Baxter Novum IQ

Infusion History, Event Log, or Data Export Failure

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Asset Type

Infusion Pump

Manufacturer

Baxter

Model

Novum IQ

What This Guide Helps With

Troubleshooting missing infusion history, unavailable event records, incomplete data, failed log retrieval, or unsuccessful export caused by settings, connectivity, access, or software issues.

Step-by-Step Troubleshooting

1. Ensure Patient Safety First

Do not interrupt an active infusion solely to retrieve history or diagnostic data.

Expected outcome: The patient remains safely supported, and potentially important event data is preserved.

If the pump is involved in a suspected adverse event, stop routine troubleshooting and follow the facility’s risk-management, evidence-preservation, and reporting procedures.

2. Clarify Which Information Is Missing

Determine exactly what the requester is attempting to obtain:

Record the reported patient encounter, approximate date and time, pump serial number, care area, and whether the problem affects one pump or multiple pumps.

Expected outcome: The missing data source and intended destination are clearly identified.

3. Confirm the Correct Pump Was Identified

Verify the physical pump’s:

Compare the identifiers with the pump listed in the EMR, integration system, server, or incident report.

Expected outcome: The investigation is being performed on the pump that delivered the reported infusion.

If the wrong pump was selected, locate the correct device and stop troubleshooting the unaffected unit.

4. Preserve Existing Records

Before restarting or reconfiguring the pump:

Expected outcome: Available evidence is retained before actions that could alter displayed information or system timestamps.

5. Check the Pump’s Date and Time

Compare the pump’s displayed date and time with an accurate facility clock.

Look for:

Incorrect timestamps may make valid events appear missing or place them outside the searched reporting period.

Expected outcome: The pump clock is accurate and consistent with connected hospital systems.

If the clock is incorrect, document the difference before making authorized corrections. Recheck the event search using the adjusted time range.

6. Review Locally Available History

Using only authorized user or service-access functions, determine whether the requested records are visible on the pump.

Check whether:

Do not enter undocumented service codes or attempt to bypass access controls.

Expected outcome: Clinical Engineering determines whether the records exist locally or are missing only from an external system.

If the information is available locally, document it or retrieve it through the facility-approved process. The pump itself may not be the source of the failure.

7. Verify User Access and Export Permissions

Confirm that the account, application, or workstation being used has permission to:

Try an approved account known to have the required access.

Expected outcome: The failure is not caused by insufficient privileges, an expired account, or a restricted workstation.

If the authorized account works, correct the access issue and stop.

8. Check Search and Report Filters

Review all filters in the receiving application or reporting system, including:

Expand the search period to account for clock differences or delayed data transmission.

Expected outcome: Existing records are not being excluded by an incorrect filter.

If the data appears after correcting the filters, the pump does not require repair.

9. Inspect External Connections and Accessories

When the approved export process requires a physical connection, inspect the applicable:

Look for bent pins, contamination, looseness, damaged insulation, or an unsupported accessory. Reseat the connection and test with a known-good approved cable or workstation.

Expected outcome: The physical data path is secure and undamaged.

If replacing an external cable or adapter restores export, document the failed accessory and stop.

10. Verify Network Connectivity

When history is transmitted through the hospital network, review the pump’s connectivity indicators and available network status information.

Confirm with IT or the infusion-system administrator:

Do not alter network configuration without an approved configuration record and coordination with the responsible system administrator.

Expected outcome: The pump has a valid communication path to the intended Baxter or hospital system.

If several pumps are affected, prioritize investigation of the network, server, interface engine, or reporting application rather than individual pump replacement.

11. Check for Pending or Delayed Transmission

Determine whether the pump has recently:

Allow the pump to remain powered, connected to approved external power, and within verified network coverage according to facility procedure. Then recheck the receiving system.

Expected outcome: Stored records transmit after connectivity is restored.

If the records appear after reconnection, document the temporary communication interruption and stop.

12. Test With a Controlled Nonclinical Event

Only after required records have been preserved, remove the pump from patient use and create a controlled test event according to facility policy.

For example:

Do not use medication-specific patient data or perform an actual infusion unless required by an authorized Baxter test procedure.

Expected outcome: The test identifies whether the failure is local to the pump, limited to transmission, or located in the receiving system.

If the test event appears locally but not externally, escalate the communication or server path rather than assuming a pump hardware failure.

13. Perform an Authorized Restart

If no incident data must be preserved and the pump is no longer supporting a patient:

Do not remove batteries, reload software, or perform an undocumented reset.

Expected outcome: A temporary application or communication condition clears without loss of required records.

If normal history and export functions return, complete a functional check before returning the pump to service.

14. Compare With a Known-Good Novum IQ Pump

Using the same authorized account, workstation, network location, and export method, test a known-good Novum IQ pump.

Expected outcome: The source of the failure is narrowed to either the individual pump or the surrounding infrastructure.

If comparison identifies an external system problem, coordinate correction with IT, pharmacy informatics, or the Baxter system administrator.

15. Review Software and Configuration Status

Compare the affected pump with the facility’s approved Novum IQ configuration records.

Verify:

Do not independently install software or reload configuration unless trained, authorized, and following current Baxter procedures.

Expected outcome: The pump matches the facility’s validated software and connectivity baseline.

If the configuration is incorrect, have the responsible Baxter-trained or system-authorized personnel restore the approved configuration.

If the Problem Persists

If identifiers, timestamps, permissions, filters, external connections, network access, receiving systems, and authorized restart procedures have been checked, common external causes have been ruled out.

The failure may involve internal storage, pump software, communication hardware, corrupted records, or a system-level integration problem.

The device should be:

Provide the pump serial number, software version, exact timestamps, screenshots, displayed errors, network status, affected report type, and results from comparison testing.

Knowing when to stop prevents alteration of important event data and is proper troubleshooting.

Clinical Use Tip

Do not restart, reassign, clear, or test a pump that is actively infusing or may contain evidence from a medication event. Transfer the patient first and preserve the device state.

Work Order Documentation (CCR Method)

CCR = Complaint, Cause, Resolution

Complaint

What was reported by the clinical staff.

Example:
"Clinical staff reported that infusion history from Baxter Novum IQ pump serial number NIQ104872 did not appear in the reporting system for the overnight patient encounter."

Cause

What was observed during troubleshooting.

Example:
"Recent events were visible on the pump, but the device was not connected to the hospital wireless network and had not transmitted its stored data."

Resolution

What action was taken.

Example:
"Removed the pump from patient use, restored the approved network connection with IT, confirmed transmission of a controlled test event, completed operational checks, and returned the pump to service."

Helpful Details to Include (If Known)

Final Thought

Infusion-history failures require both technical troubleshooting and careful evidence preservation. Protect the patient first, identify where the data path fails, avoid altering existing records, and escalate pump-specific faults appropriately. Detailed CCR documentation supports Clinical Engineering, pharmacy, IT, risk management, and Baxter service personnel.

That is successful troubleshooting.

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