The Importance of Data Accessibility and Mobility in a Healthcare Setting – Large Healthcare Customer

The Client

A privately-owned large healthcare system that includes hospitals, clinics, a trauma and emergency center and other regional facilities was founded in 1960 and is one of the largest employers in its region. In total, the organization has more than 10,000 employees, 1,000 physicians, and 700 volunteers. WebTMA helps to maintain more than half of their 90 locations and supports over 150 technicians with their daily maintenance and asset management tasks.

Project Background / Challenge

As an organization-wide software was in process of being discontinued, the facility supervisors came forward with the question, “What other systems are out there and how can we integrate them?” The maintenance facilities team had been tracking work orders, asset information and hours with a rudimentary paper system. With the current manual set up, there were limitations in tracking accuracy, asset reporting and time management for their extensive team. The facilities maintenance supervisors knew that change was necessary, but the massive scope of the project was overwhelming.

Goals

Modernize their operational processes by leveraging the power of a CMMS. With their building and department data uploaded, they would be able to report on labor hours, work order status and schedule preventive maintenance across the organization. As part of the SOW, the facility system administrators aimed to incorporate a mobile solution into their work processes. With real-time updates on projects, assets, and labor, they could have the visibility to better plan and project for budgeting and resources across the operations of the large healthcare system.

Action

The core goal for the health system facilities team was to easily extract reportable data and enable real-time updates into their daily workflows. The TMA professional services team scaled the implementation approach with the foresight that the healthcare system can continue to grow in their use of the product and integrations as their objectives expand.

The TMA operations teams collaborated to get the facility data uploaded, naming sites, departments and associated equipment and assets. Once the healthcare facility data was synced across all platforms, they were able to incorporate mobile devices. Now the health system can access real-time updates and transaction reporting.

Results

Futureproofing and ease-of-use were top of mind for TMA’s professional services team. To future-proof the setup, they organized the data from the ground up, inquiring about updates and forthcoming growth. This future-focused philosophy ensures smooth scalable upgrades. Knowing that the facilities team was new to this digitized process, TMA’s team made sure to maximize ease-of-use when structuring their backend data and the resulting dashboards; minimizing the need to dig for information when building reports and making data-driven decisions.

The health system’s facilities maintenance team and supervisors were ecstatic with the outcome. From the reporting capabilities to the mobile functionality, this step enhanced their maintenance management operations tenfold. Within six months of implementation, the healthcare facilities team was able to easily monitor and track over 11,784 completed work orders on one facility alone. The automation and PM scheduling are guaranteed to result in long-term ROI for equipment and other assets. With more data visibility and function upfront at the dashboard level, they are more confident in technician adoption and overall use of the solution, saving time and making their healthcare operations more efficient.

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