CMMS
Healthcare CMMS: Importance & Software Quick Comparison
Struggling with rising maintenance costs and unreliable equipment?
Legacy CMMS systems force facility managers into a reactive cycle since they’re managing their facilities with outdated and siloed CMMS systems that obscure portfolio-wide visibility.
A connected CMMS, on the other hand, enables proactive asset management, reducing costs and improving patient outcomes. It enables healthcare organizations to focus on what matters most—high-quality care.
Imagine a solution that integrates inventory, maintenance, compliance, and real-time monitoring. This connected healthcare CMMS approach streamlines operations, boosts asset reliability, and empowers all stakeholders with clear data for informed decisions.
In this article, we will explore some leading healthcare CMMS solutions, examine their features, and discuss why a connected CMMS is essential for you.
What is healthcare CMMS?
A healthcare CMMS is a tool the healthcare industry uses to ensure the upkeep of medical assets, equipment, and facilities, creating a reliable, healthy, and safe environment for staff and patients.
It offers features to meet the specific needs of healthcare maintenance teams, clinical engineers, and IT departments.
- For clinical engineers, it provides precise data for informed decision-making.
- For IT departments, it offers detailed information and predictive analytics to counter cybersecurity threats, lowering the risks associated with medical device cyber attacks.
By integrating preventive maintenance scheduling, work order management, and asset tracking across your portfolio, healthcare CMMS streamlines maintenance processes and reduces unexpected breakdown of hospital equipment.
Best Healthcare CMMS: Quick Comparison
Adithya Siva
Best healthcare CMMS software in 2024
Before putting together this guide, we carefully reviewed user feedback for each software. We also consulted online forums and trusted publications to understand each product's features.
We’ll cover the features of each one and bring you verified customer reviews.
- Facilio
- FIIX
- Fracttal One
- Limble CMMS
- Upkeep
- ServiceChannel
- DIMO Maint
- Proteus CMMS
- TruAsset
- Cryotos
Facilio
Facilio's connected CMMS is a purpose-built suite of modules for healthcare maintenance management. Operating on a modern, cloud-based platform powered by IoT and AI, it enables stakeholder management, customization, workflow automation, and remote asset monitoring.
The system's machine learning-driven diagnostic engine proactively identifies medical equipment issues, ensuring timely maintenance to uphold the highest standards of patient care.
Facilio offers the following features for better healthcare management:
Unified technology for enhanced efficiency
Facilio's CMMS replaces disjointed tools with a single, integrated platform. Healthcare facility managers do not need to juggle between different tools to get their work done.
Proactive maintenance and predictive analysis for critical equipment
In a neonatal intensive care unit (NICU), incubators must operate flawlessly.
Facilio's CMMS uses IoT sensors to monitor temperature, humidity, and power supply in real time. If any parameter deviates from the norm, the system alerts the maintenance team before the incubator fails.
Interoperability and integration for seamless maintenance operations
Healthcare networks often use different building management systems (BMS) and electronic health records (EHR) systems. Facilio's API-first design allows seamless integration with these systems, creating a unified platform.
For example, the CMMS integrates with the BMS to adjust HVAC settings based on occupancy data from EHR systems, optimizing energy use and improving the patient environment.
This simplifies third-party integrations and encourages stakeholder involvement in utilizing data and enhancing processes through automation.
Eurohealth Systems case study: Transforming healthcare management with Facilio's healthcare-connected CMMS
Eurohealth Systems (EHS), a Dubai-based healthcare consultancy with over a decade of experience, leads the region in implementing global healthcare practices.
The challenge
EHS needed to manage UAE's largest chain of hospitals efficiently. They wanted a system that would centralize data and allow for proactive maintenance. Additionally, as EHS expanded its partnership with Aster DM Healthcare, one of the largest integrated healthcare providers in India and GCC, there was a growing need for a unified system to manage multiple healthcare facilities.
The Solution: Facilio's connected CMMS
With Facilio's platform in place, EHS's team accessed a centralized database where all essential data was readily available. For instance, instead of juggling multiple-point solutions to manage various hospital chains, EHS could now rely on a single, mobile-friendly interface offered by Facilio.
Impact
Facilio’s platform enabled them to:
- Move from reacting to issues to preventing them.
- Predict issues by studying maintenance requests.
- Become more efficient with insights and automated tasks.
- Improve collaboration among O&M stakeholders through collaborative portals.
Hanie Abdul Sathar, Director of Eurohealth Systems
Key features of Facilio’s connected CMMS in healthcare maintenance management
1. Asset lifecycle management
Facilio's healthcare CMMS helps hospitals maintain medical equipment, like OR lights and tables, by prioritizing preventive maintenance. Using equipment health scores, it spots when things might need fixing, prolonging asset lifecycle.
2. Configurable reports
You have a comprehensive view of your operations with a single-pane-of-glass visibility. You can use these facility reports and dashboards for effective budget planning.
3. Fault detection and diagnostics (FDD)
Facilio's FDD utilizes machine learning and IoT to predict equipment failures and monitor energy usage patterns. For example, it swiftly identifies manual adjustments in VAV handlers, which are crucial for emergencies or specialized processes like sterilization.
4. Biomedical inventory management
This provides accurate data for better tracking equipment and informed buying decisions. The mobile app allows you to easily track the location and availability of your biomedical gear by scanning barcodes.
5. Energy management
This lets you monitor equipment usage, pinpoint energy-saving chances, and curb wasteful energy use. You can receive alerts for potential equipment hazards to maintain a safe facility and schedule device operating hours to avoid unnecessary energy use.
6. Audit and compliance management
With Facilio, inspections can be set up to run independently, keeping everything up to standard without extra manual inputs. Plus, you can customize compliance and inspection forms to fit all your medical devices.
7. Smart workflow setup
This system makes maintenance easy and reduces urgent calls to the maintenance team by as much as 80%.
Other ways in which Facilio's connected CMMS helps medical facilities:
- Enhanced visitor and occupant experience: Implement data-driven visitor logs for accurate record-keeping through Facilio's occupant portal.
- Contractor management: Build strong ties with top contractors via Facilio's contractor management portal to ensure a consistent supply of essentials like gloves, masks, and disinfectants.
- Regular facility cleaning and sanitization: Monitor RFID tags for janitorial tasks and sanitize high-touch surfaces like stairway rails.
How much does it cost?
Facilio offers custom pricing to help you make the most of your CMMS investment.
Would you like to understand Facilio's pricing for your healthcare organization?
Related Read: CMMS Pricing: Guide to Maintenance Management Cost
2. FIIX
FIIX's cloud-based platform provides a comprehensive solution for maintenance management. Users can effortlessly track and manage assets like vehicles, buildings, and inventory. Fiix's CMMS simplifies scheduling work orders, ordering parts, managing compliance tasks, and generating reports in hospital settings.
FIIX key features
- Safety tasks can be added to work orders with e-signatures for compliance.
- Fiix Foresight: The AI platform analyzes and identifies areas for improvement.
- Work orders can include photos, task lists, manuals, and BOMs.
- Technician profiles can store certifications with renewal reminders.
What users like
“Fixx keeps our team organized and efficient; it's great for traceability and keeps creating a solid work history log for our assets for future reference.” - Jay W.
What users don’t like
“Hard to set up and use reports. Most of the reports are not accurate.” - Mario M.|Maintenance Planner
“The limited integration options left us wanting more flexibility.” - Verified User in Oil & Energy.
3. Fracttal
Fracttal is a CMMS solution that uses IoT technology to measure environmental quality, offer real-time asset updates, and produce reports by integrating smoothly with your maintenance program. With its remote access feature, you can manage maintenance from anywhere, using any device.
Fracttal key features
- Import asset details from CSV or Excel files and customize asset hierarchy.
- Intuitive Kanban layout for managing work orders, making tracking and prioritization simple.
- Centralized system to manage facility information including codes, depreciation, parts, and documentation.
What users like
“It has a lot of different filters and custom fields to configure specially to suit your business area” - Cristian S. | Jefe de Mantenimiento e Infraestructura; Renewables & Environment
What users don’t like
“The work orders are not lined up properly. The technical analysis, when exporting information, appears very disorganized.”—Meylin P. | ING. MANTENCION; Import and Export.
4. Limble CMMS
Limble Maintenance Management is an easy-to-use, mobile-first software that assists in managing maintenance tasks, automating scheduling, tracking work history, generating reports, and organizing assets.
Limble CMMS key features
- View all open work and upcoming maintenance schedules with the user-friendly calendar.
- Manage healthcare asset management through a searchable tree structure.
- Customize and track your own KPIs with automatic reporting.
- Receive automatic notifications when spare part quantities reach minimum levels.
What users like
“The versatility of the program makes it easy to implement in-depth PMs, conditional inspection, and calibration schedules.” - Brad L. | Maintenance manager
What users don’t like
“When viewing a list of parts assigned under an asset, there is no search to get to something quickly, so you may have to scroll through hundreds of parts.” - Andrew W. | Parts and purchasing specialist; Mining & Metals
“I do not like that as my technicians are in a task and the timer does not stay timing…I wish that it would not cut off as easily as it does.” - Verified User in Facilities Services.
5. ServiceChannel
ServiceChannel is accessible on both web and mobile platforms. It enables users to streamline processes, handle payments, find contractors, oversee work orders, cut costs, maintain compliance, and access up-to-date information.
It caters to medicare arms, including dental, optometry, urgent, primary, behavioral, and veterinary care.
ServiceChannel key features
- Track contractor performance and costs with detailed metrics and scorecards.
- Automate compliance and credentialing processes.
- Streamline contractor sourcing and vetting with a commercial contractor directory.
What users like
“Managing expectations is much easier with the missed ETA alerts, and I can easily see where my team needs to focus their efforts.” - Mari-Clare L. | Sr. Production Manager; Retail
What users don’t like
“The back end of SC, however, was much more difficult to manage and integrate into a large company.” - Ryan N. | Reflexis Implementation Manager; Retail
6. Upkeep
Upkeep key features
- Users can analyze historical repairs, log associated expenses, and make informed decisions.
- The required signature for task completion ensures tasks are completed and documented.
- Built-in data analytics for trend identification and root cause analysis.
What users like
“One of the most helpful aspects of UpKeep is the ability to create custom cadence settings and triggers for work orders...” - Shawn G.
What users don’t like
“The only thing I do not like about the platform is the ability to create an exact copy of inventory. I understand that we can duplicate an item; however, it is confusing when pulling reports or taking items from inventory.”—Brandon M.
7. DIMO Maint
DIMO Maint CMMS offers solutions for asset management, building information modeling (BIM), geolocation of medical equipment, budget management, and centralized technical management.
DIMO Maint key features
- The software provides an ergonomic interface for quick and easy navigation.
- Visual scheduling tools that allow technicians to plan and organize their tasks intuitively using drag-and-drop functionality.
- Tailor work order forms to match specific production requests, providing flexibility and customization.
What users like
“Management of multi-windows…easy to import data” - Chris | Automotive
What users don’t like
“Using this software, I have noticed that sometimes when I want to access it, there are some bugs until I restart my session.” - Verified User in Mechanical or Industrial Engineering.
8. Proteus CMMS
Proteus CMMS offers hospitals advanced asset management capabilities, empowering them to maintain comprehensive inventories of critical assets, including HVAC systems, lighting infrastructure, plumbing and piping systems, restrooms, elevators, and parking lots.
Proteus CMMS features
- Allows for organized inventory management facilitated by quick searches and seamless requisition creation.
- Access parts usage reporting conveniently through cloud-based accessibility.
- Uses automated data entry and labor tracking in facility maintenance management.
What users like
“It supports the critical BACNet over IP protocol, out of the box, to make it a unique facilities maintenance and management application that can easily be integrated with all leading BMS applications.” - Manish | Information services
What users don’t like
“There seem to be too many screens that need to be completed before a WO or PM can be completed and closed. Very frustrating if you leave a page without saving and upon return the info has vanished.” - Joel | Electrical Manufacturing
9. TruAsset
TruAsset was purpose-built for the healthcare facilities management industry. It streamlines and automates service request and work order management, purchase order and invoice tracking, assets tracking, parts inventory management, and reporting. It is accessible on computers, tablets, and smartphones.
TruAsset features
- It integrates well with Fluke OneQA to facilitate enhanced testing automation capabilities.
- The software integrates with Centrak RTLS, streamlining equipment location tracking and saving valuable time.
- Customizable protocols and procedures maintain consistent cleanliness and environmental health standards across departments and facilities.
What users like
“TruAsset is incredibly easy to use and intuitively follows the workflow inside the system as built. Not much imagination needs to be added.” - Tony P. | Biomedical technician; Hospital & Healthcare
What users don’t like
“Our techs use the system on cell phones. We wish we had an app that would be more conducive to use in the field.” - Robin S. | Office manager; Biotechnology
10. Cryotos
Cryotos CMMS is built for fast-paced healthcare environments where healthcare workers, patients, and medical equipment are constantly on the move.
It helps with regulatory compliance and safety checks, maintenance scheduling, asset tracking, and streamlining communication, as well as allowing your teams to communicate efficiently.
Cryotos features
- Users can attach photos and documents to work order requests, ensuring accurate problem identification.
- Utilizes advanced QR code technology for efficient organization of spare parts.
- It uses inventory forecasting and leverages historical data to predict future demands accurately.
What users like
“What I like the most about Cryotos is how I am always able to get support on the different issues and also on the new feature development.” - Amaan S. | Business development executive; IT services
What users don’t like“Inventory management is not user friendly; report generation needs to be developed further.” - Suresh S. | Senior manager; Chemicals
Why is CMMS important for healthcare organizations?
A recent study on preventive maintenance of medical devices showed that a proactive approach significantly reduces the need for corrective fixes. It also highlights the concept of “equipment Darwinism,” which describes a survival-of-the-fittest scenario observed in many healthcare facilities, particularly in developing countries.
A study of 14 healthcare facilities in Malawi found that although 77% of the equipment was in workable condition, 72% was obsolete and needed replacement. Thus, only the most financially valuable equipment is maintained, often at the expense of overall healthcare quality.
IoT-based cloud software, such as Facilio's connected CMMS, can constantly monitor all medical equipment. This technology ensures that every device remains in peak operating condition. It facilitates compliance with regulations and enhances reliability across the board.
Proactive maintenance through a connected CMMS can prevent obsolescence and uneven maintenance.This solution can help healthcare O&M teams in the public health sector to accomplish two major objectives:
- Ensure high-quality patient care by maintaining technical functions.
- Optimizing the efficiency of buildings and use of resources—both in terms of medical equipment and finances.
Some challenges that hospitals without healthcare CMMS face:
- Lack of accurate documentation for maintenance activities
- Inefficient management of preventive maintenance and work orders
- Difficulty in monitoring the real-time condition of critical assets
- Inconsistent record-keeping procedures and manual paper filing systems that result in errors and regulatory non-compliance.
Solutions provided by modern healthcare CMMS software:
- Logs crucial maintenance information for future reference, enabling accurate decision-making
- Manages preventive maintenance and on-demand work orders efficiently
- Schedules and monitors maintenance activities, associating them with specific locations and equipment
- Prioritizes condition-based maintenance (CBM) to track real-time asset conditions and reduce the risk of breakdowns
- Streamlines record-keeping processes with automated digital documentation capabilities that reduce errors and ensure regulatory compliance.
Suggested read: How to Proactively Manage Facilities
How do you choose the right CMMS software for your healthcare organization?
Check for these features in a healthcare CMMS software:
1. Opt for software that improves asset life:
- Look for CMMS solutions that offer preventive maintenance scheduling and condition-based monitoring capabilities.
- Prioritize features that enable you to track asset health and performance metrics in real time.
2. Look for tools to manage inventory effectively:
- Opt for software that integrates with supply chain management systems to streamline procurement processes and ensure the timely availability of essential supplies.
- Prioritize systems that offer comprehensive inventory tracking, allowing you to monitor stock levels, usage patterns, and reorder points.
3. Prioritize compliance and safety standards:
- Choose software that facilitates incident reporting and audit trails. This will keep you in compliance with industry standards and regulations.
- Look for solutions that support regulatory compliance requirements, such as HIPAA, MDR, GMDN, UDI, and EUDAMED guidelines, with customizable checklists and documentation templates.
4. Ease of use and adaptability:
- Choose a CMMS with an intuitive interface for quick staff adaptation.
- Prioritize a CMMS that enables O&M teams to update work orders and check equipment status on the go via mobile devices.
5. Communication and collaboration tools:
- The multidisciplinary healthcare team should be able to collaborate in real time on work orders and discuss equipment issues.
Facilio's CMMS brings all team members together in one place, fostering seamless collaboration. It allows for instant updates and easy information sharing.
6. Integration capabilities:
- The CMMS should seamlessly integrate with other critical hospital systems, such as electronic health records (EHR) and hospital information systems (HIS).
Suggested read: Tips to evaluate CMMS software intuitively from Investa, one of Australia's largest commercial real estate companies
Transforming healthcare maintenance with critical tech advancements and future-ready systems
As healthcare evolves, integrating advanced technology is transforming maintenance management and becoming essential for future-ready healthcare systems.
Some of the most impactful technologies include
1. The integration of Internet of Things (IoT) devices: These sensors monitor the real time performance of medical equipment and facility infrastructure.
For example, an IoT-enabled HVAC system can detect and respond to changes in air quality, ensuring optimal conditions in operating rooms.
This maintains a safe environment for patients and prolongs the lifespan of critical equipment by predicting and preventing failures.
2. Artificial Intelligence (AI): Another transformative technology, AI-powered analytics can forecast maintenance needs by analyzing patterns and historical data.
Consider a scenario where AI identifies a trend of frequent malfunctions in MRI machines during certain times of the year.
With this insight, maintenance teams can schedule preemptive checks and repairs, minimizing downtime and avoiding costly disruptions in delivering healthcare services.
Facilio's innovative IoT-enabled and AI-powered O&M platform exemplifies the power of these technologies.
Designed to address the unique challenges of healthcare facilities, Facilio provides a unified platform that integrates seamlessly with all building management systems (BMS), enabling real-time monitoring and management of facility systems.
A key feature of Facilio's platform is its flexibility—healthcare organizations can customize maintenance management modules to meet their needs and upgrade or change them with minimal disruption. For instance, a hospital can quickly scale up its maintenance operations to handle increasing patient numbers, ensuring all equipment and facilities function optimally.
Facilio's automated compliance tracking ensures that all equipment meets regulatory standards, reducing the risk of non-compliance penalties and enhancing patient safety. Automated alerts notify staff of upcoming inspections or required certifications, ensuring nothing is overlooked.
Beyond equipment maintenance and compliance, Facilio revolutionizes resource management by using automated processes to track medical supply inventory levels and predict when new orders are needed. This prevents shortages and reduces waste, ensuring efficient resource use.
By adopting Facilio, healthcare organizations can reduce downtime and provide superior patient care, ultimately achieving a win-win scenario for patients and providers.
