WHY YOUR HEALTHCARE FACILITY NEEDS A CMMS

Improved Patient Safety and Care Quality

Precision and reliability are non-negotiable when it comes to patient care. Ensure that medical equipment is always in optimal working condition with Healthcare CMMS. Significantly minimize the chances of equipment malfunctions during critical procedures, promote patient safety and instill confidence in both medical staff and patients with preventive maintenance and prompt repairs.

Increased Equipment Reliability and Availability

Extend the lifespan of specialized equipment, ranging from diagnostic tools to life support systems, and MEP. Use CMMS software to adhere to maintenance schedules and employ preventive measures to improve equipment reliability, reducing unexpected breakdowns and equipment downtime. Better reliability translates into increased equipment availability and minimized disruptions to patient care.

Enhanced Operational Efficiency and Resource Allocation

Optimize maintenance workflows and ensure that tasks are prioritized, scheduled, and assigned to appropriate personnel efficiently. Eliminate the guesswork, streamline processes and free up valuable time for healthcare staff to focus on patient care with Healthcare CMMS.

Reduction in Downtime and Unplanned Breakdowns

Healthcare CMMS has features for proactive maintenance scheduling and automated alerts that reduce the risk of unplanned breakdowns. Address issues before they escalate, leading to minimized downtime and more predictable maintenance operations and planning.

Cost Savings through Optimized Maintenance Strategies

Balancing budgets in healthcare is challenging. Use Healthcare CMMS to assist with financial planning by optimizing resource allocation and implementing data-driven maintenance strategies. Identify when parts and components need replacement based on historical data, preventing premature replacements and avoiding unnecessary costs.

Streamlined Compliance with Healthcare Regulations

Adhering to stringent industry regulations and standards is a non-negotiable in healthcare facility operations. Healthcare CMMSs offer built-in mechanisms for compliance tracking. Document maintenance activities, calibration schedules, and equipment validations within the system, providing a comprehensive audit trail. Ensure that equipment remains compliant while simplifying processes for regulatory reporting and inspections.

Healthcare CMMS Workflow

Step 1:
Asset Registration
- The process begins with the registration of healthcare assets, including medical equipment, facilities, and infrastructure, into the CMMS database.
- Each asset is given a unique identifier, capturing relevant information such as make, model, serial number, location, supplier, expected life, and maintenance history.
Step 2:
Preventive Maintenance Scheduling
- The CMMS system uses the asset information to create preventive maintenance schedules based on manufacturer recommendations, usage patterns, and regulatory requirements.
- Maintenance tasks are defined, and schedules are established for routine inspections, calibrations, and servicing.
Step 3:
Work Order Generation
- When it's time for maintenance or servicing, the CMMS generates work orders automatically or at the request of users.
- Work orders include details about the task, asset, priority, location, priority, parts needed, and due date.
Step 4:
Work Order Assignment and Tracking
- Maintenance supervisors or administrators assign work orders to technicians or maintenance teams.
- Technicians receive notifications about assigned tasks on their mobile devices or workstations.
- Technicians track the progress of their work orders, marking them as "in progress" or "completed" within the CMMS.
Step 5:
Documentation and Maintenance Records
- Technicians record information such as the date and time, actions taken, parts used, and any issues discovered during maintenance activities.
- These records are stored in the CMMS and become part of the asset's maintenance history.
Step 6:
Calibration Tracking
- The CMMS tracks calibration schedules and records calibration results.
- If an asset's calibration is outside acceptable limits, the CMMS triggers a work order for calibration adjustment.
Step 7:
Data Analysis and Reporting
- The CMMS compiles data from maintenance activities, work orders, inspections, and asset history.
- Data analysis tools generate reports, analytics and KPIs, providing insights into equipment performance, maintenance costs, downtime trends, and compliance with regulations.
Step 8:
Predictive Maintenance
- Utilizing historical data and equipment usage patterns, CMMS software can predict when equipment may fail and parts need replacement.
- With predictive maintenance, tasks are generated notifying users when to replace or service parts before they cause equipment breakdowns.
Step 9:
Spare Parts Inventory Management
- The CMMS manages inventory levels of spare parts and supplies required for maintenance tasks.
- It tracks stock levels, generates alerts for low inventory, and can automatically reorder items when stock levels are depleted.
Step 10:
Regulatory Compliance
- The CMMS maintains detailed records of maintenance activities and calibration, simplifying compliance with healthcare regulations.
- Documentation is readily available for regulatory audits and reporting.
Step 11:
Continuous Improvement
- Medical facilities use insights from the CMMS data to continuously improve maintenance strategies, allocate resources more efficiently, and enhance patient care.

KEY CAPABILITIES OF CLICK MAINT’S HEALTHCARE CMMS SOLUTION

1. Equipment Management

Detailed Asset Tracking: Maintain a comprehensive database of medical, mechanical, electrical, plumbing and other equipment including information such as serial numbers, model, warranties, documentation and usage history.
Equipment Hierarchies: Organize assets into hierarchies to manage complex systems like HVAC, to view parent - child relationships, and components.

2. Preventive Maintenance

Scheduled Maintenance: Create and manage preventive maintenance schedules based on equipment specifications and regulatory requirements.
Task Automation: Automatically generate work orders for planned maintenance, inspections, and calibrations.

3. Work Order Management

Work Order Generation: Easily create work orders for maintenance tasks, repairs, and inspections.
Assignment and Tracking: Assign work orders to specific technicians or teams, and 3rd party vendors to track progress in real-time.

4. Mobile Accessibility

Mobile App: Enable technicians to access work orders, record maintenance data, and perform tasks directly from smartphones or tablets in the field.
Offline Mode: Allow technicians to work offline in dead spots where users cannot connect to the internet. Activities logged while working offline can be synced data when reconnecting to the internet.

5. Inventory Management

Spare Parts Tracking: Keep a comprehensive inventory of spare parts and supplies required for maintenance tasks.
Inventory Alerts: Receive notifications stock levels are low and automate reordering processes. Set min, and max thresholds so inventory is maintained at optimal levels.
Manage Suppliers: Keep a detailed list of key suppliers so that parts can be ordered and replenished quickly. Document important details like lead times, primary contacts, and price.

healthcare cmms calibration and compliance

6. Calibration and Compliance

Calibration Tracking: Manage calibration schedules for critical equipment to ensure accuracy and compliance with regulations.
Compliance Documentation: Maintain detailed records of maintenance activities, calibration, and equipment validations for regulatory compliance.

healthcare cmms data analytics and reporting

7. Data Analytics and Reporting

Customizable Reports: Generate reports and analytics on equipment performance, maintenance costs, downtime, and more.
Data Visualization: Visualize key performance indicators (KPIs) through graphs and charts for informed decision-making.

healthcare cmms integration capabilities

8. Integration Capabilities

Integration with Healthcare Systems: Seamlessly integrate with Enterprise Resource Management (ERP) systems, billing systems, and other business applications for data exchange.
IoT Integration: Connect with Internet of Things (IoT) devices to gather real-time equipment data and enable predictive maintenance.

9. Security and Compliance

Data Security: Ensure data privacy and security in compliance with healthcare industry standards and regulations like HIPAA.
User Permissions: Administer role-based access control to restrict system access to authorized personnel.

10. Training and Support

Training Resources: The CMMS comes with training resources ensuring that users have the tools to learn and adopt the application. These include detailed knowledge center, webinars and training videos
Customer Support: Offer responsive customer support for technical assistance and issue resolution.

11. Scalability

Grow with Your Needs: Scale the CMMS to accommodate the evolving needs of healthcare facilities, whether it's a small clinic or a large hospital.

healthcare cmms user friendly interface deisgn

12. User-Friendly Interface

Intuitive Dashboard: Get a user-friendly interface that simplifies navigation and task execution for all users.

Disclaimer - Click Maint may not include all features such as Predictive Maintenance or IoT integration; please talk to us for more details.

Implementing Healthcare CMMS Successfully

1. Planning and Preparation Phase

Needs Assessment: Conduct a thorough assessment of your facility's maintenance needs and goals. Determine the scope and scale of CMMS implementation.
Select the Right CMMS: Choose a Healthcare CMMS solution that aligns with your facility's requirements, including asset management, regulatory compliance, and reporting.
Form a Project Team: Assemble a cross-functional team of stakeholders, including maintenance personnel, IT experts, and administrators, to lead the implementation effort.
Define Objectives: Clearly define the goals and objectives of CMMS implementation, such as reducing downtime, improving compliance, and optimizing resource allocation.

2. Data Migration and Asset Registration

Data Collection: Gather all relevant data, including equipment information, maintenance schedules, and historical records.
Data Migration: Carefully migrate existing data into the CMMS database. This step is crucial for maintaining an accurate and up-to-date asset inventory.
Asset Registration: Register all assets in the CMMS, ensuring that the necessary assets are accurately documented with required details (images, manuals, model, serial number, location, associated parts, supplier, life expectancy, purchase cost, warranty expiration date, etc.)

3. User Training and Onboarding

Training Plan: Develop a comprehensive training plan that addresses the needs of different user groups, from maintenance technicians to administrators.
User Onboarding: Conduct training sessions to familiarize users with the CMMS interface, features, and workflows. Ensure training is tailored for the user role (training should focus on what users need to know and how they are expected to use the CMMS).
Continuous Learning: Provide ongoing training and resources to support users as they become proficient in using the system.

4. Pilot Testing and Fine-Tuning

Select a Pilot Group: Choose a subset of users or a specific department to participate in a pilot test.
Testing and Evaluation: Test the CMMS in a real-world environment, identify any issues, and gather feedback from pilot users. Set up a sandbox environment if possible to test workflows before going live.
Iterative Improvement: Fine-tune the CMMS based on user feedback and address any technical or operational issues that arise.
Scalability Assessment: Ensure that the system can scale as your facility's needs evolve.

5. Launch and Continuous Monitoring

Full-Scale Deployment: Roll out the CMMS to the entire organization, incorporating lessons learned from the pilot phase.
Continuous Monitoring: Establish a process for ongoing monitoring and evaluation of CMMS performance.
Feedback Mechanism: Encourage users to provide feedback on their experiences and any issues they encounter.
Regular Reviews: Conduct regular reviews of CMMS data and reports to assess its impact on maintenance operations and overall facility efficiency.
Adapt and Improve: Continuously adapt and improve CMMS usage based on data insights and evolving facility needs.

Healthcare CMMS

WHAT IS A HEALTHCARE CMMS?