Why You Should Replace Infusion Pump Components Before They Break

Hospital administrators and BMETs understand that ensuring infusion devices function safely and reliably is non-negotiable. Replacing critical infusion pump parts before they degrade can note only save money, it can save patient lives.

Pump failure jeopardizes patient safety, especially in critical care settings, but device malfunctions can also lead to unexpected costs, equipment shortages, and other issues associated with adverse clinical and business outcomes.

To maintain infusion pump reliability, hospital admins must consider the device's entire lifecycle, from initial purchase through end-of-life management. Failure to replace degrading parts can increase the risk of malfunction, cause unplanned downtime, and shorten equipment lifespans.

Implementing a proactive replacement strategy and sourcing high-quality replacement parts helps the BMET team optimize infusion pumps. Optimization means infusion pumps continue contributing to a high standard of care while minimizing costs associated with surprise repairs and downtime.

Benefits of proactive infusion pump part replacement

When replacing infusion pump parts, staying ahead of the game offers a range of benefits. The FDA emphasizes proactively addressing mechanical part failures in its recommended risk reduction strategy for infusion devices. Replacing vulnerable parts before they fail also has many practical and financial benefits.

"A proactive replacement strategy, while requiring more upfront investment, can help optimize the use of hospital resources and minimize unplanned maintenance," says Glenn Schneider, MHSA, Chief Service Officer at Elite Biomedical Solutions. Excessive downtime due to unplanned maintenance takes a financial and operational toll on hospitals. Anticipating component failures can reduce costs associated with emergency repairs and care disruptions, extend device lifespans, and support operational efficiency.

Maintaining the availability and functionality of infusion pumps also helps simplify clinician workflows. Lowering stress in the workplace helps hospitals avoid the consequences of clinician burnout, such as compromised care, financial loss, and reputational damage.

Which infusion pump parts are most frequently replaced?

In a hectic hospital environment, infusion pumps can be involved in collisions and other types of impact, and rigorous cleaning protocols play a significant role in IV pump damage. Constant exposure to the chemicals required for infection control weakens plastic parts, making them more brittle and, therefore, more likely to break due to impact.

The most commonly replaced infusion pump parts include:

Cases

The external case on an infusion pump takes a beating to protect more delicate internal components. Case damage primarily arises from general use in fast-paced hospital units. Harsh cleaning products that degrade the plastic, increasing the risk that an accident or fall will damage the outer casing. Cracked or broken cases may allow fluid to reach internal systems or cause misalignment between some parts; these issues can prevent the pump from functioning correctly.

Doors

The door on an infusion pump articulates with the casing and acquires wear and tear due to repeated, often forceful, opening and closing. Like cases, doors are subjected to harsh cleaning products. A malfunctioning door can interfere with pump operation, potentially resulting in medication dosage errors.

Pressure sensors

Pressure sensors monitor flow to maintain optimal pressure as the fluid travels through the IV pump's tubing. Some pumps have electronic sensors, but others are mechanical, reacting to physical pressure within the tube. Over time, stress on mechanical sensors can lead to sensor drift. When pressure readings are inaccurate, the pump may deliver too much or too little fluid to the patient. Research shows that maintaining a precise flow rate prevents potentially harmful medication errors.

Mechanical switches

Small mechanical switches that sense door position and lock status experience wear and tear, and high fluid viscosity can clog contact points, interfering with operation. When a switch fails, it can prevent the pump from operating correctly.

Pump cams and rollers

The motion of the pump cams and pump rollers pinch the IV tubing, controlling the flow of IV fluids and, as an additional safety feature, preventing free flow. When these components are worn, dirty, or contaminated by IV fluid, it can interfere with proper flow, resulting in inaccurate fluid delivery.

Proactive timelines: what to look for

The following signs suggest it's time to swap critical infusion pump parts before they create issues:

• Cases: discoloration on the edge of the case indicating the plastic has become brittle, any signs of cracking (including hairline fractures)
• Doors: discoloration, cracks, and broken, brittle, or misaligned plastic doorframes
• Pressure sensors: deviations in pressure readings; observable flow problems
• Mechanical switches: unresponsive or sluggish mechanical switches
• Valves: signs of improper flow; any issues during testing

Prompt identification of deterioration or damage is essential to avoid part failure and prevent device malfunction.

Balancing preventive maintenance and replacement

A proactive strategy goes beyond annual preventive maintenance (PM) by implementing measures that minimize the risk of device malfunctions while avoiding unnecessary replacements. Examples of proactive replacement protocols include:

Device monitoring

Implement a schedule for proactive inspections throughout the year rather than only during the annual PM. Additionally, instruct BMETs to look for indicators whenever they touch a piece of equipment. Train clinical staff to recognize visual signs of damage and to flag concerning devices so the BMET team can determine whether the part needs to be replaced.

Performance data

Analyzing device history and repair logs can provide information about component lifespans, which can then guide proactive replacement timelines. Equipment analyses designed to determine total cost of ownership for capital budgets and device procurement may include relevant data on specific components.

Testing

Conduct tests on pressure sensors and other parts that could continue working after they've started to degrade. Set a smaller window inside the standard range to identify when the part is nearing its tolerance limits, even though it passed the test. This lets technicians make more informed decisions about the best time to replace the part. Use this tolerance window during PMs and any other test times.

For effective replacements, be proactive on quality

The benefits of proactive parts replacement are directly tied to the quality of the components used. Ensuring they meet the original equipment manufacturer (OEM) standards for safety and reliability is paramount.

For instance, an infusion pump case molded in two sections designed to fit together requires precise manufacturing specifications to prevent external fluid from leaking through the seam. OEMs conduct validation testing and quality assurance to confirm production adheres to these specifications and that the part repels enough fluid to avoid internal damage.

However, 3rd-party manufacturers aren't required to uphold the same standards as OEMs. Some 3rd-party components don't adhere to the original specifications or haven't been tested or been through a quality management system. Some 3rd-party manufacturers may use inferior materials that are more likely to crack or degrade from cleaning chemicals than the original OEM plastics.

Scheider emphasizes that purchasers need to ask many questions when buying infusion pump replacement parts. "The part may look and feel just like the OEM part, but if it doesn't meet the same standards, it's not, in my opinion, a good investment. Ask the manufacturer or distributor about testing, ask if they offer a guarantee, ask if they can provide QMS documentation." It's also a good idea to ask what their policy is if an adverse event or recall occurs because some 3rd-party vendors may provide assistance to their customers--even if the vendor produced the failed part themselves.

Now is the time to consider a proactive maintenance strategy

Proactive replacement makes good sense as a strategy to ensure ongoing care delivery and safety while curtailing costs associated with emergency repair. To guarantee parts quality, increase ROI, and extend device lifespans, choose an ISO-13485 certified manufacturer who produces durable, reliable components.

Read our guide for vetting quality medical equipment partners.