new patients and retain existing ones. Additionally, tech innovations can help ASCs streamline their operations behind the proverbial bedside curtain.
Management of equipment in an ambulatory surgery center requires careful planning and consideration in order to optimize operational efficiency while preserving profitability. Adopting thoughtful strategies enables ASCs to achieve objectives related to patient outcomes while also generating revenue. Emphasizing efficient equipment management helps to avoid downtime and minimize procedure cancellations, fostering improved patient satisfaction. Moreover, allocating resources to acquire top-tier equipment empowers ASCs to deliver superior care, resulting in contented patients and a subsequent rise in revenue.
As an ASC, it's important to regularly assess and update your equipment management strategies to ensure they meet your specific needs and goals. By prioritizing efficient equipment management and staying up to date with the latest advancements, you can ensure your ASC’s success.
References
1. Jones, Frank. "Medical malpractice: Beware the risks of secondhand equipment." Association of periOperative Registered Nurses. Published February 10, 2016. https://www.aorn.org/outpatient-surgery/article/2016-February-medical-malpractice-beware-the-risks-of-secondhand-equipment. Accessed April 13, 2023.
2. Fuhr, Ted, Evgeniya Makarova, Steve Silverman, et al. "Capturing the Value of Good Quality in Medical Devices." McKinsey & Company. February 24, 2017. https://www.mckinsey.com/industries/life-sciences/our-insights/capturing-the-value-of-good-quality-in-medical-devices.
3. Singhal, Shubham and Carlton, Stephanie. "The era of exponential improvement in healthcare?" McKinsey & Company. Published May 14, 2019. https://www.mckinsey.com/industries/healthcare/our-insights/the-era-of-exponential-improvement-in-healthcare. Accessed April 13, 2023.
