Fresenius Kabi Agilia

Asset Type

Infusion Pump

Manufacturer

Fresenius Kabi

Model

Agilia

What This Guide Helps With

Troubleshooting missing infusion history, inaccessible event logs, incomplete records, incorrect timestamps, or failed transfer of pump data to reporting software.

Step-by-Step Troubleshooting

1. Ensure Patient Safety First

Do not interrupt an active infusion solely to investigate history, event-log, or data-export concerns.

• Confirm the pump is delivering the prescribed therapy normally.
• Move the patient to another verified pump before restarting, disconnecting, or removing the affected device from service.
• Preserve the pump in its reported condition when the event data may be needed for a medication investigation, incident review, or adverse-event evaluation.
• Record the displayed therapy information before making changes.

Expected outcome: Patient therapy remains uninterrupted, and potentially important device information is preserved.

2. Clarify What Information Is Missing

Determine whether the reported problem involves:

• Infusion history or graphical history on the pump.
• The pump’s internal event log.
• Missing recent events.
• Incorrect event dates or times.
• Failure to retrieve records using Agilia Partner.
• Failure to transfer data to Vigilant Centerium, Vigilant Insight, or another connected reporting system.
• An exported file that is blank, incomplete, unreadable, or associated with the wrong pump.

Record the pump asset number, serial number, software version, approximate event time, and the exact error message.

Expected outcome: The failure is narrowed to the pump display, internal log, workstation software, connection path, or reporting platform.

3. Verify the Correct Pump Was Selected

Compare the pump’s:

• Asset tag.
• Serial number.
• Network identity, when applicable.
• Location or bed assignment.
• Date and time of the reported infusion.

Confirm that the workstation or reporting application is displaying records for the same physical pump.

Expected outcome: The missing information is not caused by selecting the wrong device or an outdated device record.

If the correct history appears after selecting the proper pump, document the finding and stop.

4. Check the Pump’s Local History and Event Log

Using the approved pump menus, attempt to view:

• Flow-rate history.
• Pressure history, when applicable.
• Event-log entries.
• Alarm or status events near the reported time.

Agilia configurations may store up to approximately 1,500 events, with older entries eventually overwritten as new events are recorded. Events are normally retained through a routine power cycle.

Do not erase, initialize, or reset the pump while investigating missing records.

Expected outcome: The information is either available locally or the failure is confirmed to affect the pump’s stored data.

If the required event is visible locally, photograph or transcribe the relevant information according to facility policy and stop unless electronic export is still required.

5. Confirm the Event Is Within the Retention Window

Determine whether:

• The event occurred recently enough to remain in the pump’s finite event log.
• Heavy pump use may have caused older entries to be overwritten.
• The pump was previously serviced, exchanged, reconfigured, or replaced.
• The requested record may reside in the hospital’s central reporting system rather than on the pump.

Expected outcome: Normal log rollover or device replacement is ruled in or ruled out before assuming a malfunction.

6. Verify the Pump’s Date and Time

Compare the pump’s displayed date and time with the facility’s current time.

Check for:

• Incorrect date.
• Incorrect time.
• Wrong time zone or daylight-saving offset.
• A large clock difference from the reporting server.
• Records appearing under an unexpected date because the pump clock was incorrect.

Do not change the clock until the original value has been documented, especially when the device is involved in an incident review.

Expected outcome: Records can be searched using the correct time window, or a timestamp discrepancy is identified.

If the records are found under the pump’s actual timestamp, document the clock discrepancy and follow the facility’s approved synchronization process.

7. Perform a Controlled Power Cycle When Safe

After the pump has been removed from patient use:

• Document the current display and settings.
• Power the pump off normally.
• Wait briefly.
• Reconnect it to approved AC power.
• Restart the pump.
• Recheck the event log or history menu.

A routine restart should not normally erase the stored event log.

Expected outcome: A temporary menu or software-state problem clears without loss of stored records.

If normal history access returns, complete a functional check, document the result, and stop.

8. Inspect External Communication Connections

When data retrieval uses a physical connection, docking system, Agilia Link, or service workstation:

• Verify the pump is fully seated in the approved docking or communication accessory.
• Inspect external connectors for debris, bent contacts, looseness, or damage.
• Confirm the correct approved communication cable is being used.
• Reseat accessible connectors.
• Try a known-good cable, docking position, or workstation port when permitted.
• Check whether another compatible Agilia pump communicates through the same connection.

Do not probe connector pins or open the pump housing.

Expected outcome: A damaged cable, poor seating condition, or failed external communication accessory is isolated.

If replacing the external accessory restores communication, document the failed component and stop.

9. Check Wireless or Network Status

For Agilia Connect installations:

• Confirm the pump displays its expected wireless or communication status.
• Verify airplane, transport, or disconnected modes are not active.
• Confirm the pump is within normal wireless coverage.
• Check whether the problem affects one pump, one care area, or the entire fleet.
• Verify the pump is assigned to the expected network and organizational profile.
• Ask the appropriate IT or infusion-integration team whether the server, interface, or wireless service is available.

Agilia Connect systems can transfer infusion data through Vigilant Centerium for centralized storage, analysis, and reporting.

Expected outcome: The problem is separated into a single-pump issue, local coverage issue, or system-wide infrastructure problem.

10. Verify the Workstation and Application

At the approved Clinical Engineering workstation:

• Confirm Agilia Partner or the applicable Vigilant application opens normally.
• Verify the user account has permission to access logs or export data.
• Confirm the correct pump communication interface is selected.
• Check available storage space and the destination folder.
• Ensure the export location is writable.
• Confirm the filename and format are supported.
• Close and reopen the application.
• Restart the workstation when allowed.
• Test another known-good Agilia pump using the same workstation.

Agilia Partner provides Clinical Engineering access to comprehensive event logs, while Vigilant Insight and Centerium support centralized infusion-data reporting.

Expected outcome: Workstation configuration, permissions, storage, or application problems are ruled out.

11. Attempt a Controlled Test Export

Using a pump that is not involved in active patient care:

• Record the pump serial number.
• Generate a harmless, identifiable test event if permitted by facility procedure.
• Confirm the event appears in the local pump log.
• Connect the pump through the approved communication path.
• Attempt to retrieve or export the record.
• Confirm the exported record matches the correct pump and timestamp.

Do not create simulated clinical data within a production patient record.

Expected outcome: The failure point is identified between local event creation, pump communication, application retrieval, and file export.

12. Compare With a Known-Good Pump

Using the same cable, docking location, network area, workstation, and user account, test another compatible Agilia pump.

• If both pumps fail, investigate the accessory, workstation, network, server, or software platform.
• If only the reported pump fails, suspect a pump-specific communication, memory, software, or configuration problem.
• If the event appears locally but not centrally, escalate the communication and data-management path rather than assuming the event was never recorded.

Expected outcome: The problem is isolated to the pump or the supporting infrastructure.

13. Preserve Records Needed for an Investigation

When the missing data relates to a medication event, alarm complaint, unexpected delivery, injury, or near miss:

• Stop routine troubleshooting that could alter evidence.
• Do not clear logs, reset configuration, upgrade software, or return the pump to service.
• Record all visible information.
• Preserve related administration sets and accessories according to facility policy.
• Notify Risk Management, Pharmacy, Nursing leadership, or the appropriate safety department.
• Follow facility procedures for manufacturer and regulatory reporting.

Expected outcome: Relevant evidence remains available for formal investigation.

If the Problem Persists

If local history remains inaccessible, records cannot be retrieved from only this pump, or controlled testing confirms a pump-specific failure, common external causes have been ruled out.

The issue may involve internal memory, communication hardware, pump software, configuration corruption, or another condition requiring authorized service.

The device should be:

• Removed from service.
• Labeled Out of Service.
• Sent for repair or bench evaluation.
• Escalated to Fresenius Kabi technical support or an authorized service provider when required.

Do not clear logs, initialize memory, reinstall software, or open the pump unless specifically authorized and trained to perform those procedures.

Knowing when to stop protects patient safety and prevents the loss of diagnostic information.

Clinical Use Tip

Never delay or interrupt patient therapy simply to retrieve infusion history. Transfer the patient to another verified device first, then preserve and evaluate the affected pump in a controlled environment.

Work Order Documentation (CCR Method)

CCR = Complaint, Cause, Resolution

Complaint

What was reported by the clinical staff.

Example:
"Clinical staff reported that infusion records from the Fresenius Kabi Agilia pump were missing from the reporting application."

Cause

What was observed during troubleshooting.

Example:
"The event was present in the pump’s local log, but the pump did not communicate through the assigned docking connection; a known-good pump communicated normally at the same location."

Resolution

What action was taken.

Example:
"Removed the pump from service, labeled it Out of Service, preserved the event log, and sent it for bench evaluation of the communication system."

Helpful Details to Include (If Known)

• Pump asset tag and serial number
• Agilia pump type and software version
• Date and approximate time of the missing event
• Local history accessible
• Local event log accessible
• Pump date and time verified
• Number or age of available log entries
• Exact application or export error
• Communication cable or dock reseated
• Known-good cable tested
• Known-good docking position tested
• Wireless or network status
• Another pump tested through the same connection
• Agilia Partner or Vigilant application tested
• Export destination and permissions checked
• Incident-related data preserved
• Alarm behavior
• Accessories swapped
• Power behavior
• Environmental factors
• Indicator lights
• Final device status

Final Thought

Infusion-history problems should be approached by protecting the patient, preserving available records, verifying identity and timestamps, and testing each external communication layer logically. Proper escalation and detailed CCR documentation are especially important when pump data may support a clinical or safety investigation.

That is successful troubleshooting.