When medical equipment fails in a hospital, patients are at risk. A delay in diagnosis and treatment causes suffering while revenues are lost due to the inability to provide services. What should hospitals know before requesting service for their ultrasound and x-ray equipment?
Before attempting any repairs, the hospital administration should check whether the equipment is under warranty, whether there are certified parts available on the market, and whether the service provider is FDA- and Joint Commission-certified. The administration should also establish if the cause of the malfunction was hardware- or software-related or due to the operator’s error, which might indicate whether a minor adjustment or a major overhaul is necessary.
At Midwest Biomedical Technologies, we often advise clinical engineering teams on precisely these sorts of issues. Whether you run a major regional medical center in Chicago or a small outpatient surgery clinic, understanding the technical and regulatory implications of your diagnostic imaging equipment is vital.
Consider these factors before approving any service calls on your high-value diagnostic imaging equipment.
The Financial and Clinical Impact of Equipment Downtime
Medical imaging equipment is one of the most substantial capital expenditures for any medical facility. The downtime of a CT scanner, MRI machine, or digital radiography room has serious financial repercussions. Reduced patient capacity, delays in diagnostic procedures, and the diversion of ambulatory and emergency traffic to other facilities can cause significant disruption to hospital operations.
For routine diagnostics, long equipment downtime causes rescheduling that frustrates patients and harms a hospital’s reputation. In addition, an x-ray or ultrasound room that’s down for repairs is a huge expense, with thousands of dollars in lost revenue every day. This is why hospitals need proactive Healthcare Technology Management (HTM) and quick, reliable biomedical equipment repair.
Key Considerations Before Servicing Ultrasound Equipment
Ultrasound machines are exceptionally portable and delicate, which makes them subject to a unique set of potential damages. Before agreeing to pay for an ultrasound equipment repair, make sure you review the following list of common failure modes.
1. Transducer and Probe Integrity
The most common source of failure in an ultrasound machine is the transducer probe. They get dropped, run over, dropped again, and subjected to harsh chemical cleaners. First, try a different probe in the same port to rule out the probe itself. Then, test the suspected faulty probe in another machine if possible. Our techs often see hospitals throw away thousands of dollars in equipment because one specific crystal array or pin needed repair.
2. Software and PACS Integration
Sometimes, a machine can be working fine mechanically, but it may not be sending images to the PACS or RIS. Before calling in mechanical service, check the network connections and DICOM setups. Sometimes it may just be a simple software update or an IP conflict that is causing the error.
3. Power Supply and PCB Issues
Ultrasound units require a certain amount of electricity. Deviations from the standard can damage the printed circuit boards or the power supply. If your system is shutting down or freezing randomly, test the facility’s power supply and the unit’s power supply to rule out those problems before you suspect the hard drive or mother board.
What to Know Before Executing X-Ray Equipment Repair
X-ray equipment repair involves high voltages, large moving parts and many safety precautions to avoid radiation exposure. The challenge is greater in terms of regulatory requirements and patient safety.
1. X-Ray Tube Lifespan and Calibration
The x-ray tube is a consumable item. It loses its performance each second because it is used. If you have noticed poor-quality imaging or arcing, it is a sign that the tube is going bad. But before you replace the x-ray tube, which is very expensive, check if the generator and the high-voltage cables are operating properly. A defective cable can mimic the symptoms of a bad x-ray tube.
2. Collimator and Table Alignment
Mechanical breakdown of the bucky, table, or collimator can cause misalignment. When technologists have difficulty placing a patient or the radiation field does not match the light field, the machine requires mechanical calibration. Mechanical calibration should only be performed by qualified personnel to ensure that it meets FDA radiological health regulations.
3. Radiation Safety and Compliance
Any service performed on an x-ray tube, collimator or generator must be calibrated to verify that exposure levels are within the required limits. The Joint Commission then requires documentation of these repairs. Your imaging service provider should be able to provide service reports verifying that the equipment was tested and calibrated to original equipment manufacturer (OEM) specifications before being returned to service.
Repair vs. Replace: A Decision-Making Framework
One of the most challenging decisions that hospital administrators are confronted with is the decision to invest in new equipment. Our experts offer the following guidance on conducting the research for the procurement of a new radiology system.
| Decision Factor | Lean Toward Repair | Lean Toward Replacement |
| Equipment Age | Under 7 years old | Over 7–10 years (End of Life) |
| Cost of Repair | Less than 30-40% of replacement cost | Greater than 50% of replacement cost |
| Parts Availability | OEM or aftermarket parts readily available | End of Support; parts are obsolete or hard to source |
| Clinical Utility | Meets all current diagnostic standards | Lacks modern integration (e.g., poor DICOM support, low resolution) |
| Failure Frequency | Isolated, rare failure | Chronic breakdowns causing frequent patient delays |
If an old digital radiography system that requires a new digital detector panel and a new tube changes at the same time during the year, it is usually more cost-effective to purchase a new system. On the other hand, a five-year-old ultrasound with a broken monitor should virtually always be repaired.
Choosing the Right Service Provider
When a piece of equipment breaks down, companies typically have three options regarding repairs: the OEM (Original Equipment Manufacturer), internal resources such as clinical engineering, and independent service organizations (ISOs).
Although OEMs often have extensive knowledge about their equipment, their service contracts can be expensive, and they sometimes have long response times. Meanwhile, in-house service can provide a first line of defense but may lack the tools or specialized knowledge to perform advanced diagnostic tests or access particular calibration software.
Partnering with an experienced ISO is usually the best option in terms of fast response, broad multi vendor expertise and cost effectiveness. If you are looking for the right partner, make sure to check our guide on how to choose the right medical equipment repair service for your facility.
Common Mistakes Hospitals Make During Equipment Maintenance
Through our practice in servicing medical facilities, we have noted several recurring issues that lead to losses for a hospital.
- Ignoring Preventive Maintenance (PM): The biggest waste in terms of both time and money is treating equipment breakdowns as the primary issue. Only servicing machines once they break down leads to a much shorter lifespan for machinery and electronics.
- Poor Error Code Documentation: Whenever a machine goes faulty, it usually shows an error code on the screen. However, technicians quite often clean the system, restart, and move on without writing down what the code was. Always document the code to save hours of troubleshooting later.
- Using Improper Cleaning Agents: Some machines, such as ultrasound’s screen or transducer cable, require special treatment when cleaning. Using bleach wipes that are not designed for medical equipment will damage the plastics and rubbers, shortening the device’s lifespan.
- Neglecting to Backup Presets and Settings: Before allowing a service center to replace a major part like the motherboard, make sure you backup all your custom software settings, network configurations, and presets. Otherwise, your radiology department staff may have to spend hours, days, or even weeks re-establishing the devices’ settings.
Preventive Maintenance Checklist for Imaging Systems
To ensure the equipment’s greatest possible uptime, it is essential to design and stage a particular preventive maintenance workflow. Although the requirements may differ for different manufacturers, the following general instruction is based on the standard established by the Association for the Advancement of Medical Instrumentation (AAMI).
Daily Tasks (Completed by Technologists)
- Inspect all relevant transducer cables, x-ray table tracks, and power cords for physical damage.
- Make sure that the connections to PACS and RIS have been established.
- Wipe all patient-contact surfaces with approved disinfectants.
- Ensure all physical buttons and touchscreen areas are functioning properly.
Monthly Tasks (Completed by In-House Biomed or Technologists)
- Inspect and clean the air filters of computer towers and other relevant machines to prevent overheating
- Conduct phantom tests on ultrasounds and CT/x-ray machines to ensure there are no issues with images being produced
- Test the monitor stands, brakes and wheel locks for mechanical integrity.
Annual/Semi-Annual Tasks (Completed by Certified Service Providers)
- Perform a full electrical safety test.
- Check radiation output and adjust the x-ray generator.
- Perform an internal software diagnostic and clean hard drive cache.
- Install any OEM software patches or updates.
To Conclude
The proactive approach to management of the medical imaging equipment is of paramount importance. This includes knowledge about the vulnerabilities of particular machines (such as ultrasound or x-ray equipment), adherence to relevant rules and regulations and taking into due consideration the timing of repairs or replacements of the devices.
Never wait until you’ve had a catastrophe. See that your preventive maintenance schedule is always adhered to and that you have a reputable service partner on call whenever a crisis erupts.
At Midwest Biomedical Technologies, our staff is here to keep your systems running. If you are having ongoing equipment issues or you need to develop a systematic maintenance program for your facility, please contact our team.
Frequently Asked Questions (FAQs)
How long does it typically take to repair an ultrasound machine?
Most ultrasound equipment repair can be done within 24-48 hours depending on the availability of a particular probe or circuit board. Software issues or calibration of the machine can be fixed within a few hours.
Are aftermarket parts safe for medical imaging equipment?
Yes, if they are certified and tested to be equal to or better than OEM standards. Reputable service providers will use high-quality aftermarket or refurbished parts to save you money while still meeting FDA and Joint Commission regulations.
What is the average lifespan of an x-ray tube?
An x-ray tube generally lasts from four to seven years depending on the number of patients and the types of tests. Warm-up practices and regular maintenance usually prolong tubes’ lives.
How often should medical imaging equipment undergo preventive maintenance?
Most manufacturers and even regulatory agencies such as the Joint Commission recommend comprehensive preventive maintenance at least once or twice a year. However, high-use facilities may need to perform them more frequently, such as quarterly, to ensure that equipment is available when needed.
Why is my ultrasound machine not connecting to PACS?
Network connection problems are commonly caused by IP address conflicts, firewall updates on the hospital’s main server, or a corrupted DICOM configuration on your machine. Therefore, check your cables and contact your IT department before calling for a hardware technician.
Can in-house biomedical teams repair digital radiography systems?
In-house personnel can perform minor diagnostic tests and repairs such as physical inspections and replacing parts. More involved procedures such as servicing high-voltage generators or performing radiation calibrations necessitate the use of specialized equipment and should be left to qualified imaging personnel.