Optimizing Maintenance Work in Healthcare Facilities: No More Equipment Failure

Healthcare Equipment Maintenance

Thousands of medical devices spread throughout many hospital buildings cause clinical engineers to struggle to achieve this on-time preventive maintenance for regulatory compliance. Other tasks, such as medical device recalls or repair, require immediate removal of equipment from service since they may impact patient safety and have liability implications.

With the help of a well-designed SmartX HUB CMMS (Computerized Maintenance Management System), hospitals can gain complete control over all of their maintenance management activities. Such a system gives managers real-time visibility and insight into the equipment’s condition to know if a failure is about to happen. They can take preventive action before a glitch turns into a severe problem.


Patient equipment must be regularly maintained to have highly functioning equipment for quality care. Clinical engineers are faced with a variety of daily tasks including equipment recalls, preventive maintenance and corrective maintenance.

The manual process of locating equipment throughout entire hospital campuses is labor intensive. Often, when the equipment is finally located, the clinical engineer is not able to collect the piece of equipment because it is in use or is scheduled for use.

In addition, many pieces of equipment can never be located and are considered lost or stolen. And since the services are highly complex, the management of this continual maintenance work is critical.

Mistakes are not allowed as they are costly, but fortunately avoidable.

What is a CMMS and How Can it be beneficial in Healthcare Facilities?

A computerized maintenance management system (CMMS) is a central hub for an organization’s maintenance operation. It facilitates maintenance operations and enables the management to make informed decisions, leading to significant improvements in the availability and utilization of physical equipment. In healthcare facilities, the SmartX HUB CMMS covers different areas, such as medical equipment, food storage equipment, HVAC systems, plumbing, elevators, etc.

To ensure medical equipment’s safety and operating, two types of maintenance programs are often employed with proven results in increasing the uptime of assets and utility of the healthcare facility: Preventive Maintenance and Predictive Maintenance.

Preventive Maintenance

Timely preventive maintenance will maximize the equipment uptime, reliability, and availability. The question is, how do you precisely know when to perform a PM? The answer is through condition-based maintenance. Sensors attached to equipment gather real-time operational data feeding the CMMS cloud application. The CMMS uses the data and automatically generates work orders, and notifies the impeding PM’s maintenance personnel. Another essential feature of a CMMS is its ability to track the equipment’s working time. Many systems only track by odometer or by the due date. The ideal CMMS for healthcare facilities should also track usage hours and the number of times the asset was used. This is ideal for the equipment that requires calibration after usage, such as phototherapy devices.

Predictive Maintenance

The CMMS should be able to predict when equipment should be shut down to prevent a failure. The CMMS utilizes smart sensors to collect real-time equipment condition, usage, environment, and performance for predictive analysis. A predictive maintenance algorithm helps determine the condition of in-service equipment to predict when maintenance should be performed. The system sends alerts to the right personnel at the right time, so corrective action can be taken before the equipment breaks down.

The Benefits of SmartX HUB CMMS

In healthcare, the benefits of the SmartX HUB CMMS are numerous and indeed strong enough to justify its utilization. It allows managers to schedule regular inspections of the medical and other equipment to ensure their proper functioning. Preventive, predictive, and corrective maintenance programs can easily be planed and tracked.

The location and status data can be integrated into existing maintenance management hospital information systems. These systems can automatically be populated with location and status data from SmartX HUB EAM module. An asset or a group of assets requiring maintenance or recall can even be viewed on the SmartX HUB map directly from the maintenance management module with a single button click. Other asset information, such as equipment maintenance dates can be pulled into SmartX HUB from the maintenance management field services module.

The system also provides a unified storage platform for equipment records that can be easily accessed. One of the most critical aspects of SmartX HUB CMMS is its Spare Parts Inventory Management. The frequently updated inventory of the necessary maintenance materials and repair parts eliminates potential supply shortages that can disrupt schedules.

Hospital staff can generate reports in SmartX HUB to understand the location and status of equipment requiring preventive maintenance.

Most maintenance departments are running a lot of “key person” risk, where a lot of the hard-won maintenance know-how is locked up in the heads of one or two key senior techs. As soon as they retire, all that information walks right out the door with them, leaving the department scrambling to complete critical work. With work order templates, you can add instructions and checklists to every work order, ensuring the team knows how to do the work and does it right. And when new techs join the team, you have a built-in library of training material.

SmartX HUB stores all historical data and includes on-demand and scheduled reporting tools. Reports feature graphical and tabular views which can be printed or exported to Excel, PDF or HTML formats. Reports include asset location and status history, current location, utilization and inventory.


The SmartX HUB RFID-is a cloud-based CMMS solution, providing robust maintenance management to healthcare providers. It helps you better manage your facility and equipment. You can easily control your maintenance tasks and ensure that the equipment is operating reliably and efficiently enough to guarantee patient care and patient satisfaction.

SmartX HUB's medical tracking is part of SmartX’s Solution for Track & Trace and also leverages IoT-RFID and Cloud platforms for data capture. Smartx hub’s Solution for Track & Trace advances its past success in traceability technology by enabling multiple business use cases through applications and business intelligence.

Following the implementation of the RFID solution, the hospital sees more accurate inventory record-keeping. Without the risk of manual errors, hospital staff can be assured that inventory will be kept at sufficient levels to provide high-quality healthcare to its patients.

SmartX HUB’s global presence, coupled with its deep industry and business transformation expertise, has proven that the methodologies and experience gained from thousands of worldwide engagements help hospitals achieve real business results and innovation quickly and cost-effectively.

To get more information on how we can help you overcome the challenges to your healthcare business or to check out a free demo, contact us.


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Contact us at the SmartX office nearest to you or submit a business inquiry online.

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