Medical equipment work orders: from fault to closure
KIBBO records each medical device fault in a work order opened from its profile: internal, if the in-house team repairs it, or outsourced, if it goes to a service provider company. Each order has an assignee, sub-status, tasks, spare parts and, if external, a quote. It is included on every plan.
Every fault, in a work order opened from the device profile
The work order is opened from the device profile with three fields: the fault description, the device's current status and the type of repair, in-house or outsourced. If outsourced, a second step asks for the service provider. If the institution turns it on, KIBBO creates the order by itself from a fault report, with or without setting the device to non-operational.
Who handles it: manual or automatic assignment
Each order has an assignee: a person or a service provider company. In the settings, the institution chooses how the assignee is set: manually, automatically by building or by the number of orders already assigned. It also decides whether an order can be reassigned and whether the same device can have more than one open order.
Eight sub-statuses, from diagnosis to return
Each order is open or closed, and its sub-status shows where it stands: pending, in diagnosis, quote to be prepared, quote pending approval, in repair, pending return, rejected pending return or closed. Without phoning anyone, it is clear whether the device is waiting for a diagnosis, a quote approval or its return.
Tasks, spare parts and files, inside the same order
The order shows its creation date, who reviewed it, who it is assigned to, the device's status (editable there), the fault and the tasks to be done. The «Tareas» (Tasks) tab logs each job with description, user, date and time. Spare parts added under «Artículos» (Items) are deducted from the storeroom's stock, and «Archivos» (Files) keeps its attachments.
Internal or external, with the quote in the same order
An internal work order is converted to an external one when the repair leaves the workshop, and is assigned to a service provider company. The external order adds a «Presupuesto» (Quote) tab, filled in through a form or as a file. If the company has its own service provider account in KIBBO, it receives its clients' orders on a single board, each at its stage.
What needs action, in sight on the dashboard
The dashboard counts open orders, internal and external, and flags the ones that need action: quote to approve, deadline passed, unassigned, no tasks and inactive for more than 15 days. The list can be searched, filtered by type, service provider, status, sub-status and assignee, and exported to Excel. A request that is not a repair goes on a ticket board.
Frequently asked questions
How is a medical equipment work order opened in KIBBO?
From the device profile, with the fault description, the device's current status and the type of repair: in-house or outsourced. If it is outsourced, the service provider is chosen in a second step. If the institution turns it on, KIBBO also creates the order from a fault report. Each order stays in the profile's orders tab and in the equipment history file.
What is the difference between an internal and an external work order in KIBBO?
The internal order is handled by the institution's technical team; the external one, by a service provider company. An internal order can be converted to an external one. The external order adds a quote tab, filled in through a form or with a file, and the dashboard flags quotes to approve. The order list filters by type and by service provider.
Which indicators come from work orders in KIBBO?
In reports: time to first response, from a user's report to the status change; how outsourcing evolves; the number of outsourced jobs per service provider; and orders closed per device and per user. Each device profile also shows its MTTR (mean time to repair).
Which KIBBO plans include work orders?
All of them. Work orders are available on every KIBBO plan.
Every fault, with its order, its assignee and its status.
Work orders are available on every KIBBO plan.