Most technology problems on a nursing unit are noticed by whoever is inconvenienced, and they are reported only after a few people have worked around them. The medication cart battery that does not hold a charge, the printer that jams at shift change, the call station that responds slowly, the corner of the building where Wi-Fi drops. Staff adapt and carry on, which is admirable but means the issue lingers.
A simple weekly walk-through, sometimes called technology rounds, flips that pattern. Instead of waiting for tickets, someone looks at the devices on the floor, in person, and fixes small problems before they become big ones. It does not take long when it is routine.
Assign a person, such as a maintenance lead, a unit clerk or a member of your IT team, and a backup. Pick a regular time that does not collide with medication passes or meals, perhaps mid-morning on a quiet day. Aim for twenty to forty minutes for a typical building, depending on size. Carry a simple checklist and a phone for photos.
Do workstations on wheels and medication carts power on and hold a charge? Check battery indicators and spare batteries.
Are screens clean and undamaged, with working keyboards and mice?
Are computers logged out, locked and positioned so screens are not visible to visitors?
Do barcode scanners and card readers work?
Are cords tidy, with no strain on plugs or wheels running over cables?
Is there paper and toner or ink, and a spare nearby?
Are there any error lights or recurring jams?
Do label or wristband printers have the right supplies loaded?
Is anything printed and left in the tray that contains resident information?
Follow your vendor's and facility's procedures here, and work with maintenance, since life-safety systems have their own testing requirements. In technology rounds, you are looking for obvious problems:
Call stations or pull cords that are damaged, missing or not responding
Display panels or pagers that show errors
Staff comments about delays or missed alerts
Report anything suspicious right away rather than waiting for the next round.
Walk the corridors and a few rooms with a phone or tablet, checking that Wi-Fi connects and loads a page
Note dead spots, slow areas or places where devices disconnect
Look at network jacks and switches in closets for loose cables or error lights
Confirm closets are locked and not used for storage
Check desk phones, cordless handsets, tablets and shared devices. Are batteries charged? Are handsets accounted for? Are televisions and resident-facing devices working?
Are server or network closets locked?
Are unfamiliar devices plugged into network ports?
Are passwords posted on monitors or under keyboards?
Are old computers or drives waiting for disposal sitting unsecured?
Ask nurses, aides and unit clerks one question: "What bugs you about the equipment this week?" Staff often mention issues they have not reported. Listen, and report back on what was fixed. Over time, this builds trust and increases the flow of information.
Use a simple log or form with date, location, finding and action. For each item, decide whether it is fixed on the spot, ticketed or escalated. Keep track of repeat problems, because those justify replacement. Review the log monthly to spot patterns, such as one unit with frequent battery failures.
The value of rounds is consistency, not a long list. If the checklist becomes burdensome, it will not happen. Start with the five or six items that cause the most pain, and adjust.
Once a quarter, add a few extra tasks: dust the vents on equipment, test spare batteries and verify that backup power outlets feed the devices that should be on them.
Technology rounds support resident care, staff morale and survey readiness, since devices that work reliably mean documentation gets done on time. They also reveal security issues early.
UnityCare IT can perform or support technology rounds for long-term care and senior-living communities in Oklahoma, Texas and Arkansas, and can train your own staff to run them using a checklist tailored to your building.
An outsourced IT department with proactive maintenance and one number to call.
Call or text: 405-285-3845
New customers: start@unitycareit.com
Existing customers: support@unitycareit.com
Address: UnityCare Technologies, 2524 N Broadway Ste 554, PMB 947974, Edmond, Oklahoma 73034-4172