When University Hospitals Authority & Trust (UHAT) needed to standardize facility maintenance operations across eight locations for better compliance management, they were faced with finding a comprehensive CMMS solution that suited their unique needs as a healthcare system while remaining cost-effective. In 2023, UHAT found what they were looking for in FSI's healthcare-specific CMMS.
Today, this switch is having an impact across the system, as the expansion of their facility database has enabled the team to move away from contracting out facility maintenance. This change to in-house operations brings greater ownership of their data as the system continues to grow.
Richard Bradley, Data Systems Administrator at UHAT, joined the team over three years ago and was tasked with leveraging FSI's CMMS to develop a preventive maintenance program that kept the system compliant with The Joint Commission's standards. Originally a project for their main campus, the scope soon extended to standardizing data and facility management in their 26 clinical locations to align with stringent compliance requirements
Leveraging Richard's 44 years of experience and expertise in building a maintenance database, this undertaking started with validating existing assets and building the system's database, which is currently approaching 4,650 assets — significant growth from the original 1,126 assets being tracked.
As he quickly mastered the software, Richard worked alongside FSI's internal experts to ensure alignment with the necessary ECs and EPs for The Joint Commission, stating "Working with the FSI team has been great, they have been a big help in giving advice, taking feedback, and helping us ensure that our system is meeting our exact needs based on regulatory requirements." From entering new asset information to setting up procedures and custom work order fields, this process laid the groundwork for success in a preventive maintenance program.
With a strong foundation of clean asset data and a CMMS that supports compliance efficiencies, UHAT decided to switch from a facility management service provider to in-house operations. For both Richard and the technicians in the field, this new approach is being eased by the functionality available in their CMMS.
FSI's mobile solution, Tech, supports staff in the field as they tend to preventive and corrective maintenance needs. The tool has been "easy for the team to pick up," providing them with the information they need to complete daily work and effectively prioritize with direct visibility on areas of compliance a work order corresponds with.
"Flexibility and detail in reporting and rounding tools make it easier for the techs to go out and do their jobs, check off readings, close out work orders, and automatically create corrective work orders. It's exactly what The Joint Commission is looking for, they don't just want to see that you did the rounds, they want to know what you did if a correction was needed. All of these are huge features that I think make FSI the best maintenance software for hospital environments."
Doing the work to stay compliant is essential, but being able to prove compliance with documentation is the key to painless inspections. For Richard, this means utilizing the reporting features in FSI's CMMS to accurately and concisely communicate information both internally with department heads and externally to surveyors.
One of the ways FSI differentiates from other CMMS providers is offering pre-built reports and configurations designed for the level of detail that hospitals require. Richard states, "I am extremely excited about the many ways that you can tap into the information that's in the database and the ways you can sort out and find exactly what you need. The sorting features are excellent, you can get down to pretty much every single component of the asset record and pull out exactly what you need to report on. The fact that you can track PM completed and report on equipment condition or common features that break down, those kinds of things are just invaluable."
Day-to-day reporting capabilities ensure transparency on department performance and helps the team to prepare for the future. Their frequently used functions include displaying upcoming PMs, labor cost allocation reports, and asset cost and replacement estimates to effectively plan long-term.
There is more work to be done for the UHAT team, which is currently working with the state to set up and manage maintenance in the Oklahoma Children's Behavioral Health Hospital opening in 2026. This will be their ninth building, and Assets, Procedures, and Schedules will be preloaded into FSI's CMMS based on the building plans.
With The Joint Commission expected any day for an inspection, the UHAT team is confident that they will be able to prove their compliance status with accurate records of PM and corrective work being kept on track with scheduled maintenance, detailed asset data, and reports designed to display exactly what a surveyor is looking for.
Moving forward, the team is excited to continue making the most of their CMMS and incorporating features available to them. On top of their current package and FSI's Rounding tool, they are looking to add FSI's eBinders solution to further streamline compliance management and keep data organized.
After years of utilizing FSI's CMMS, Richard has become a seasoned user. For those new to the CMMS or considering a switch from their existing provider, he recommends leaning into FSI's in-house expert support for advice, getting familiar with the Admin Console early on, and exploring the range of pre-built and custom reports available. For compliance management in particular, his advice centers on thinking through each aspect of the process to make the most of the software, referencing UHAT's usage of Work Order Priorities and inclusion of ECs and EPs in procedure documentation to effectively prioritize and communicate compliance needs.
To learn more about FSI's healthcare CMMS, reach out to our team.