Tips for Maintenance Management Strategy on Healthcare Facilities

Tips for Maintenance Management Strategy on Healthcare Facilities

Tips for Maintenance Management Strategy on Healthcare Facilities

In the simplest terms, maintenance management can be defined as the process through which an organization attempts to manage its assets and resources while controlling the overall cost and time. When it comes to maintenance management, the main goal of the organization is to ensure maximum efficiency throughout the organization.

From this definition, it must be quite clear that every organization needs to have effective maintenance management strategies in place to ensure the benefit of both the organization and the people who deal or come in contact with that organization. This is especially true in the case of healthcare facilities.

It’s easy to understand that maintenance management strategies are important for healthcare facilities. But it raises the question of what exactly those maintenance strategies are and how can one employ those strategies? In this article, we’ll be attempting to answer both of these questions by discussing a list of tips for a maintenance management strategy for healthcare facilities. That list is mentioned below.

Form a List of All the Assets that the Team is Responsible for Maintaining

If you don’t have a maintenance management strategy in place in your organization, then the first thing that you need to do is to come up with an exhaustive list of all the assets that your management team is responsible for. This list can include anything from the medical billing software system to the HVAC system, vehicles, buildings, medical equipment, and the property. All these can be managed using Medical Equipment Maintenance Management Software.

After you have made the list, the next step for you is to arrange the entire list in the form of a hierarchy. Make sure that you mention the assets that are highly important at the top and move in a descending manner. This list will help you in maintaining the entire health facility in the time of any crisis.

Engage in an Overall Assessment

Once you have your list and an emergency plan of attack in place, then the next step that you need to take is to assess the condition of all your assets. This means that you should have information regarding the condition of all equipment, the repair history, total hours of operation, current condition, downtime, and estimated life efficiency.

This step will help you in deciding which equipment or part of the healthcare facility requires your current focus and which parts you can afford to delay to a later date.

Adapt to the Changing Needs and Take Input from Your Team Members

In the perfect world, the maintenance management strategy plan that you come up with once should suffice or work for your healthcare facility for a long time to come. But that is not true in the real world. The demands and needs of the healthcare industry are always changing, and further, healthcare facilities also have to keep up with the latest technological developments.

This is why it is important for the management supervisor to keep all the employees or team members in the loop and get regular updates from them regarding any change that might be required in their specific departments.

Develop Proper Standards for Measuring Performance

Once you have figured out exactly what your maintenance strategy is going to be and how you are going to properly keep up with the times, then the next step is to evaluate whether everything is working efficiently or not. This can be done with the help of a thorough maintenance report.

This report should mention where the healthcare facility currently stands and the benchmark that you would want the facility to achieve. The report should also consist of a list of Key Performance Indicators (KPIs) that were used to make the decisions.

Do Not Compromise with Safety and Health of Patients

While it is important for the healthcare facility to maintain efficiency in its maintenance management, at the same time, it is also important that the healthcare facility should never compromise with the safety and health of the patients. It is always paramount to put the health and safety of all patients first.

Uplift the Entire Team

No organization can become successful without the support and hard work of its employees. And this is also true for a healthcare facility. And this is why the final tip that any organization should follow when it wants to maintain high efficiency is that it should continue to inspire and motivate all its employees to work harder and smarter than ever before.


About the Author:

Nitin Gupta is a voracious reader and an even passionate writer. Having worked with numerous medical billing software and MNCs across the world, he really has very to the point and enthralling insights about the industry and the people working in them.

Nitin writes about technology and how it impacts various industries such as pharma, hospitality, travel, and many others as well.

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How To Alleviate The Negative Impact Of Corona In Busy Facilities?

How To Alleviate The Negative Impact Of Corona In Busy Facilities?

alleviate Corona in facilities

How To Alleviate The Negative Impact Of Corona In Busy Facilities?

Corona virus infection

Corona – The most dreaded virus of recent times was first reported in China, on 17 November 2019. Ever since the first known infection, it became wildly contagious with major outbreaks in East Asian countries. As of now, over 1.3 lakh people had been tested positive for the virus. The virus had claimed the lives of 5,000 peoples to date and continues to subject people across the globe to great hardships.

COVID-19 declared as a Pandemic by W.H.O

COVID-19 disease is relatively new and its victims are spread across more than 120 countries & territories. Based on its continuous assessment over the severity, spread and lack of adequate awareness among the public World Health Organization has declared the disease characterized by severe acute respiratory syndrome as a pandemic on 11 Mar 2020. Nevertheless W.H.O also firmly believes that the pandemic is controllable, follow these instructions from WHO. The only comfort in this period of misfortune is that around 70,000 people have got rid of the disease through quality treatment.

Transmission of Corona: Role of HVAC SYSTEMS

The primary reason for the scare of the virus is that currently there is no vaccine to prevent the coronavirus disease. The principal mode of transmission is mainly from an infected person to another person via respiratory droplets within a range of 6 feet).


Covering your mouth when you cough or sneeze is the first step to control the spread. However, the possibility of residual contaminants traveling through your HVAC system cannot be ruled out. Once the air in your facility becomes contaminated the virus can cling on to the evaporator coil or blower motor and can reside there for up to nine days. An HVAC system should be inspected at least twice a year. If the AC unit happens to be centralized then it has to be serviced each month. Even sophisticated air filters of premium AC models were tested to have some level of viral penetration.  Even in the event of trapping the AC units aren’t capable of destroying the virus as coronavirus is very small, measuring between 0.06 and 0.14 microns in size.

Corona virus prevention

All countries must strike the right balance between safeguarding health, minimizing handicap to economic and social activities and respecting human rights. In several countries, Union & State Governments have urged business organizations to exercise a great degree of caution. A single victim to the disease can impair the progress of the entire team at workplaces. This shouldn’t happen. Preventive Maintenance(PPM) assumes greater significance in this scenario as backed by the proverb- A stitch in time saves nine.

Preventive Measures

The contingency plan should elaborate on a list of alternative plans, outcomes, and instructions covering all aspects of the business. Each worker in the factory should be made aware of the departments/staff who would be functioning at worksite & the place to locate required materials along with any modifications to till the situation returns to normalcy. If mechanisms such as ‘Work From Home’ are not in place, a strategy should be formulated as soon as possible and executed. Mobile should become an integral part of communications due to work from different locations.

Housekeeping staff may be required to routinely clean all frequently touched surfaces in the facility including cabins, doorknobs & cafeteria with cleaning agents. They’ll be replenishing disposable wipes in restrooms.

Role of Facility Management Companies

The services of facility management service companies would be in high demand by now. The servicing companies can prove their mettle by containing the spread of the virus to a great extent. With a simple, powerful & flexible automated maintenance management software, in place, the data is safely & instantly accessible with seamless communication. With such a tool facility managers can rise above the situation and oversee the big picture. Hospitals, Shopping Malls, Restaurant Chains, Factories, etc can entrust the maintenance work, much needed at the moment, to reliable servicing companies and focus on their core areas of business.

Minimizing the spread of Corona

Facility Managers whose role is crucial in these times should rise to the occasion and succeed in reaching out to the workforce, at large. They need to educate all employees on precautionary measures. They can restrict activities outside the facility and devise protocols for external communication. Employees can be advised to use public transportation to the least possible extent. If sales representatives exhibit doubtful symptoms they need to be advised to share the travel history with the health care provider.  These efforts will bring down the risk of infections within the facility.

Due to the easy spread, Facility managers must prominently display precautionary measures for employees. They must direct maintenance teams to regularly disinfect all common areas in the facility such as machinery, raw materials, laptops, mobiles, portable devices, door handles, conference rooms, reception desks, etc.

The spacing of individual work cubicles should be more than 6 feet wherever possible & the entire facility be well-ventilated. Upon the confirmation of the corona infection, facility managers should be immediately notified. They should closely monitor the movement of outsiders into the facility than usual. Preventing the entry of visitors into the cafeteria will greatly limit the spread of the disease.

Protecting Employees At Work

The contingency plan should be articulated in a well-organized process as schedules. The schedules are a collection of related tasks. The tasks, in turn, can be broken down into checklists detailing the steps that need to be followed. The maintenance personnel should be made to acknowledge each step mentioned in the checklist.

As there is a long way to go to eradicate the epidemic the PPM measures need to be repeated on a regular basis for several months. The concerned staffs should receive timely alerts and mobile technology needs to be used in your favour to ensure seamless correspondence on preventative schedules.

Ensuring smooth workflow by keeping Corona at bay

To put things in a nutshell, It is high time to appreciate the need for an automated work order management system / CAFM to oversee that there are no deviations from the established process or loss of enthusiasm on behalf of maintenance staff in carrying out the necessary schedules.

Now it is time to refrain ourselves from socialization and resort to alternate channels of collaborating work and communication. Let’s continue to carry out our duties diligently and spread the awareness on Corona. May the God Almighty ward off the ill effects of the disease.


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Preventive Maintenance Checklist

Preventive Maintenance Checklist


Preventive Maintenance Checklist

Preventive maintenance tries to maintain the facility and the assets in the facility in a timely, orderly and well functioning manner to ensure the facility as a whole is fit for the intended use to the maximum possible extent. This is done by scheduling the maintenance tasks well in advance at regular intervals.

Here are a few checklists applicable to different spheres of facility maintenance such as electrical, plumbing, HVAC, Building Interior, Building Exterior, Branded machinery etc.

PM Checklist for ELECTRICAL


As per the statistics of U.S. Fire Administration, electrical malfunction constitutes around eight percent of residential fires which ended up in fatalities.

A routine electric maintenance service apart from prolonging the life of your important electrical systems helps you avoid expensive repairs.

PM Checklist for HVAC

HVAC preventive Maintenance checklist





The checklists can be defined & easily tracked based on all types of assets belonging to every industry verticals:












The above lists are just excerpts from a whole lot of activities. A centralized view of the entire set of work orders and a well-organized way to effectively track the work orders is necessary for a facility manager. It is the order of the day. Computer-aided Facility Management System(CAFM) such as Innomaint is quite competent to be considered for this purpose. It can be used to automate the preventive maintenance checklist for facilities, ad hoc scheduling of maintenance for any industry vertical. Give a try and feel an amazing difference !!


To Automate Your Preventive Maintenance Process

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