Pneumatic Tube System Check Up: 5 Areas That Need Attention 

Avoid Headaches With Regular Pneumatic Tube System Maintenance  

Pneumatic tube systems are the backbone of material transport throughout a hospital. A wide range of materials are sent through these systems, including both solid and liquid medications as well as sensitive materials such as lab specimens and blood products.

These tube systems have been in use for decades and, due to their strong track record of reliability, their maintenance often takes a back seat to that of newer technologies. However, assuming they will continue to run uninterrupted is taking a big chance. A failure in any of its components can bring the transport of sensitive medical materials to a grinding halt. The ripple effect from a disabled tube system results in a process disruption that can ultimately impact the level of care to patients.

That is why regular maintenance checks are so important. Here are five key areas of your pneumatic tube system that should be checked periodically to help avoid a transport breakdown and to keep the components of your tube system updated and working efficiently:

Transfer Units

Transfer units are the switches for your pneumatic tube system that allow carriers to travel through various tube networks. The tubes should be cleaned and oiled regularly to keep them in good operating condition. This is not a one-and-done procedure. Filters should also be changed regularly. Even the smallest amount of dust or other debris can begin to impair movement over time. Without regular maintenance, your tube system will encounter transport issues.

Seals should also be regularly checked and replaced if necessary. A cracked or broken seal can cause air to leak, which will strain blowers and affect the air pressure of the transport. This can result in slower processes or carriers getting stuck in a line.

If left unaddressed, it can be time-consuming and expensive to deal with these issues. That is why regular maintenance of the line, blowers, and all other components is essential.

Carriers

There have been many improvements to carriers over the years, both external and internal. Today’s carriers are lightweight and more secure than older models. Make sure you are using the latest carriers available from your supplier.

Your carriers should include linings that protect materials from damage and spillage as well as contamination. Zip and fold pouches are now making the transfer of highly sensitive materials such as blood safer and more secure. Make sure you are also using carriers that are uniquely labeled with RFID chip readers to manage the movement of the carriers and ensure that the right carrier is delivered to the right station. This also can help avoid cross-contamination.

Stations

How secure are your stations? Your cabinets should either be locked or only accessible through card readers. Security is key as many of these units are located in central areas within a hospital as well as in your hospital pharmacy. Using card reader technology to ensure that only authorized individuals can access the stations is optimum.

Your stations should always be clean and dust-free. Regular wipe-downs throughout all areas of each station will help eliminate the potential for contamination.

Look at capacity as well. Is your tube station able to handle your current and potential future volume? Do you need to consider adding stations? Many of today’s stations include digital touchscreens that enable the receipt and sending of carriers simultaneously. This may be something to consider as volume increases.

Software

Aside from the physical components, it is important to make sure that the software running your system is regularly updated. Software has continued to evolve to optimize the efficiency and safety of both sending and receiving pneumatic tube carriers. Carriers can now be tracked through the entire system to ensure efficient delivery and safety.

Your pneumatic tube system software should be able to “talk to” other systems, such as your hospital pharmacy automation software, to ensure seamless integration and performance.

Cybersecurity has never been more important than now, as hackers find new ways to penetrate these and other systems throughout the hospital. Installing patches, updates, and upgrades from your supplier will help guard against the latest ransomware and other newly identified cyber threats.

Training

Who is responsible for keeping your pneumatic tube system in optimum working condition? Do you have a maintenance agreement with your supplier? Do you have a technician on-site? Ongoing training of key personnel is important to ensure that any issues with your system will be handled quickly and efficiently.

Workhorses Of The Hospital

There is a good reason that pneumatic tube systems have been used in hospitals for decades. They represent one of the most reliable forms of medical materials transport throughout a hospital. Chances are yours has been working without issue for months, if not years.

These workhorses are not infallible, however. That is why it is important to work with your supplier to create a program that includes regular maintenance and upgrades to outdated components and software. Doing so will eliminate unanticipated issues that result in downtime, which can be disruptive and expensive to fix. It will also help ensure that your system continues to deliver the level of performance your hospital relies on to provide quality care to your patients.