Program

The Biomedical Survey Readiness Checklist

A general readiness checklist for administrators — organized to cover the documentation commonly requested during TJC, AAAHC, AHCA, and CMS-related surveys.

ImportantThis resource provides general biomedical equipment-management information. It is not an official regulatory or accreditation document and does not replace current laws, rules, standards, manufacturer instructions, accreditation requirements, or facility-specific policies. Requirements may vary by facility type, services provided, accreditation program, Medicare certification, Medicaid participation, adopted code edition, equipment classification, and authority having jurisdiction.

Overview

Every accreditor and licensure body sequences equipment-related questions differently, but the underlying documentation is largely consistent. Programs that can answer the items below without a fire drill tend to be well positioned for a survey.

This checklist is oriented toward outpatient facilities (ASC, urgent care, physician group, dental, or med spa). Hospitals typically layer additional Environment of Care items — such as utilities and environment — on the same base. Confirm what applies to your facility.

Requirements checklist

What's actually required.

Equipment inventory is maintained on a schedule defined by the facility's program (commonly reviewed at least annually)

Line-powered patient-care devices covered by the facility's program appear on the inventory with a unique identifier.

Written medical equipment management plan on file

Reviewed on a schedule defined by the facility's program (commonly at least annually) and signed by the responsible administrator.

PM records exist for every scheduled item in the last cycle

PBES readiness benchmark: aim to retrieve a requested record within two minutes. Records include date, technician, outcome, and corrective action if any.

Electrical safety documentation available for every line-powered device

Where AAMI ES1 testing is applicable, test values on file; devices out of spec have a documented resolution.

AED records complete for every unit

Battery status, pad expiration date, and last professional inspection documented.

Autoclave PM and biological monitoring current

PM per manufacturer schedule; biological-monitoring log complete for the survey window per facility policy.

Out-of-service equipment tracked

Any device removed from service is tagged and tracked to resolution — repair, replacement, or retirement.

Service vendor credentials on file

Certificates of insurance and technician qualifications available if surveyors ask.

FAQ

Common questions.

How far back should service records be retrievable?

Retention expectations vary by facility type, governing program, accreditation requirements, state law, and facility policy. Facilities should follow the longest applicable retention requirement and confirm expectations with their compliance or legal leadership. TESSA retains service history for PBES-serviced equipment on an ongoing basis.

What if a device is missing a PM record?

Document the gap, perform the PM, and record the root cause and corrective action. Missing records are a common finding; how the facility responds is what typically matters during a survey.

Can PBES generate a pre-survey readiness report?

Yes. PBES clients can request a pre-survey pull from TESSA showing every device's last PM date, next PM due date, and any open items — often useful 60 days before a survey.

Sources and applicability