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For Ward Nurse / Clinical User

Who you are

You work at the bedside. When an infusion pump alarms, a defibrillator won't charge, or a vital-signs monitor reads garbage — you are the one who notices first. HEMMS is the system you use to tell the BME department, track the repair, and confirm you got the equipment back.

You do not configure HEMMS. You do not own equipment data. Your job in HEMMS is short, focused, and concrete.

What HEMMS does for you

Capability What it means for you at the ward
Submit a repair request in 2 minutes Pick the equipment, describe the problem, hit save — done
Real-time kanban status See exactly which stage the request is in, who is working on it
SLA timer You can see if the request is overdue and escalate to the BME Manager
Receive-and-sign step Confirm the equipment is back, working, and accepted at the ward
Chatter messaging Ask the technician a question right on the request — no separate email

A typical request — start to finish

1. Submit (you, when something breaks)

Path: Maintenance → Maintenance Requests → click New.

Fill in:

  • Equipment — pick from the list. If your ward has a barcode/QR label on the device, search by Ref. No. (รหัสครุภัณฑ์).
  • Title — short, e.g. "ECG monitor #3 — screen flicker on lead II".
  • Description — what you observed, when it started, anything unusual (smell, sound, recent drop, fluid).
  • Maintenance Type — Corrective for "something broke", Preventive only if you're booking a scheduled service.
  • Priority — clinical urgency. High if patient care is impacted now.

Click Save. The request lands in the BME team's kanban under Submitted.

Get good at the description

A clear "what / when / how" description shortens triage time by hours. The BME technicians track who writes the most actionable descriptions — and trust them more on the next one.

2. Track on the kanban (anytime)

Path: Maintenance → Maintenance Requests (kanban view).

You'll see five columns:

Stage What it means
Submitted The BME team has it but hasn't started yet
Pending Review A senior technician is assessing — may need parts or vendor
In Repair Active repair in progress
Awaiting Pickup Fixed — waiting for the ward to collect
Received The ward has confirmed receipt — closed

Your card moves left-to-right. The card carries an SLA dot: green = within SLA, red = breached. If it's red and you haven't heard anything, escalate to the BME Manager — that is what the breach flag is for.

You can also filter your view: search filter My Requests shows just the ones you created.

3. Talk on the chatter

Every request has a chatter at the bottom. Click Send message or Log note to:

  • Ask a question ("Will this be fixed today?")
  • Add a photo (drag-and-drop)
  • Tag the technician with @firstname

Replies arrive both in HEMMS and as an email to you. No separate ticket system, no Line group needed.

4. Receive the equipment (ward sign-off)

When the BME team brings the equipment back, the request is in Awaiting Pickup.

  1. Verify the equipment is the one you submitted (Ref. No. matches).
  2. Plug it in / power-on test at the bedside.
  3. Open the request, click Move to Received. Add a log note like "Working at 14:30, tested on ward 5B" if useful.

The request is now Received and closes. The audit log records you as the receiver with timestamp.

Key dashboards to bookmark

Bookmark Path
Active requests on my ward Maintenance → Maintenance Requests, filter by Equipment Location
My open requests Maintenance → Maintenance Requests, search filter My Requests
Awaiting Pickup (what's ready to collect) Kanban → Awaiting Pickup column

Quick scenario

"The defibrillator in Resus is dead." → Open HEMMS → New → search Equipment for "Defibrillator Resus Bay 2" → title "Won't power on" → description "Plugged into wall outlet 14, no display, no indicator LED. Last used 06:00 today." → Save. You now have a tracked request. SLA starts counting.

What you DON'T need to do

HEMMS removes these pain points

  • No more paper job-sheet filled in triplicate.
  • No more chasing the BME phone for status — the kanban tells you where the request is in real time.
  • No more "did anyone receive this?" confusion at handover — the Received stage is an explicit ward action with a timestamp.
  • No more email-chain triage — chatter on the request is the single thread.

What you DON'T need to worry about

These are BME / admin concerns, not yours:

  • Equipment criticality (red/yellow/green) — informational only on your kanban card. The BME Manager owns the classification.
  • PM scheduling — the system auto-generates preventive requests from the maintenance plans. You'll only see one if your ward is the custodian and the technician needs ward access.
  • Service contracts and warranty — the request form will tell the technician whether the work is covered. You don't have to know.

Need help?

If you can't find your equipment in the dropdown, or you're not sure which Maintenance Type to pick, just submit the request with your best guess and a clear description. The BME team will re-categorise on the Pending Review stage — you won't be blamed for a wrong dropdown choice.