2025 GAHFM Technical Education Conference-GAHFM Fall 2025 - Part 2

GAHFM Fall 2025 - Part 2 - The Role of the RFA

Pdf Summary

The document outlines the role and responsibilities of the Responsible Facility Authority (RFA) in healthcare facilities regarding medical gas and vacuum systems, per NFPA 99 standards updated since 2021. Each healthcare facility must designate an RFA qualified to interpret, implement, and advise on NFPA 99. Qualification requires holding one of the ASSE 6000 credentials related to medical gas installation, inspection, verification, maintenance, or design (the latter proposed for 2027), or a substantially equivalent educational program.<br /><br />The RFA’s duties encompass implementing NFPA 99 requirements, advising on risk assessment, emergency plan creation and updates, managing permit-to-work systems, documentation, reporting, overseeing inspections, maintenance, new construction, and renovations. The Medical Gas Professional Healthcare Organization (MGPHO) is developing specialized training and credentials for RFAs.<br /><br />Emergency planning involves conducting Hazard Vulnerability Analyses (HVA) for each gas system, assessing risks such as oxygen line breaks, bulk cryogenic oxygen system failures, or medical air compressor malfunctions, and implementing mitigation strategies with specific safety controls.<br /><br />Inventory methodology emphasizes establishing robust internal audits, creating detailed documentation, and collaborating with designers, installers, and vendors to maintain accurate medical gas system inventories. Inspection and preventive maintenance (PM) schedules must be tailored by risk assessments in compliance with NFPA 99 and equipment manufacturer recommendations. CMS and TJC regulations prohibit alternative equipment maintenance programs for medical gas systems starting 2026.<br /><br />Typical inspections include daily tests of critical components (e.g., auto blowdown drains), with regular quarterly or annual checks on compressors, alarms, and manifolds. Facilities must develop written procedures based on risk and OEM guidance, documenting tasks, intervals, qualifications, and completion dates.<br /><br />Comprehensive reporting is required, covering operational management, maintenance, construction verification, and training records. The document provides contextual examples of facilities of different sizes (from large trauma centers to critical access hospitals) to guide credential and responsibility assignments for RFAs.

Keywords

Responsible Facility Authority

RFA

NFPA 99

medical gas systems

ASSE 6000 credentials

Medical Gas Professional Healthcare Organization

MGPHO

Hazard Vulnerability Analysis

medical gas system inspection

preventive maintenance