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Maintenance and Repair

Maintenance and repairs are performed on distributed equipment for consumers. After adding the maintenance and repair, you will need to add costs related to the maintenance and repair.

Eligible Expenses for Maintenance and Repair Costs can be found in the Reimbursement Request Filing Instructions or in Eligible Expenses for the Centralized Database.

Search for a Maintenance and Repair Item

  1. In the navigation panel, select Services, then Maintenance and Repair.

  2. Enter your search criteria into one or more of the fields. The list of maintenance and repairs will filter based on your criteria.

  3. To search for a maintenance and repair item that is inventory, check the Inventory Equipment Only box.

Add a Maintenance and Repair Item

  1. In the navigation panel, select Services, then Maintenance and Repair.

  2. Select + New to add a new maintenance and repair item.

    blue button that reads plus new

  3. In the New Maintenance/Repair pop-up window:

    1. Select the name of an existing consumer, select Inventory Equipment (No Consumer), or select + New Consumer from the drop-down box to create a new consumer. See Consumersfor more information on creating a new consumer.

    2. Select the name of an existing equipment item or select + New Equipment from the drop-down box to create a new equipment item. See Equipmentfor more information on creating new equipment. The State Program field is automatically populated.

    3. Select the name of an existing technician or select + New Technician from the drop-down box to create a new technician. See Technicians for more information on creating a new technician.

    4. Enter the date the maintenance/repair was requested.

    5. Enter the date the maintenance/repair was performed.

    6. Enter the date the maintenance/repair item was sent.

    7. Enter the date the maintenance/repair item was returned.

    8. To add costs when finished, check add cost after saving. See Costsfor more information on how to add costs.

      New maintenance and repair pop-up with consumer drop-down at the top and equipment drop-down below that. State program drop-down is below equipment. Below state program is a drop-down for technician. Below that to the left is date requested, to the right of date requested is date performed. below date requested is date sent, to the right of date sent is date returned. Below date sent is a toggle for add cost after saving. In the bottom right are the Save and cancel buttons.

  4. Select Save.

Edit a Maintenance and Repair Item

  1. In the navigation panel, select Services, then Maintenance and Repair.

  2. Select the Edit icon (green pencil and paper) next to the maintenance and repair you want to modify.

  3. In the Edit Maintenance Repair pop-up window, edit the information in the fields as applicable.

    Edit maintenance and repair pop-up with consumer drop-down at the top and equipment drop-down below that. State program drop-down is below equipment. Below state program is a drop-down for technician. Below that to the left is date requested, to the right of date requested is date performed. below date requested is date sent, to the right of date sent is date returned. In the bottom right are the Save and cancel buttons.

  4. Select Save.

OR

  1. In the navigation panel, select Services, then Maintenance and Repair

  2. Select the View icon (blue eye) next to the maintenance and repair item you want to edit.

    View icon (blue eye)

  3. On the Details tab, select Edit.

    Maintenance and repair details screen with details tab highlighted in upper left. Status, equipment name, sent date, date requested, date performed, date returned, and maintenance, repair, refurbish or warranty time listed on left. Green edit button in bottom right corner highlighted in red box.

  4. In the Edit Maintenance Repair pop-up window, edit the information in the fields as applicable.

    Edit maintenance and repair pop-up with consumer drop-down at the top and equipment drop-down below that. State program drop-down is below equipment. Below state program is a drop-down for technician. Below that to the left is date requested, to the right of date requested is date performed. below date requested is date sent, to the right of date sent is date returned. In the bottom right are the Save and cancel buttons.

  5. Select Save.

  6. On the Costs tab, select the Edit icon (green pencil and paper) next to the line item you want to modify. See Costs for more information on how to edit costs.

    Maintenance and Repair costs screen with costs tab highlighted in upper left. Costs for auxiliary aid, labor and materials and other listed on left. Line items with description, category, time, cost, page number nd icons to attach, edit, or delete ore on the bottom. The edit icon is highlighted by a red box.

  7. In the Edit Costs pop-up window, edit the information in the fields as applicable.

    Edit cost pop-up with the time in hours on top, the activity type on the left, a drop-down box for category on the right, documentation page number under activity type, cost below category. and description below cost. The Save and Cancel buttons are in the bottom right corner.

  8. Select Save.

  9. On the Equipment tab, select Edit.

    Green button that reads edit

  10. In the Edit Equipment pop-up window, edit the information in the fields as applicable.

    Edit equipment pop-up with equipment name in upper right, serial number to the right of equipment name, brand beneath equipment name, function to the right of brand, checkbox if equipment is a device below brand, state program drop-down below checkbox, date of need assessment below state program, date received to the right of date of need, and buttons tor Save and Cancel in the bottom right.

  11. Select Save.

  12. On the Technician tab, select Edit.

    Maintenance and Repair technician page with technician tab highlighted in top left. technician name. company, entity name, and details on left of page. In the bottom right are the Save and Cancel buttons.

  13. In the Edit Technician pop-up window, edit the information in the fields as applicable.

    Edit Technician pp-up with First name on the top left, middle name to the right, and last name to the right of middle name. Below first name is company, and to the right of company is a drop-down for entity. On the bottom right are buttons for Save and Cancel.

  14. Select Save.

  15. On the Notes tab, select Edit next to the note you want to modify.

    Maintenance and Repair Notes page with Notes tab highlighted in the top left. On teop is a search bar for notes and to the right is the plus new button. Below the search bar to the left is the body of a note with the date and time created along woth who created it. Below the search bar on the right are the words edit and delete. The word edit is highlighted by a red box.

  16. In the Edit Maintenance / Repair Note pop-up window, edit the information in the fields as applicable. See Notes for more information on how to edit notes.

    Edit Maintenance and repair note pop-up with a text box for label and below that a text box for note content. Buttons foe Save and Cancel are on the bottom right.

  17. Select Save.

Delete a Maintenance and Repair Item

  1. In the navigation panel, select Services, then Maintenance and Repair.

  2. Select the Delete icon (red trash can) next to the maintenance and repair item you want to delete.

    Delete icon (red trash can)

  3. On the delete prompt, select Yes.

You may want to add a Note, Attachment, or Cost to your data.

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