Common Medical Equipment Problems and When to Request Professional Repair

Medical equipment problems can interrupt clinical services, affect measurement reliability and create risks for patients and staff.

Some problems involve accessories, settings or routine user checks. Others require assessment by appropriately qualified technical personnel before the equipment can return to service.

Recognising the difference helps healthcare facilities respond promptly without attempting repairs beyond staff training or manufacturer instructions.

For clinics and healthcare organisations in Fiji, a clear fault report also helps More Grow Group assess the support required and plan the next steps.

When equipment behaves unexpectedly during use, follow the facility’s clinical escalation procedure and the manufacturer’s instructions.

The responsible clinical team should assess the patient and arrange an appropriate alternative where required. Technical troubleshooting must not delay necessary care.

Immediate Priorities Include

• Alerting the responsible clinical staff.
  • Managing any interruption to treatment or monitoring.
  • Arranging suitable replacement equipment where available.
  • Preventing further unintended use of the affected device.
  • Recording the fault and relevant circumstances.
  • Contacting the designated technical support team.

Do not abruptly disconnect equipment supporting a patient without the appropriate clinical response.

A user check is an action explicitly permitted by the manufacturer and facility procedure. Repair involves identifying and correcting a fault and may require specialist tools, parts and testing.

WHO distinguishes performance inspections, safety inspections, preventive maintenance and corrective maintenance within an equipment maintenance programme. These activities address different needs. who.int

Examples of Permitted User Checks May Include

• Reviewing the displayed message.
  • Confirming approved accessories are connected correctly.
  • Checking settings against the operating procedure.
  • Inspecting accessible surfaces for visible damage.
  • Following the documented battery-charging instructions.

These examples are not suitable for every device. Follow the instructions for the exact equipment.

Opening housings, changing internal settings or bypassing protective features should not be treated as routine troubleshooting.

A device that does not switch on may have a problem with its power source, battery, connector or internal components.

Unexpected shutdowns require particular attention because the fault may recur during use.

Details to Record

• Whether the device starts at all.
  • Whether it fails on mains power, battery power or both.
  • Visible damage to plugs, cables or connectors.
  • Charging messages or indicators.
  • Events immediately before shutdown.
  • Whether other equipment was affected.

Request professional assessment when the problem persists, recurs or involves visible damage.

Do not keep replacing fuses, resetting protective devices or trying incompatible power supplies to force equipment to operate.

A battery may show a charge indication while providing less operating time than expected.

Possible contributors include battery deterioration, charging faults, operating conditions or increased equipment demand.

Signs Requiring Review Include

• Unexpected shutdown during battery operation.
  • Rapid changes in the charge indicator.
  • Failure to charge as instructed.
  • Repeated battery warnings.
  • Physical swelling, leakage or unusual heat.

Record operating conditions and observed runtime rather than assuming the battery is the only cause.

A swollen, leaking or unusually hot battery requires prompt escalation. Do not charge, puncture or dismantle it.

Unexpected readings can arise from the patient, measurement technique, accessories, environmental conditions or an equipment fault.

Clinical staff must assess the patient rather than assuming an unusual value is merely a technical error.

Information Useful for Technical Review

• Device and accessory identification.
  • Measurement mode.
  • Relevant settings.
  • Error messages.
  • Whether the behaviour is intermittent.
  • Manufacturer-permitted checks already completed.
  • Any recent impact, repair or accessory change.

Professional assessment may involve performance verification, calibration or repair, depending on the findings.

Do not adjust equipment simply to make its reading match another device without a justified assessment.

An alarm may indicate a patient condition, operating problem, connection issue or equipment fault.

Respond according to the clinical procedure and the meaning of the specific alarm.

Request Technical Support When

• An alarm persists after permitted checks.
  • The alarm system fails a required test.
  • Audible output is absent or unreliable.
  • Messages appear without an understood cause.
  • Controls or indicators do not behave as documented.

Record the exact message and circumstances.

Do not disable alarms or change limits solely to stop repeated warnings. Alarm settings require appropriate clinical authorisation.

Accessories can affect equipment performance even when the main unit appears normal.

Wear may occur around connection points, moving joints and frequently handled cables.

Look for Visible Problems Such As

• Cracked insulation.
  • Exposed conductors.
  • Bent or loose connectors.
  • Broken sensor housings.
  • Damaged tubing.
  • Intermittent operation during normal handling.

Withdraw suspect accessories from use according to procedure and identify them clearly.

A replacement must be compatible with the exact device and intended application. A matching connector shape does not establish compatibility.

Changes in mechanical behaviour can indicate wear, obstruction, loose components or other faults.

Examples include unusual pump noise, abnormal vibration or leakage from equipment intended to contain fluids or pressure.

Record the Following

• When the behaviour occurs.
  • Operating mode and load.
  • Location of the noise or leak.
  • Associated alarms.
  • Visible damage.
  • Whether the fault began after movement or servicing.

Do not continue operating equipment to see whether the problem disappears if its safety or performance is uncertain.

Pressurised, electrical and fluid-handling systems require suitable technical assessment.

9. Controls, Displays or Software Become Unreliable

An unresponsive touchscreen, unreadable display or repeated software freeze can prevent safe operation.

A restart may temporarily clear a symptom without resolving the cause.

Useful Fault Details Include

• Exact error code.
  • Screen affected.
  • Sequence of actions before the fault.
  • Whether settings were lost.
  • Software version where available.
  • Recent updates or configuration changes.
  • Whether records or connectivity were affected.

Follow only approved restart procedures.

Do not install unofficial software, perform a factory reset or change service settings without authorisation. These actions can affect configuration, records and equipment performance.

10. Overheating, Burning Smells or Electrical Damage Occur

Smoke, sparking, burning smells and exposed electrical parts require urgent action under the facility’s emergency procedures.

Protect patients and staff, arrange clinical continuity and isolate the equipment when safe and appropriate.

Professional Assessment Is Needed For

• Burn marks.
  • Melted connectors.
  • Electric shock or tingling reports.
  • Repeated protective-device trips.
  • Liquid entering electrical equipment.
  • Unusual heat affecting safe handling.

Do not reconnect the equipment to test whether it still works.

Preserve relevant evidence once immediate risks have been controlled.

11. Problems Follow Cleaning, Impact or Relocation

A device may develop faults after a drop, spill, cleaning incident or movement between locations.

Visible appearance alone cannot establish whether internal components, sensors or safety features remain suitable.

Events to Report

• Falls or impact.
  • Liquid exposure.
  • Use of an incorrect cleaning product.
  • Damaged seals or housings.
  • Transport without appropriate protection.
  • New faults after installation elsewhere.

Tell the technical team what happened, even if the equipment initially appeared unaffected.

Do not conceal the event by repeatedly restarting or cleaning away evidence needed for assessment.

When Should You Request Professional Repair?

Request professional technical assessment when permitted user checks do not resolve the problem or when equipment safety and performance remain uncertain.

Assessment should establish whether repair, calibration, configuration correction or replacement is appropriate.

Urgency depends on the device, fault and clinical consequences. Do not wait for scheduled maintenance when an active problem requires attention.

Prepare a Clear Repair Request

A detailed fault report helps the service provider plan personnel, test equipment and parts.

Information to Include

• Facility name and location.
  • Equipment manufacturer and model.
  • Serial number and asset number.
  • Department and responsible contact.
  • Description of the fault.
  • Exact alarm or error code.
  • Date first observed.
  • Frequency and operating conditions.
  • Accessories involved.
  • Previous service history.
  • User checks already completed.
  • Current equipment status.

Provide photographs where useful, excluding identifiable patient information.

For facilities in Fiji, also explain access arrangements and any inter-island transport requirements.

Agree on Decontamination and Transport

Before collection or dispatch, confirm the provider’s acceptance requirements.

Follow manufacturer instructions and facility procedures for cleaning and decontamination.

Confirm

• Cleaning status and relevant declarations.
  • Exposure to potentially hazardous materials.
  • Accessories required for assessment.
  • Protective packaging.
  • Battery transport arrangements.
  • Collection and delivery responsibilities.
  • Return transport.

Do not send contaminated equipment without prior agreement or dismantle unfamiliar components to prepare a shipment.

Review Testing Before Returning Equipment to Service

A device switching on after repair does not establish that all required functions are acceptable.

The technical scope should identify suitable post-repair checks.

These May Include

• Inspection of completed work.
  • Functional testing.
  • Relevant safety testing.
  • Performance verification.
  • Calibration where applicable.
  • Configuration checks.
  • Accessory assessment.
  • Review of remaining limitations.

Ask for a report describing the fault, work completed and test results.

Record who reviewed the documentation and authorised return to use.

A Practical Medical Equipment Fault Checklist

Common Mistakes to Avoid

Common mistakes include:

• Continuing use because the fault is intermittent.
  • Assuming every unusual reading is a device problem.
  • Silencing alarms without understanding their cause.
  • Opening equipment without appropriate competence.
  • Fitting unverified accessories or power supplies.
  • Resetting devices before recording fault information.
  • Sending contaminated equipment without agreement.
  • Treating calibration as a substitute for repair.
  • Returning equipment without reviewing test results.
  • Ignoring repeated failures after servicing.

Use incident and quality procedures where required, including assessment of whether earlier equipment use may have been affected.

Requesting Support From More Grow Group Fiji

When approaching More Grow Group Fiji, provide the equipment details, fault description and operational impact.

Ask for Confirmation of

• Whether the model can be supported.
  • Initial assessment arrangements.
  • On-site or workshop requirements.
  • Manufacturer involvement where needed.
  • Parts availability.
  • Proposed costs and exclusions.
  • Expected downtime.
  • Post-repair testing.
  • Service documentation.
  • Warranty and follow-up arrangements.

Confirm support for the specific device rather than assuming every equipment category is covered.

Responding to Equipment Problems With Clear Records

Medical equipment problems need a response that connects patient care, equipment control and appropriate technical assessment.

Follow permitted user procedures, document the symptoms and request qualified support when the problem remains unresolved or safety is uncertain.

A clear repair brief and documented post-repair review help healthcare facilities in Fiji manage equipment faults and discuss their requirements with More Grow Group.