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What This Guide Helps With
This guide assists Clinical Engineering in troubleshooting BD Alaris infusion pumps that fail to communicate with the Electronic Medical Record (EMR) system or display issues accessing or updating the Guardrails Library. Common symptoms include missing infusion orders, inability to download drug libraries, or errors indicating communication failure. External connectivity and configuration issues are the most frequent causes.
Step-by-Step Troubleshooting
1. Verify Network Connection
- Check that the pump is properly connected to the hospital network (wired or Wi-Fi).
- Ensure the network port or access point is functional; try a different network jack or Wi-Fi access point.
- Why: Communication failures are often caused by simple network connectivity issues.
2. Check Ethernet or Wi-Fi Cables and Modules
- Inspect cables for damage and reseat connections.
- For Wi-Fi, ensure signal strength is adequate.
- Why: Loose or damaged cables prevent data transmission.
3. Confirm IP Address and Network Settings
- Navigate to the pump’s network settings.
- Verify that the IP, subnet mask, and gateway are correct and consistent with hospital network policies.
- Why: Incorrect network settings block EMR and Guardrails communication.
4. Verify EMR Server Status
- Ensure the EMR interface server is online and reachable.
- Ping the EMR server from a network workstation if possible.
- Why: Pump communication depends on a functional EMR interface.
5. Check Guardrails Library Version
- Confirm the pump has the latest Guardrails Library loaded.
- If outdated, initiate a library update from the configured source.
- Why: Version mismatches can prevent downloads and block EMR communication.
6. Inspect Firewall or Security Software Settings
- Verify the network path between pump and EMR server is not blocked by firewalls or security policies.
- Why: Network restrictions can silently block communication.
7. Restart Pump and Network Hardware
- Power cycle the infusion pump.
- If safe, restart nearby network switches or access points serving the pump.
- Why: Temporary network glitches or pump software errors can resolve with a reboot.
If the Problem Persists
All external and network checks have been completed.
The issue is likely internal to the pump’s network module or EMR interface configuration.
- Remove the pump from service.
- Label “Out of Service – Communication Failure.”
- Send for manufacturer repair or in-house bench evaluation.
Reinforce: Knowing when to escalate prevents patient risk and wasted time.
Clinical Use Tip
- Do not attempt to troubleshoot on a patient actively receiving an infusion.
- Transfer the patient to another functioning pump before addressing connectivity issues.
- Ensure Guardrails Library updates or EMR communication troubleshooting are performed offline or in a safe environment.
Work Order Documentation (CCR Method)
CCR = Complaint, Cause, Resolution
Complaint
What was reported by the clinical staff.
Example:
“Pump fails to communicate with EMR; infusion orders and Guardrails Library not accessible.”
Cause
What was observed during troubleshooting.
Example:
“Network settings verified; EMR server reachable; pump fails to download latest library; issue may reside in internal network module.”
Resolution
What action was taken.
Example:
“Pump removed from service, labeled ‘Out of Service,’ sent for bench evaluation or manufacturer repair.”
Helpful Details to Include
- Network tested (wired/Wi-Fi)
- Cables and connectors inspected
- EMR server reachable
- Guardrails Library version
- Indicator lights and error codes
- Pump software version
- Final status of pump (Out of Service)
Final Thought
Proper Clinical Engineering troubleshooting combines systematic checks, patient safety awareness, and recognition of when to escalate. Accurate documentation using the CCR method ensures continuity of care, risk mitigation, and cost avoidance. Connectivity issues often appear complex but are frequently resolved by methodical network and library checks.
That is successful troubleshooting.