What Information Should Be on a PM Form?

A preventive maintenance (PM) form should do more than show that a technician visited a device. It should make clear what equipment was tested, what work was performed, what the results were, and whether the equipment met the applicable acceptance criteria.

Basic Equipment and Service Information

At a minimum, a PM form should identify:

·    Equipment description

·    Model

·    Serial number or other unique equipment identifier

·    Technician’s name or identifier

·    Date the PM was performed

These details connect the service record to the correct device and show who performed the work and when.

Test Equipment Identification

When test equipment is used, record enough information to identify it, including its description and serial number. This helps link the test results to the equipment used to obtain them.

If an auditor requests evidence that the test equipment was calibrated, its identification can be used to locate the relevant calibration record. Confirm the documentation requirements that apply to your facility and accrediting organization.

Description of the Tests

The form should identify the tests performed. This may seem obvious, but a result is difficult to interpret if the record does not explain what was tested.

Set Points, Tolerances, and Measured Values

For measured parameters, record the test set point or applied input, the acceptable tolerance, and the measured result, as applicable. Examples include blood pressure or heart-rate measurements on diagnostic equipment and output measurements on therapeutic equipment such as defibrillators.

Documentation expectations can vary by accrediting organization, equipment type, and manufacturer documentation. Before publishing or using a form as a compliance template, verify the current requirements that apply to your facility.

Units of Measurement

Always identify the units for a measured value. For example, a ventilator pressure measurement might be expressed in inches of water, millimeters of mercury, or pounds per square inch. A number without its unit can be ambiguous or misleading.

Pass/Fail Checks

Some tests are evaluated as pass or fail rather than as a measured value. Examples may include alarm checks or safety interlocks. The form should identify the check and record its result.

Overall Result

The form should provide an overall pass/fail result when that is appropriate to the test procedure. A passing result should mean that all required measured parameters were within tolerance and all required pass/fail checks passed.

If a device does not pass, the record should clearly show the issue and document the disposition or follow-up according to your facility’s process. The exact fields needed will depend on the equipment and the service workflow.

A Useful Record, Not Just a Completed Form

A well-designed PM form allows another person to understand what was done without having to ask the technician to explain it. Clear identification, test descriptions, results, units, and an overall disposition make service records more useful for equipment management, troubleshooting, and audits.