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Adding and Managing Fixed Assets

How to Add a New Fixed Asset

  • Click the Add button at the top right corner of the screen and select Fixed Asset from the drop down menu.
  • Select the Application the asset belongs to in the drop down menu.
  • Use the Location Picker () to choose a location for the new asset.
    • If you have access to the Space Management application, you can click on the map pin icon () to browse through your drawings to visually find the location of the asset and select it for use on the form. *Note: If you do not currently have this application, please contact your Sales Representative or Client Services for more information.
  • Add a brief Asset Name/Description.
  • Choose a Category and Subcategory for the asset from the pick lists.
  • Select an Account/Budget Code if applicable.
  • You can enter a barcode in one of two ways:
    • Enter the Barcode # manually.

    or

    • Click the Generate Barcode link to automatically create a new barcode number.
  • Enter as much additional detail as possible about the asset in the available fields on the New Fixed Asset form.
  • Select the Environment of Care Category if applicable. The category selected can be viewed in the following reports: Asset Listing, Asset Work History, Asset PM Analysis, PM Monthly Forecast, Asset Detail Form.
  • If the asset’s replacement cost will be tracked using Capital Planning, enter the Purch date, Purch cost, and Mfg. Est Lifespan. *Note: If you do not currently have the Capital Planning application, please contact your Sales Representative or Client Services for more information.
  • Click Save.
  • Once you click Save, new fields will appear on the asset info page which can be completed as necessary.
    • Expand the Asset panels by clicking on the panel title and enter any information needed.

 

How to Duplicate a Fixed Asset

  • Search for the asset you would like to duplicate by clicking the Search tab () and selecting Assets.
  • Enter the details of the asset in the search fields and click Search Now.
  • Click on the Asset/Name Description shown in the search results to open that asset record.
  • Click the Open in Tab button to open the asset in a Smart Tab at the top of the screen.
  • Exit the window and click on the Fixed Asset Smart Tab.
  • Click on the down arrow beside the New Asset button and select Duplicate Asset in the drop down menu.
  • Make any adjustments required to make this new asset unique, then click Save. *Note: Modifications typically include the Location and Serial #. When adding multiples of the same item to the same room, just adjust the Serial #.

 

Linking a Fixed Asset to a Work Order

  • Click and expand the Asset panel at the bottom of the work order.
  • Enter a keyword in the Simple Search field at the top right of the Asset panel to narrow down the assets list. *Note: This list will be filtered by the Location selected on the work order.
  • Check the box next to the asset(s) you want, then click Link Selected to link the asset(s) to the work order.

 

Linking Safety Notes

Linking safety notes to assets ensures that every work order linked to that asset will show the asset safety notes. *Note: You must add Safety Notes to your WorxHub account prior to linking them to either assets or work orders.

  • Open the Safety Notes panel of any asset or work order.
  • Check the box next to the Safety Note Description.
  • Click Link Selected Notes.
  • Each time a work order is linked to an asset with safety notes, the safety notes display on the work order, on the work order print out, and inside Mobile Worx.

 

Changing the Status of a Fixed Asset

You can change the status of an asset to reflect that it is no longer in service. This will prevent the item from being selected on future work orders.

  • Search for the asset you would like to change by clicking the Search tab () and selecting Assets.
  • Enter the details of the asset in the search fields and click Search Now.
  • Click on the Asset Name/Description shown in the search results to open that asset record.
  • Choose the appropriate Status from the drop down menu in the upper right corner of the asset info page.
    • In Service - The asset is available for use.
    • Out of Service - The asset is temporarily withdrawn from use. For example, an asset that is currently being repaired for an extended period or is in storage.
    • Retired - The asset is withdrawn from use for an extended period or is permanently removed from service. For example, an asset that was damaged, sold, or replaced.
  • In the window that appears, use the text box to enter a reason for the change. If the change occurred in relation to a work order, enter the work order number in the WO# Reference field.
  • Click Save.