BART 101

Biomed Application for Repair Tracking

v. 3.0

Table of Contents

  1. BART Introduction and Expectations
  2. Guidelines for a BART ticket
  3. Accessing BART Application
  4. Dashboard
  5. Service Requests
  6. Tickets
  7. Alerts
  8. Resources and Reports
  9. Create a New Ticket
  10. Create Ticket tab
  11. Create Ticket – from a Service Request
  12. Batch Tickets
  13. Equipment Manager
  14. Search
  15. Add Equipment
  16. Mass Transfer

BART Job Aide

I. Introduction and Expectations

The Biomed Application for Repair Tracking (BART) is an application that moved Biomed documentation from paper-based tickets to an online process for documenting equipment service tickets, inventory and reports, which can be accessed through the DaVita VillageWeb. BART has the capability for tracking of equipment repairs, PM’s and other BMT activity, as well as associated cost and labor involved with these activities.

The performance expectations for completing BART tickets are:

  • A BART ticket will be completed within 72 hours of completing service or maintenance on a medical device.
  • A BART ticket will be completed for any activity taken for non-routine culturing or disinfection
  • A BART ticket needs to clearly reflect what was wrong, what was found and what was done about it.

When you think about the definition of a BART ticket, a good place to start is to consider what a BART ticket is not. A BART ticket is not a diary, personal ledger, memo, or adverse occurrence report. Further, it is not a place to record patient history, complaints, hearsay statements by other teammates, or "permission" from someone else to take certain actions with a machine. In other words, long narratives recounting what other people (most often non-biomedical) said, did, or told you to say or do are not informative or useful. Straying from known facts and procedures does nothing to inform subsequent readers about the equipment's history and disposition.

A BART ticket is a written record of the technical history of a given device. That record is prepared by a Biomedical Technician and the intended audience is other biomedical personnel. A competent ticket reflects three simple elements:

1. What was wrong;
2. What testing procedures were performed - in conformity with manufacturer recommendations - with the results; and,
3. What technical actions were taken to resolve the problem in accordance with policy and procedure?
The objective is for any biomedical technician to be able to read the BART ticket and understand the machine's operational history, testing you performed, the results of your tests and what you did about those results, if anything."

Accessing BART

BART can be accessed via the VillageWeb from any computer (worldwide) that has internet access. You do NOT need the VPN to utilize all functionality of BART, provided you have a username and password for the DaVita VillageWeb (

Enter BART – via the VillageWeb

1)Open your internet browser (Internet Explorer, Firefox, Safari, Google Chrome, etc.)

2)Log onto the VillageWeb by entering the URL . Note: you must have a login and password to do this; if you forget your login or password, contact the Help Desk. It is recommended that you save the URL to your favorites! (Highlight the URL and paste into your favorites folder)

3)Click on applications

4)Click on BART

Enter BART – via Bart.davita.com

1)Open your internet browser (Internet Explorer, Firefox, Safari, Google Chrome, etc.)

2)Type in the URL window;

3)Log into BART 3.0 using your user name and password (from the VillageWeb, LMS, Webmail, etc.) Note: you must have a login and password to do this; if you forget your login or password, contact the Help Desk. DO NOT BOOKMARK the login page, bookmark the BART Dashboard.

Welcome to BART!

II. Dashboard

The Dashboard is the default screen when any user logs in to the BART 3.0 application. The Dashboard contains four sections:

a)Service Requests

b)Tickets

c)Alerts

d)Resources and Reports

a)Service Requests

Service Requests are generate in two different ways:

  • From the Facility Biomedical Service Request Tool
  • By BART 3.0 itself (PM Service Requests and Follow-Up ServiceRequests)

Service Requests are to be used to generate tickets that are pre-populated with information from the database or from teammate requests. To view the details of a Service Request click on the line item and a detail screen will appear. To close out of this view click on the icon.

Facility Service Request

Color coordinated - White

Service Requests generated from the Facility Biomedical Service Request Tool contain the following information:

Date Service Requested

Request Time

Facility

Equipment Type | Manufacturer | Model | Serial #

Requesting Teammate

Did the issue occur during treatment?

Estimated Treatment Delay

Issue (SQA Code)

Comment (from the requesting teammate)

This information is to be used by the BMT to perform preliminary troubleshooting before they go to the facility to address the issue. When the BMT returns to BART they should click on the proper Service Request and click on the button to generate a new ticket. This ticket will be associated with the Service Request allowing a proper audit trail.

Preventative Maintenance Service Request

Color coordinated - Purple

Service Requests generated by BART for Preventative Maintenance will be generated 45 days before the due date. These Service Requests willcontain the following information:

Date Service Requested

Facility

Equipment Type | Manufacturer | Model | Serial #

Issue (Preventative Maintenance)

Comment (the PM Interval)

After the PM is performed on the equipment, the BMT should return to the proper PM Service Request and click on the button to generate a new ticket. This ticket will be associated with the PM Service Request allowing a proper audit trail.

Follow-Up Ticket Service Request

Color coordinated – White

Service Requests generated by BART for Follow Up service are generated when a BMT closes a ticket and chooses to NOT release the machine for patient use (in the Authorization section of the Summary screen). These Service Requests willcontain the following information:

Date Service Requested

Facility

Equipment Type | Manufacturer | Model | Serial #

Requesting Teammate (teammate who closed the initial ticket)

Issue (Hardware)

Comment (original Ticket Number)

At the conclusion of the follow up service, the BMT should return to the proper Follow-Up Service Request and click on the button to generate a new ticket. This new ticket will be associated with the Follow-Up Service Request and original ticket allowing a proper audit trail.

b) Tickets

The center box in the Dashboard is the Open Ticket module. For the BMT this will display all Open Tickets that they have created. The ABS and DMB will display all Open Tickets within their associated Regions/Divisions.

The displayed Open Tickets contain the Ticket #, Location and Work Type as well as the date the ticket was created. Newer tickets will be at the top of the list. By clicking on the Ticket # the user will be brought in to the Open Ticket at the point the last saved.

* ABS and DBM access will allow the user to view the ticket but not modify it.

Ticket Search

To access the Ticket Search screen, click on the icon in the upper right hand corner of the Ticket box.

Ticket Search allows you to search by Open, Closed or Voided Tickets by selecting the associated radio button. You can enter the following information in the Keyword(s) field:

Ticket #

Facility

Model

Work Type

SQA Code

Serial #

Teammate Name

You can search directly for a Ticket by typing in the Ticket Number. Otherwise enter in one or more keywords to narrow down your results. You can continue to

By clicking on the Date Begin and Date End fields you can establish the time period that you are searching for.

The search result will appear after you have filled in the proper fields, selected the date range and clicked on the button. Clicking on the header of any column will sort the contents alphabetically or numerically. Click a second time to sort in reverse. To view a ticket, click on the row of the ticket you wish to view and you will be taken to the summary screen for Closed Tickets and the Ticket Screen for Voided or Open tickets.

To exit out of the Ticket Search click on either the icon or the navigation tab.

c) Alerts

Alerts are generated by the BART 3.0 system for many different reasons. The following Alerts may appear in your Dashboard Alert box:

PM Due – PM Service Request date is less than 10 days out

PM Overdue – PM Service Request has not been addressed before it is due

Ticket Open (too long) – Will be triggered if a ticket is left open for more than 72 hours

RGA/Warranty* – If an RGA # is needed for a Part Used

Reliability – If equipment averages more than X number of touches in a facility

To close out an Alert, click on the icon. This is an acknowledgement that you read the alert.

*To close an RGA/Warranty alert you will need to input the RGA # from the vendor/manufacturer for that part.

d) Resources and Reports

The bottom section of the Dashboard contains useful Resources as well as tabular navigation to access the BART 3.0 Reports.

Resources

The default screen will display links to internal and external websites and documentation. The resources are divided in 4 groups:

DaVita Biomedical

Vendor/Manufacturer

PM Checklists

Other Documents

By clicking on the links a new browser window or tab will be launched with the proper information.

Reports

By clicking on the different tabs you will access the reports for BART 3.0. Your level of access will determine which reports you can view. On each tab you will need to input certain information and click on the button.

III. Create Ticket

The Ticket Creation process in BART 3.0 has been greatly simplified. The entire process takes place in one screen.

There are two was to create a ticket in BART 3.0:

  • The Create Ticket tab (from scratch)
  • From a Service Request (the Create Ticket button in the Service Request detail box)

a)Create Ticket tab

To create a ticket not associated with a Service Request, click on the tab in the top navigation of the BART 3.0 application. When you have entered the new ticket you will be presented with a Ticket Detail box

  1. Select “Create Ticket” from the top navigation Bar.
  2. Select the “Location” for the repair by first selecting the Division, then Region, and finally the Facility.
  1. Establish the “Service Type”

a)Was the maintenance Scheduled or Unscheduled?

b)Select the work type*

*Work Types will be determined by whether you selected Scheduled or Unscheduled Maintenance:

Scheduled / Unscheduled
Preventative Maintenance
Electrical Safety
Installation
Culture Collection
Disinfection
Diasafe Filter / Repair
Inspection
Other
Electrical Safety
Installation
Culture Collection
Disinfection
Diasafe Filter
Modification

If you select Scheduled Electrical Safety, Installation, Culture Collection, or Diasafe Filter it will trigger a batch ticket. (see Batch Ticket below).

  1. Select the “Equipment” from the Equipment Roster by clicking on the item. All Active Equipment for the selected facility will appear in the Equipment Roster.
  1. Enter the “Dates” for Service Requested, Service Began, and Service Completed.

Once the dates have been established you can fill in the rest of the ticket.

  1. Enter your “Hours Worked” and “Hours Traveled” – minimum 15 minutes hours worked to close a ticket.
  1. Type in the “Service Requested”,“Findings”, and “Work Performed”. Answer the question, “Does the service requested match the findings?”.
  1. ALERT – Any alerts associated with this equipment will appear here. If no alerts the box will be gray.
  1. “Parts” – If parts were used in the repair then click on the Yes radio button. (see Parts Entry below)
  1. Select your “Payroll Code” from the dropdown.
  1. Select the proper SQA Code from the dropdown.
  1. If you select Preventative Maintenance SQA, then a Sub SQA Code dropdown will appear. Select the proper PM Interval from the dropdown.
  2. If the equipment you are creating the ticket for is a Fresenius 2008K or 2008K2 you will also be asked in the “Qualification Checklist is complete”. Select the appropriate radio button.
  1. Answer the “Does service merit a product or process complaint?” question. If yes, then you will be presented a dropdown with “Reasons”. Select the appropriate reason.
  1. Enter in the “Current Hours” on the machine. If the equipment has Last Recorded Hours they will appear in the box to the left. Current hours has to be greater than or equal to the Last Recorded Hours.
  1. Ticket Close Options
  1. Save – The ticket can be saved at any point in the ticket process. After saving the ticket you can click on the Dashboard, Equipment Manager or Create Ticket navigation tabs to move through BART 3.0.
  2. Close – Once all fields are completed in the ticket, you can Close the ticket. (see Summary Section below).If you wish to make a change to the ticket you can click on the RED X in the upper right hand corner of the Summary screen.
  1. Void – At any point in the creation process you can click on the Void button to void your ticket. If you click the Void button you will need to type in a reason for the void.

PARTS Entry

If you selected “Yes” to the Parts used during repair question then you will trigger the Parts Catalog screen. This new screen contains all parts associated for the selected equipment THAT ARE IN THE IPROCUREMENT CATALOG.

* IF THE PART DOES NOT APPEAR IN IPROC, IT WILL NOT APPEAR IN BART *

The new Parts module displays the following fields:

Part #

Description

Price

Part Information (Refurbished, Exchange, Core)

Vendor (Manufacturer, Third Party, Distributor)

You can sort by any column by clicking on the header. BART 3.0 also allows you the ability to search for a part by any of the fields in the list. The more specific your search terms, the more limited the search result will be.

* To view all parts after a search, delete any words out of the search box and click on the search button.

Searching Hints

If you cannot find your part when searching, check for the following:

  • Plural – if you typed “Brushes” and do not get a result, try “Brush”
  • Spelling – double check you spelling
  • You do not need to type the Vendor, just part of the description

Select Parts

Once you have found the appropriate part you can click on the row of the part to add to your “cart”. Once selected, the part will display in the bottom box with its Part #, Description, Price and Vendor as well as the Date Installed and Quantity. If the part was installed on a different date then the date listed, click on the field and select the appropriate date.

To change the Quantity of parts used, click on the + or – icons to adjust the value. The Total Price will change based on the quantity used. If you wish to remove the part for your list, click on the – icon until the quantity reaches 0.

RGA# Alert

A new feature of the BART 3.0 application is tracking RGA (Request for Goods Authorization) number for all parts returned to the vendor. The RGA# Alert will be triggered for the following reasons:

  • Equipment is under warranty
  • The part is under warranty
  • The part selected is a Refurbished part
  • The part selected is an Exchange part
  • The part selected is Core eligible
  • The part selected is > $25.00

If the part is being returned to the vendor for any reason, check the RGA# box. Once selected two more fields will appear:

  • Replacing Warranty Part - Select this if the part being returned is a warranty part (equipment or part)
  • RGA# - If you have the RGA# at the time of creating the ticket, enter the # here. IF NOT, you can leave the field blank and an RGA# Alert will appear in the Alerts section of your dashboard.

0$ Cost

If the part being used did not have a cost select the 0$ Part checkbox. This will zero out the price for that part and display a dropdown of sources. Select the appropriate source from the selections.