How a US Health Care System Standardized Clinical Engineering Across 70 Sites with Facilio

About the Organization

One of the largest health systems in the United States, this organization operates a portfolio of hospitals, outpatient centers, and care facilities spanning multiple states. It manages one of the most complex clinical and facility engineering environments in American healthcare, with tens of thousands of staff and hundreds of thousands of medical devices and facility assets across its network.

Clinical engineering at this scale means managing everything from imaging equipment and ventilators to HVAC systems and building infrastructure, all subject to strict regulatory oversight including Joint Commission standards. The legacy AIMS platform was no longer equipped to handle this level of scale, configurability, or integration depth.

The decision to move to Facilio came from recognizing that managing 70 sites, with integrations into financial, HR, and medical device network systems, required a modern CMMS built for enterprise healthcare operations. Manual processes and disconnected records were no longer sustainable.

Challenges:

Managing clinical engineering across a health system of this size had become increasingly difficult to sustain. The legacy AIMS platform lacked the configurability needed to support 70 sites, and the gaps it left were filled with manual workarounds that slowed teams and created compliance exposure. Asset records were inconsistent across locations, work order processes varied by site, and there was no shared governance model leadership could rely on.

Joint Commission audit readiness added further pressure. Documentation had to be compiled manually from multiple sources, often under time pressure, with no single system of record for asset history, maintenance variances, or inspection outcomes. The same fragmentation affected procurement and vendor management, where disconnected workflows meant delays, duplicate effort, and limited spend visibility.

Key challenges:

• Legacy AIMS lacked the scale and configurability needed for 70 sites and 540,000+ assets
• No unified asset hierarchy spanning sites, buildings, and departments across the portfolio
• Work orders created manually with no multi-asset capability and no standardized inspection templates
• Decentralized PM governance with no formal variance approval process or compliance tracking
• Joint Commission audit readiness depended on manual document compilation across disconnected systems
• Procurement and vendor workflows were fragmented and disconnected from asset and work order data

Facilio's Solution

Facilio's Connected CMMS replaced AIMS across a phased 18-month rollout, starting with a two-site pilot in July 2025 and reaching full go-live across all 70 sites by November 2025. The deployment covered asset management, work order execution, PM governance, procurement lifecycle, vendor management, contract management, and occupant-facing service workflows.

Over 540,000 assets were onboarded, 2M+ attachments migrated, and 100,000+ work orders processed, making Facilio the single system of record for clinical engineering across the portfolio.

Solution Highlights

1. Enterprise Asset Hierarchy with Equipment IT Integration

Facilio established a standardized multi-site hierarchy across all 70 sites, structured by site, building, and department. Equipment IT information from Medigate, including network connectivity and device metadata, is automatically synced into each asset record, keeping every medical device profile current without manual entry. Asset transfers are logged with timestamps and responsible parties, creating a complete chain of custody across the portfolio.

2. Multi-Asset Work Orders and Custom Inspection Templates

Clinical engineering teams can group related equipment under a single work order, execute tasks across all assets, and close with consolidated documentation. Custom inspection templates embed the right checklists and compliance criteria directly into the workflow for each equipment category. Every completed inspection produces a timestamped record with technician sign-off and a full audit trail, ready for regulatory review instantly.

3. PM Governance with Multi-Level Scheduling and Variance Approvals

Facilio's multi-level PM scheduling lets leadership set maintenance schedules at the system level while site teams manage execution within those parameters. When a PM cannot be completed on schedule, a formal variance approval must be completed before the deviation is recorded, creating a defensible exception trail across all 70 sites. PM completion rates, pending variances, and compliance status are all visible in real time without manual report compilation.

4. TAP, ICT KPIs, and Joint Commission Audit Readiness

The Technology Assessment Program gives teams a structured, data-driven process for evaluating equipment against replacement criteria, covering asset age, maintenance history, and risk profile. ICT KPI tracking delivers real-time compliance metrics across equipment categories and sites. Every work order, inspection, and variance approval is logged with full traceability, so audit-ready records for any asset are available directly from Facilio without manual compilation.

5. Occupant Portal and Integrated Procurement Lifecycle

The occupant portal gives hospital staff a direct channel to submit service requests and track work orders without accessing the CMMS, with 467 active users now operating through it. Facilio manages the full procurement lifecycle from purchase request through invoice, with every transaction linked to the asset or work order that generated it. Contract management, including coverage terms and payment schedules, is consolidated in the same platform, replacing multiple disconnected systems.

Impact

• 540,000+ assets onboarded into a unified hierarchy across 70 sites, replacing fragmented legacy records
• 100,000+ work orders processed through standardized multi-asset workflows with complete audit trails
• 2M+ attachments migrated from legacy AIMS without data loss
• 70 hospital sites fully live in 18 months, from a two-site pilot to enterprise-wide deployment
• Joint Commission audit-ready documentation accessible system-wide without manual compilation
• 467+ occupant portal users actively submitting and tracking facility service requests