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How a University Hospital Streamlined Equipment Requests with CMMS

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Introduction

Healthcare facilities rely on critical medical equipment to deliver patient care. At one university hospital, delays in equipment repair were causing cascading impacts on surgical schedules, diagnostic workflows, and patient satisfaction.

Project Phases

  1. Needs Assessment (Month 1–2)
    • Mapped 150+ equipment types and existing manual request processes.
    • Conducted stakeholder workshops with clinicians, technicians, and administrators.
  2. System Configuration (Month 3–4)
    • Customized CMMS workflows: priority levels, SLA definitions, and notification rules.
    • Integrated CMMS with the hospital’s EHR for asset tagging and location data.
  3. Training & Rollout (Month 5)
    • Delivered 10 hands‑on training sessions for 120 users.
    • Launched a pilot in the radiology department before full hospital deployment.
  4. Optimization & Metrics (Month 6–8)
    • Analyzed ticket resolution times and user feedback for iterative improvements.

Project Phases

  1. Turnaround Time: Reduced average repair completion from 72 to 18 hours (75% improvement).
  2. Patient Satisfaction: Increased from 78% to 94% in post‑care surveys.
  3. Cost Reduction: Annual maintenance expenditure dropped by 22% (USD 320,000 savings).
  4. Compliance: Achieved 100% audit readiness for medical equipment logs.

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Conclusion

By deploying CMMS with a phased, user‑centric approach, the hospital not only enhanced operational efficiency but also elevated patient care standards. This case exemplifies how digital solutions can drive tangible value in healthcare settings.

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