For many healthcare organizations, finding the right computerized maintenance management system (CMMS) can be a daunting task. This is a decision that organizations hope to make no more than once every 10 years and significantly impacts operational efficiency, meeting regulatory requirements, driving team satisfaction, and organizational alignment.
For the team at Parkview Health, these factors made it a critical decision for its teams. With 14 hospitals and more than 120 clinical specialties, Parkview Health serves as a leading health system in Northeast Indiana and Northwest Ohio, focused on excellent patient outcomes and experiences. Because of its numerous facilities and extensive clinical modalities, its Facility teams require a CMMS that can meet the dynamic needs of the organization.
“As we went through the process of selecting our CMMS, we wanted something that was user friendly for our technicians,” said Scott Burcroff, Facilities Director of Technical Operations, Parkview Health. “It was important for us to find a CMMS that could handle our unique requirements, and from a company that understands the healthcare industry. At the top of our list, we wanted to ensure it was easy for our technicians to navigate their day-to-day work in the application.”
The Parkview team landed on FSI’s CMMS, designed specifically for the healthcare industry, serving thousands of HTM and facilities teams in hospitals across the US. Over the past two decades, FSI’s technology has grown to become the leader in health systems and hospitals to streamline maintenance operations, improve asset management, and ensure regulatory compliance.
Parkview has already seen major improvements. By using CMS View, a feature that maps assets, work orders, procedures and more onto floorplans, Parkview technicians know exactly where assets are that require maintenance and can easily plan their work instead of wasting time walking across the building.
“It makes it really easy for technicians to know exactly where to go when there’s something that needs to be maintained,” said Burcroff. “Our technicians can also go into the system and identify and edit asset details to help us maintain up-to-date information about assets.”
The mapping functionality serves as the basis for Parkview Health, which also tracks their regulatory compliance standards in the CMMS to help with meeting healthcare compliance requirements and standards.
Within the system, standards can be associated with procedures at the work order level to ensure that technicians have access to the right level of detail. In addition, FSI offers a Rounding module which extends how organizations can track against standards. For Parkview, the team relies on the regulatory dashboard.
“Using the regulatory dashboard, we can easily get a snapshot on where we stand,” said Burcroff. “Previously, we relied on manual methods to get this information – and in a few clicks, we can see everything we need to know about our compliance.”
For every healthcare Facility and HTM team, finding a CMMS that can assist in managing the healthcare compliance requirements put forth by bodies like The Joint Commission and DNV is critical. Within FSI’s platform, the Parkview team found that managing their preventive maintenance and other associated work orders was significantly easier – both to complete work and report on for compliance requirements.
“Our team has always focused on finding ways to improve in our preventive maintenance tracking and execution,” said Burcroff. “With FSI, this is something that we’ve been able to address. At the very basis of the system, it allows us to get specific on work orders so we can bucket it into preventive maintenance, tasks, and other inspections.”
This level of detail ensures organizations like Parkview understand how they are tracking specific preventive maintenance requirements set forth by regulatory bodies like The Joint Commission. This is especially important as TJC and DNV require a 100% completion rate for preventive maintenance activities when it comes to life safety and high-risk infection control equipment.
“Getting granular visibility into our preventive maintenance activities helps to inform our managers to know where to direct their technicians,” continued Burcroff. “Using FSI’s dashboard, we can easily see our monthly progress for preventive maintenance and track what needs to be completed before the end of the month.”
With the ability to get a deeper view in preventive maintenance activities, Parkview has started focusing on forecasting its preventive maintenance activities. The team will preview preventive maintenance work orders up to 60 days in advance. In doing so, the new CMMS has improved resourcing and scheduling while also ensuring the organization meets healthcare compliance requirements.
“Since implementing FSI, we have seen an increase in our completion rates,” said Burcroff. “As we continue to strive towards the 100% completion rate, this deeper visibility – combined with the option to forecast – gives us the insight we need to improve our PMs as a whole.”
For Scott and the Parkview team, there’s much more to explore within FSI’s CMMS platform.
“Internally, we meet on a weekly basis to improve our performance and use of the platform,” said Burcroff. “This internal meeting helps us talk through issues and see how we can advance the use of the system to meet the unique needs of our leaders and teams.”
In addition to mapping all buildings across the system, Parkview looks to consolidate more vendor documentation and compliance data within the FSI CMMS.
“We are working on migrating thousands of documents into the FSI platform so that we can leverage it across our work orders and compliance requirements,” said Burcroff. “This will help us get an even more accurate view of how we are aligning to compliance requirements and standards.”
The migration will continue to support the organization as it continues to forecast preventive maintenance, while helping to make the system more comprehensive for its end users – technicians – to leverage in day-to-day operations and work.
“Technician adoption has been a focus for us from the start, which is something I would recommend to anyone who’s looking for a system today,” said Burcroff. “It helped ensure a seamless transition to our new processes on the platform, while ensuring that we can continue to grow and build upon how we use the FSI platform to manage our maintenance and compliance activities.”
To learn more about how FSI's healthcare-specific CMMS lightens the lift of compliance management, reach out to our team.