Roundtable: Tool Kits and Cases

Possession of the correct tools is just as important as the knowledge needed to maintain and repair medical equipment. One of the most important tools for every healthcare technology management (HTM) professional is a tool kit or case to keep tools safe, close by and ready for use.

TechNation recently asked several industry leaders to share their insights regarding tool kits and cases, including which tools are essential for HTM pros and what are the must-have features every biomed needs when it comes to their tools.

Participants in this roundtable discussion on tool kits and cases are:

Pronk Technologies Vice President of Business Development Greg Alkire;

Southeastern Biomedical Co-owner Boyd Campbell, CBET, CRES, CHTM;

Fluke Biomedical Technical Sales Engineer Jamie Spragis, CBET; and

South Plains Biomedical Services (SPBS) DFW Branch Manager Chace Torres.

Q: WHAT ESSENTIAL TOOLS SHOULD BE INCLUDED IN AN HTM TOOL KIT FOR BIOMEDICAL ENGINEERS?

ALKIRE: The ideal toolkit will support biomeds with portability, ease of use and multi-functional capabilities. For example, the compact electrical safety analyzer, Safe-T Sim, includes customizable safety autosequences plus ECG and respiration vital signs simulation. Similarly, a very popular, small, comprehensive multi-parameter patient simulator known as SimSlim offers ECG, respiration, arrhythmia, 4 invasive pressures, YSI 400/700 temperature, and cardiac output – all with an internal battery run time of up to 10 years. For servicing infusion pumps, using an analyzer like FlowTrax that is compatible with any type of infusion device and integrates a very accurate NIST full-featured pressure meter, temperature meter, and digital timer/stopwatch allows biomeds to do more testing while carrying fewer devices.

CAMPBELL: A comprehensive healthcare technology management (HTM) toolkit for biomedical engineers should include a range of essential tools for effective equipment maintenance and repair. The basic hand tools, such as screwdrivers, Torx bits, wrenches, and pliers, are foundational to any toolkit. These tools are commonly found in most electronic toolkits available on the market. However, the key to an effective HTM toolkit lies in selecting tools of high quality and functionality. It’s not just about having the right tools, but ensuring they are durable and reliable for biomedical applications. If a toolkit is only a generic electronics toolkit, it may lack the specific design and features required by healthcare professionals. Thus, a well-curated HTM toolkit should be evaluated and tailored to meet the unique demands of biomedical engineers to ensure optimal performance and safety in healthcare environments.

SPRAGIS: A comprehensive HTM toolkit for biomedical engineers should include essential manual tools like screwdrivers and wrenches, along with advanced diagnostic instruments such as electrical safety analyzers, patient simulators, infusion device analyzers, gas flow analyzers, and defibrillator analyzers. While test instruments are crucial, service manuals, procedural documents, and reliable documentation tools are equally important. A laptop or tablet is necessary for accessing manuals and logging documentation, and network analyzers and communication cables/adapters facilitate troubleshooting networked devices. Additionally, software that automates measurement collection, optimizes workflows, standardizes procedures, and improves documentation and reporting can significantly boost productivity and compliance. Personal protective equipment and cleaning supplies ensure safety.

TORRES: I think overall a tech can be mostly prepared for any job with the following: socket wrench set, bit drive set, screwdriver, assorted pliers set (crimping, needle-nose, tongue & groove, cutter) and, of course, a multimeter.

Q: ARE THERE ANY TOOLS OR CASES THAT ARE FREQUENTLY OVERLOOKED BUT ARE CRITICAL FOR BIOMEDICAL ENGINEERS WHEN SERVICING MEDICAL EQUIPMENT?

ALKIRE: A critical factor is whether or not the devices are capable of having features added in the future. For example, most existing Pronk products in the field can be upgraded with Mobilize wireless connectivity. Our current Mobilize products are also updated with the latest advances in the software. Another vital factor: device durability as demonstrated by a standard four-year warranty or drop-tested designs so as to prevent unnecessary downtime. Finally, one would want to look at whether or not the toolkit contains the auxiliary equipment (cables, adapters, etc.) necessary to complete the specific service or maintenance as standard as opposed to an additional purchase.

CAMPBELL: When servicing medical equipment, there are several essential tools and features that are often overlooked in standard toolkits for biomedical engineers. Some of these include:

Screwdrivers with insulated shafts – These are critical for safety, as they help prevent electrical shocks when working with powered medical devices.

Lighted magnifying glass – Useful for reading small, detailed labels or numbers on medical devices, ensuring accuracy during maintenance and repair.

Magnetizer/demagnetizer – This tool is vital for ensuring that screws and small parts don’t become magnetized, which could interfere with sensitive equipment.

Cordless screwdriver – A highly practical tool that saves time and effort when dealing with numerous screws in medical devices.

In addition to these tools, the tool case itself plays a crucial role. It should be designed with:

Large pockets to accommodate various cables, plugs, multimeters, tachometers, and other essential accessories.

A dedicated space for a tablet or laptop – as these are often used to access manuals, software updates, or diagnostic programs.

Disinfecting capability – The case and tools should be easy to disinfect to maintain a sterile environment, preventing contamination between different medical devices.

By ensuring these often-overlooked tools and features are included, biomedical engineers can better maintain and service medical equipment in a safe, efficient, and hygienic manner.

SPRAGIS: Critical but often overlooked tools for biomedical engineers include automation platforms that consolidate essential data, enabling seamless integration and efficiency. These systems automatically record results, freeing up engineers to focus on the equipment and enhancing interactions with the clinical team. Additionally, multifunctional test devices that can perform diverse procedures and accurately capture documentation are invaluable. Such devices streamline workflows significantly, offering multiple functionalities in a single unit. This not only improves efficiency but also ensures comprehensive testing and accurate record-keeping, which are crucial for maintaining high standards of patient care and compliance.

TORRES: Carrying cases/tool bags are more personal and preference than anything else, I feel. I like to use a combination. I have a small mechanic tool bag which fits my first look tools for a repair. If I need to get deeper in the trenches, I have a larger utility backpack that holds larger and more unique tools. Overlooked tools include bungie cables, jack stands, spotlight, telescopic pickup magnet, soldering iron/heat shrink, hot glue gun, magnetic screw bin, pick and hook set.

Q: HOW CAN A BIOMED ENSURE THAT THEIR TOOL KITS ARE PORTABLE, YET COMPREHENSIVE ENOUGH FOR THE VARIETY OF MEDICAL EQUIPMENT THEY WORK ON?

ALKIRE: Biomeds can look for tool kits specifically designed with the portability, accuracy and range to complete service on the most common medical devices in a hospital. Pronk’s BMET PACK PRO meets this qualification. Simulators (SimCube NIBP, OxSim SpO2, SimSlim Multi-parameter), automated safety analyzer (Safe-T Sim), and multi-function IV pump analyzer (FlowTrax) all fit within a compact pack along with the standard accessories. Demonstration of compliance to hospital and regulatory standards is also provided with the Pronk Mobilize option of Bluetooth-enabled test equipment, such that results are captured instantly in a comprehensive, detailed test report. This allows biomeds to operate more efficiently. For example, Mobilize uses a smart device’s camera to capture the medical device’s barcode, decreasing the opportunity for errors. The final report includes the test equipment’s calibration dates among many other details. Mobilize even transmits PM sticker info (e.g., next inspection due date, etc.) to a Brother portable printer to improve workflow.

CAMPBELL: A biomedical technician should first determine the primary application of their tool kit. If portability is a priority, a soft-sided case is often preferable due to its lighter weight compared to a hard case. When servicing a wide range of medical devices, selecting essential tools while minimizing bulk is crucial. Multi-purpose tools, such as interchangeable handles and bits, such as Wiha tools, can help reduce weight without sacrificing functionality. Larger tools, like socket sets or torque wrenches, may be best carried separately as needed. Organizing tools into modular sections can also enhance efficiency, allowing technicians to customize their kit based on the specific job. Balancing portability with versatility ensures the toolkit remains practical and effective for diverse maintenance and repair tasks.

SPRAGIS: To achieve a balance between portability and comprehensiveness, biomedical engineers should rely on a high-quality laptop or tablets, which can be further enhanced by accessing platforms like OneQA workflow automation software. Technological advancements in laptops now enable them to serve as all-in-one devices for performing preventive maintenance tasks efficiently and thoroughly.

TORRES: I actually have two separate tool bags. One for typical repair needs and one that carries the overlooked tools as well. One way to discern what you’re going to need is to gather as much information about the work your about to dive into. If you’re getting into a surgical table you might need to add some tools and subtract others. I personally take the approach, as a field service tech, to run with an ever changing flexible load out. I let the device I’m working on specifically dictate what bag I use. Some do the opposite and just roll with everything at once, to each his own.

Q: HOW IMPORTANT IS CUSTOMIZATION IN TOOL KITS FOR DIFFERENT TYPES OF BIOMEDICAL EQUIPMENT?

ALKIRE: At Pronk, our test equipment solutions are tailor-made to meet the wide range of needs for biomedical engineers. We offer different BMET PACK bundles, such as the PACK PRO and PACK ADVANCED. Both include the automated Safe-T Sim Safety Analyzer. Pronk offers over 20 different configurations of equipment bundles to best suit your needs. Choosing cases for kits that can support various configurations with some extra space to fit additional equipment is very useful. For example, the BMET PACK comes with configurable dividers with extra space for tools and laptop/tablet, and our SimCube Patient Simulator kit cases can hold the new Pronk Inflator and Pronk Power Bank, as well. Ultimately, customers customize as they see fit, and we try our very best to support their needs.

CAMPBELL: A well-designed general-purpose toolkit can serve both imaging and standard biomedical applications with the addition of a few specialized tools. A well thought out tool kit will have extra space available to allow technicians to personalize their kits based on their specific responsibilities, ensuring they have the right tools for each job while maintaining portability. This flexibility helps optimize efficiency, reduces unnecessary weight, and ensures readiness for a variety of service needs.

SPRAGIS: Customization is vital in tailoring tool kits to manage the nuances of various biomedical equipment types effectively. Tools like OneQA can be precisely adjusted to meet specific technician requirements, breaking the limitations of a one-size-fits-all approach. Procedures may require different levels of detail – some necessitating multiple images, others a more streamlined format. Customization not only facilitates standardization among team members but also enhances overall efficiency and time management, ensuring that each piece of equipment is serviced with the appropriate level of care and precision.

TORRES: Custom load outs typically start when you are diving into a specialty device. For a steam bulk sterilizer you might want to ensure that you have heat resistant gloves, channel locks, Teflon tape, and a plumbers wrench. Whereas for an anesthesia device you might run with a breathing circuit ready to go or just rely on a PM kit (seals/O-rings) that you have with you to solve most issues.

Q: WHAT ARE THE BIGGEST CHALLENGES HTM PROFESSIONALS FACE WHEN IT COMES TO CHOOSING OR MANAGING TOOL KITS AND CASES?

ALKIRE: The biggest challenge is having enough equipment for what everyone needs. The founders of Pronk Technologies understood 21 years ago the importance of miniaturizing test devices while designing easy-to-use interfaces, and this was crucial towards the mobility and flexibility needed in our market. They also recognized the additional importance of designing budget-friendly bundles – with hundreds of dollars in savings in the more comprehensive kits – ranging from a single device up to 10 devices in a single case with standard accessories. Another challenge biomeds face is evaluating the accuracy of test equipment. Verifying that the test equipment meets the accuracy requirements listed in the medical device service manual or following the general rule of thumb of a 4:1 test accuracy ratio between the test equipment and the device under test (i.e., making sure it is four times more accurate than what is required) is something that should be evaluated prior to purchasing any piece of test equipment.

CAMPBELL: One of the biggest challenges is ensuring tool quality. While many necessary tools can be purchased at a local hardware store, they may not offer the durability and precision required for biomedical work. A broken or worn-out tool can cause unnecessary frustration and delays. For example, a Phillips screwdriver with worn or indented tips increases the risk of stripping screws, turning a simple task into a time-consuming problem. Investing in high-quality, reliable tools ensures longevity, efficiency, and fewer disruptions during critical maintenance and repair tasks.

SPRAGIS: Balancing price with proven reliability and quality is a significant challenge for HTM professionals when choosing tools. They often grapple with challenges such as ensuring standardization across their toolkits, selecting the appropriate analyzer for specialized tasks, and maintaining calibration verification and procedure revisions. Minimizing the number of accessories and cables needed through comprehensive test instruments is critical. An HTM professional must be confident in the reliability and accuracy of the test instruments to limit the risk of having to retest a medical device due to an out-of-tolerance test instrument. Addressing these challenges is vital for maintaining high standards of service and patient care.

TORRES: I think many of the techs just entering the field think they need to shell out a bunch of cash to get going and that is not the case. I always tell my techs to get the essentials. As you go along, new repairs are going to show you what tool you need to add to the bag. You can certainly be a brand person or go after the sleekest tool load, but it’s not required to be successful. If you want to get tools on a budget there are a couple options: surplus tool store, garage sales/estate sales, Facebook marketplace, and Harbor Freight.

Q: WHAT ADVICE WOULD YOU GIVE TO A NEW BIOMEDICAL ENGINEER WHEN IT COMES TO ASSEMBLING THEIR FIRST TOOL KIT?

ALKIRE: Look for portability, durability, and that the kit has all of the devices, cables, adapters, etc. necessary to complete the testing plus the capability to allow you to document electronically. As they look more into different products, new biomeds may find that some test equipment requires time-consuming navigation of software menus, and so ease of use becomes a factor to improve workflow. To simplify testing and at the same time improve on accuracy, some products, such as Pronk Mobilize, wirelessly connect test equipment to an organization’s preventive maintenance checklists for automated test sequences and repeatable or adaptable test procedures to minimize chances for human error. Of course, the engineers still need to manage the testing. But the app can be very helpful toward allowing the engineers to focus on testing the medical device rather than searching for needed settings on test equipment, finding procedures, or handwriting test results.

CAMPBELL: Rather than building a tool kit piece by piece, it’s best to start with a high-quality, pre-assembled kit designed specifically for biomedical technicians. These kits typically include essential, durable tools tailored for the field. From there, the technician can customize it as needed based on their specific work requirements. Investing in a quality set from the start is more cost-effective in the long run, as a well-made tool kit can last for decades. A properly selected kit ensures reliability, efficiency, and fewer tool-related frustrations over time.

SPRAGIS: New biomedical engineers should prioritize investing in high-quality, durable tools to avoid issues associated with inferior equipment. They should ensure data accuracy and procedural completeness, or leverage systems designed to handle these verifications, allowing them to focus on their technical role. Choosing advanced, technologically sophisticated test instruments will maximize efficiency and allow new engineers to concentrate on developing their technical skills without being hindered by unreliable tools. Future-proofing your inventory by selecting test instruments that use technology enabling automation and workflow efficiency, from brands with a long history of support and commitment to quality, that invest in the next generation of biomedical tools, will ensure sustained effectiveness and reliability. Building a tool kit with these considerations in mind will set a strong foundation for a successful career in biomedical engineering.

TORRES: Understand what the essential tools are that you need day one. Consider the budget you have to work with. Think about what’s important to you with your tools – brand, reliability, comfort, cost, etc. Lastly, consider what you’re going to transport your tools with – hardcase w/wheels, multiple compartment toolboxes, simple tool bag, backpack or sling case, and so on. Your tools are an extension of yourself and should be a representation of how you want to tackle the job. Recommendations are always great to consider, but also make sure you are happy with what you get, if not make some changes until you are. Good luck out there!