HTM SOP for Staff Training and Record Keeping

One of the most important things to consider in a Healthcare Technology Management (HTM) program is implementing a quality program that allows a standardization of processed.

Mon Sep 12 2022By Tony Cody

One of the most important things to consider in a Healthcare Technology Management (HTM) program is implementing a quality program that allows a standardization of processed. If done correctly, it will allow your standard operating procedures (SOP) to be scalable regardless of the size of the HTM department. Below is an example of a SOP addressing HTM employee staff training.
Staff training is critical to maintain elevated performance of the Healthcare Technology Management (HTM) department. Accurate record keeping of related training is necessary for the employee’s human resources’ records and to enable inventory or skillset to optimize resource allocation and service delivery. This standard operating procedure (SOP) will establish guidelines for HTM departmental staff training and record keeping. All HTM employees are responsible for following this SOP. The HTM leadership team is responsible for the implementation and management of this procedure.

  • Ensure staff have discussion about their professional development, requirements around training execution, and appropriate documentation of training
  • Communicate staff training requests, approvals, and record keeping to all HTM employees.
  • Efficient process to demonstrate qualifications of a HTM employee to internal and external customer.
  • Enable quicker line of sight to match resource requirements to the service event

  1. All HTM employees are required to consult with their immediate leader or senior leader around training requirements during their performance review meetings.
    1. Appropriate documentation around travel needs and other resources for the training will be documented and reviewed with the leader.
    2. It is the responsibility of the HTM employee and their immediate leader to communicate training requirements with the vendor/ distributor.
    3. Any availability of training documents, service manuals, service keys will be collected and this will be documented and reviewed by the leader.
    4. The HTM employee will train co-workers on scheduled maintenance procedures, basic troubleshooting and repair techniques that don’t necessitate factory training, on a need basis and with prior approval from the immediate leader.
      1. OJT training record will be completed and submitted to the HTM leader.
      2. HTM leader vets the OJT training and maintain the records.
      3. HTM leader submits the training records to Human Resources and maintains them in the employee file.
  2. All discussions around training requirements need to be documented in the employee file.
  3. HTM employees will follow all applicable policies and procedures before and after an off-site factory training and submit documentation of the training to their immediate leader.
    1. Travel requests and reimbursements will be submitted on-time per entity business expense and entertainment policy.
    2. Training documents, service manuals, and service keys will be recorded in a location (physical or Intranet) as discussed with the immediate leader. For example, in the department shared drive.
    3. HTM/Entity training agreement and competency assessment will be completed and updated as necessary by the HTM leader and reviewed by the HTM employee.
  4. HTM employees who undergo on-the-job training will complete the OJT form and submit it to their immediate leader.
    1. The HTM employee will educate co-workers on aspects they learnt during the OJT.
  5. HTM employees and leaders will use the performance review meeting as an opportunity to consolidate and review both factory and on-the-job training records.

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