Material resource management process

1. Perform following procedure within limits of Government of Gujarat rules and regulations
2. Parent institute is both New Civil Hospital Surat and Government Medical College Surat.
3. If completing an examination procedure require an equipment prepare its specifications and other conditions required from suppliers, in consultation with the parent institute.
4. Communicate the requirement with specification to the parent institute.
5. The parent institute selects a list of suppliers from which the department can choose one or more supplier
   • select and approve suppliers based on their ability to supply external services, equipment, reagents and consumable supplies in accordance with the laboratory’s requirements. This process is called Technical Scrutiny
   • The list of selected and approved suppliers of equipment is maintained at office of the parent institute.
6. Ask parent institute to procure the equipment from finalized supplier(s).
7. Communicate the laboratory management regarding adequacy of supply and maintenance by the supplier from time to time, e.g when inadequacy is found or during MRM.
8. When the equipment arrives in the laboratory
   1. verify that equipment specifications and other conditions required from suppliers are acceptable.
   2. Use it for performing examinations for which it is required, using quality control materials, to find weather the performance of equipment is appropriate to the need or not.
   3. In the event above conditions are not met, do not use equipment for examinations of patient samples. Follow rules and regulations of the parent institute to return equipment to the supplier.
   4. If above conditions are met, enter its details in to equipment registers, as per rules and regulations of parent institute.

1. Arrange for training of all personnel who are likely to use it for examination of patient samples.
2. Store manufacturers instructions in electronic format as far as possible, so that they are available to everybody in need.
3. For laboratory instructions for use of equipment, develop laboratory specific instructions for use of equipment, where required, and store preferably in dokuwiki documentation system of the laboratory.
4. wherever required, calibrate equipment
   1. as per manufacturer's instructions.
   2. with traceable reference material
5. Perform preventive maintenance as per manufacturer’s instructions.
6. Whenever equipment is found to be defective
   1. mark it 'Not working' till it is appropriately repaired.
   2. Repair it following manufacturer's instruction.
   3. Once repaired, Calibrate, if required, and use it for performing examinations for which it is required, using quality control materials, to find weather the performance of equipment is appropriate to the need or not.
   4. Follow Procedure for identification, control, correction and prevention of nonconformities and shown by verification to meet specified acceptance criteria.
7. If any adverse incidents and accidents occur that can be attributed directly to specific equipment, follow Procedure for identification, control, correction and prevention of nonconformities and report to the manufacturer and appropriate authorities.
8. If any breakdown occurs in any equipment, will be corrected either by internal person (lab person) or external person(company person) and will be recorded in LIS under the table 'EQUIPMENT' in “DAMAGE,MALFUNCTION, MODIFICATION, REPAIR” section. In DESCRIPTION section, details of breakdown, immediate actions, controls, preventive actions will be displayed. Yearly reminder for reviewing of All NC's will be done before Internal Audit assesment.
9. Importance of maintaining “DAMAGE,MALFUNCTION, MODIFICATION, REPAIR” record- this will help to analyse periodically (anually) to find out trends,common causes and possible corrective actions can be taken to decrease damage and malfunctions.

1. When an equipment can not be used for examination without compromising required quality or when it is not required or obsolate, dispose it as per rules and regulations of parent institute and manufacturer's instructions.

• Store equipment related documents in dokuwiki
• Store following equipment records in LIS.
• Depending on type of records, store them for appropriate duration.