50% increase in completed work orders for the Bethania Group

Company Size: 400 Employees

Industry: Assisted Living / Senior Care

Location: Winnipeg, Canada

Number of users: 20

Using Click Maint since:  June 2024

About Bethania Group

Bethania Group, established in 1945, is a trusted leader in assisted living and personal care homes in Winnipeg, Manitoba. With over 400 dedicated employees, Bethania Group provides compassionate and holistic care to seniors, fostering a supportive and enriching environment.

Their mission is to enhance the quality of life for residents through personalized care, respect, and dignity, rooted in their commitment to community and service excellence. With decades of experience, Bethania Group continues to uphold its legacy of providing high-quality care while adapting to the evolving needs of its residents and their families. The Bethania Group manages eight facilities currently.

Maintenance Challenges

Bethania Group faced significant challenges in managing the maintenance needs of its Personal Care Home residents and the tenants in over 800 apartments. Maintenance requests needed to be addressed promptly, based on urgency, and within specific timelines, requiring exceptional organization. However, without an effective system, it wasn't easy to handle the volume of over 1,000 work orders each month efficiently.

Communication between shifts was another pain point, as the lack of a centralized platform made it challenging to ensure smooth information transfer. For example, if a technician identified a faulty bed actuator, there was no easy and reliable process for documenting the issue and ensuring follow-up actions were taken. Prioritizing tasks was equally challenging, as there was no standardized way to determine which requests—such as unclogging a toilet versus painting a wall—should be addressed first. These gaps in coordination and prioritization often led to inefficiencies and delays in resolving maintenance issues.

Why Click Maint?

We chose Click Maint after discovering the company through a CHES (Canadian Healthcare
Engineering Society) presentation. The software's ease of use, particularly its mobile
accessibility, was a key factor in the decision. Click Maint’s mobile-friendly platform allowed tenants to submit their maintenance requests, making it more convenient and efficient for everyone involved. The system’s simplicity and user-friendly interface made it easy for the team to manage the requests and track work orders.

The implementation process was smooth, with Click Maint’s team providing outstanding
customer support. The onboarding experience was quick and efficient, ensuring minimal
disruption to operations. The support team was responsive and helpful, promptly addressing any questions and guiding the team through the process. The overall experience has been positive, with Click Maint is a valuable solution for managing work orders, requests, planned PMs, and other maintenance tasks. The software has been instrumental in improving communication and coordination across the organization.

Outcomes and Benefits

Since adopting Click Maint, we’ve seen a 50% increase in completed work orders (reactive and preventive), showing the system's improved accessibility and efficiency over the previous solution. The streamlined process has reduced the time needed to close work orders, enabling faster response times and better service to our customers. Additionally, Click Maint has enhanced the control over maintenance supplies, improving stock management and ensuring that necessary materials are readily available. A key benefit has been the ability for tenants to input work orders directly by scanning QR codes, which has been well-received and has empowered residents to report issues more efficiently and faster. The user-friendly platform has led to better engagement, increased satisfaction among tenants, and improved maintenance workflows across the organization. The adoption of Click Maint has significantly improved operational efficiency, making maintenance management more effective and responsive.