Outpatient Imaging Affiliates, LLC (OIA) owns outpatient imaging centers and partners with local healthcare providers to manage their imaging centers. OIA centers range from single to full-modality facilities offering PET, MR, CT, ultrasound, mammography, nuclear medicine and X-ray procedures. Their turnkey solution minimizes the effort and risk involved in developing and operating outpatient centers. Kelly Firestine, Director of Clinical Operations, is responsible for purchasing, certification and service contracts on OIA capital equipment.

OIA sought a system to help them proactively and cost-effectively manage maintenance on imaging equipment at their 23 facilities across the country as well ensure that vendor uptime guarantees are being met or exceeded. This entails keeping track of model numbers, original purchase orders, spare parts, accessories, service contracts, warranty expiration dates and out of contract expenses in a centralized database that can also be accessed by the individual locations. The goal is to determine the most appropriate level of service contract (OEM, Third Party or At Risk) for each piece of equipment based on service history, as well as providing support for credentialing, accreditation and equipment replacement. Kelly learned of eMaint when Johns Hopkins’ usage of eMaint CMMS to manage radiology equipment servicing was profiled in an industry publication.

Outpatient Imaging came on board in March of 2012 utilizing eMaint’s Professional Services team to configure the system to match their desired forms and procedures. Kelly is now tracking over 200 assets including cat scans, MRI machines, ultrasounds, x rays, laser printers and more. Kelly was able to upload and link pictures, accessories and service contracts for each asset and credentials so that OIA can prepare for American College of Radiology periodic accreditation audits and renewals. Purchase orders are issued through eMaint CMMS for any out of contract service. Based on the out of contract expenses incurred, decisions can be made to increase or decrease the level of service contract or consider replacing or upgrading the unit. The downtime of each machine is also monitored through eMaint to ensure that third party vendors are upholding their contractual uptime guarantees. Reports and dashboards provide real-time analytics of downtime and expenses by department and equipment type for budgeting purposes. Once training of end users is completed, each facility will have access to their own dashboard, allowing them to see their specific assets, maintenance history, service contracts, renewal dates, uptime and expenses relative to budget.

• Ability to track over 200 imaging assets across multiple locations through a single system
• Delivers documentation required for Accreditation and Medicare & Insurance Credentialing
• Real-time analytics on YTD expenses against budget by department, location and asset
• Downtime and expenses tracking by asset, assisting in budgeting and contract negotiations
• Web-based system provides secure, centralized and distributed database for all vital records
• Rapid Start implementation services helped customize screens and forms to specifications

Kelly F., Director of Clinical Operations, Outpatient Imaging