Ensures that the hospital has the necessary infrastructure and equipment to provide quality healthcare services. It is included in the support processes.

High level description #

Subprocesses #

Maintenance Operations and Resource Management #

The primary function of the Facilities and Equipment department is to manage day-to-day maintenance operations and resources. This includes both reactive maintenance (responding to equipment failures or facility issues as they occur) and proactive maintenance (scheduled maintenance to prevent equipment failure and ensure facility safety).

Activities and estimated duration #

Receive Maintenance Request

Receives and records maintenance requests. Approximately 10-30 minutes per request.

Identify Priority and Urgency

Determines the priority and urgency of maintenance requests. Decision is made inmmediately.

Schedule Proactive Maintenance

Plans and schedules proactive maintenance activities. Approximately 1-2 hours per scheduling.

Assign Maintenance Team

Assigns the appropriate maintenance team to address requests efficiently. Approximately 30 minutes – 1 hour per assignment.

Perform Maintenance Activities

Executes maintenance activities to address requests. Duration varies based on the complexity of the task, ranging from several hours to several days.

Obtain Required Resources

Acquires necessary resources for maintenance activities. Approximately 1-2 hours per acquisition.

Record Maintenance Data

Documents and records details and results of maintenance work. Approximately 15-30 minutes per record.

Compliance with Regulatory Requirements #

Hospitals are subject to numerous regulatory requirements that govern the operation and maintenance of facilities and medical equipment.

The Facilities and Equipment department is responsible for ensuring that the hospital complies with all relevant regulations, which can include standards for safety, cleanliness, and equipment performance.

This compliance is crucial not only for patient safety but also for passing compliance audits.

Activities and estimated duration #

Identify Regulatory Requirements

Identifies relevant regulatory requirements governing hospital operations. Approximately 10-30 minutes per identification.

Assess Compliance

Evaluates hospital compliance with identified regulatory requirements. Approximately 20-45 minutes per assessment.

Implement Compliance Measures

Implements measures to ensure hospital compliance with regulatory standards. Approximately 1-2 hours per implementation.

Monitor Compliance

Monitors ongoing compliance with regulatory requirements. Approximately 30 minutes – 1 hour per monitoring.

Vendor and Contractor Management #

The department manages relationships with maintenance vendors and contractors who provide specialized services, such as equipment repair, facility renovations, or installations. Effective vendor management ensures that services are delivered on time, within budget, and meet the hospital’s quality  standards.

Activities and estimated duration #

Identify Vendor and Contractor Needs

Identifies the specific maintenance needs requiring vendor or contractor services. Approximately 15-30 minutes per identification.

Select Vendors and Contractors

Evaluates and selects vendors and contractors based on their suitability for the required services. Approximately 1-2 hours per selection.

Negotiate Contracts

Negotiates contracts with selected vendors and contractors to ensure terms align with hospital requirements. Duration varies based on contract complexity, ranging from several hours to several days.

Manage Vendor and Contractor Performance

Monitors and manages the performance of vendors and contractors to ensure services are delivered on time, within budget, and meet quality standards. Approximately 30 minutes – 1 hour per monitoring.

Capital Project Management #

Facilities and Equipment departments often oversee capital projects, which can include facility expansions, equipment upgrades, or the acquisition of new physical assets. This involves planning, budgeting, and managing the execution of these projects to meet the hospital’s strategic goals.

Activities and estimated duration #

Define Project Scope and Objectives

Establishes the scope and objectives of the capital project, outlining what needs to be achieved. Approximately 1-2 hours per definition.

Plan Project Activities and Timeline

Develops a detailed plan for project activities and establishes a timeline for completion. Duration varies based on project complexity, ranging from several hours to several days.

Allocate Project Budget

Determines the budget required for the capital project and allocates funds accordingly. Approximately 1-2 hours per budget allocation.

Execute Project Activities

Implements the planned activities according to the established timeline and budget. Duration varies based on project size and scope.

Monitor Project Progress

Regularly monitors the progress of the capital project to ensure it stays on track with the established timeline and budget. Approximately 30 minutes – 1 hour per monitoring.

Evaluate Project Results

Assesses the outcomes of the capital project against the defined objectives to determine its success. Duration varies based on project complexity and outcomes.

Budget Management #

Managing the maintenance budget is a critical function, balancing the need to maintain high standards of care and safety with the financial constraints faced by the hospital. This includes controlling costs associated with maintenance, repairs, and capital projects.

Activities and estimated duration #

Identify Budget Needs

Identify maintenance budget requirements based on hospital needs and priorities. Approximately 1-2 hours per identification.

Create Budget Plan

Develop a comprehensive plan for maintenance budget allocation, considering various factors such as priorities, resources, and constraints.Approximately 2 days.

Allocate Budget

Allocate the maintenance budget to different areas and departments according to priorities identified in the budget plan. Approximately 1-2 hours per allocation.

Control Budget

Monitor and control maintenance expenses to ensure they align with the allocated budget and financial constraints. Approximately 1 hour per day.

Equipment Planning and Procurement #

This process involves the survey, budgeting, selection, and assessment of medical equipment to ensure that it meets the hospital’s needs, complies with regulations, and fits within the budget. Planning for future growth and technological advancements is also a key consideration.

Activities and estimated duration #

Survey Equipment Needs

Survey the hospital’s equipment requirements based on current needs and anticipated future demands. Approximately 1-2 hours per survey.

Budget Planning

Develop a comprehensive budget plan for equipment procurement, considering factors such as current financial resources, projected expenses, and budget constraints. Approximately 2  days.

Equipment Selection

Select appropriate medical equipment based on the survey results and budget plan, ensuring they meet quality standards and regulatory requirements. Approximately 1-2 days.

Regulatory Compliance Assessment

Assess the selected equipment for regulatory compliance, ensuring they meet all necessary standards and certifications. Approximately 1-2 days.

Procurement

Procure the selected medical equipment, following established procurement procedures and guidelines. Approximately 1-2 days.

Installation and Quality Assurance #

Before new equipment is put into use, it must be properly installed, tested, and inspected to ensure it meets quality and safety standards. This may involve coordinating with vendors, training staff on new equipment, and conducting safety inspections.

Activities and estimated duration #

Coordinate with Vendors

Coordinate with vendors to ensure proper equipment delivery. Approximately 3 days.

Equipment Installation

Properly install medical equipment according to manufacturer specifications. Approximately 5 days.

Staff Training

Train staff in the proper use of the new equipment. Approximately 2 days.

Quality Inspection

Perform quality inspections to ensure equipment meets quality and safety standards. Approximately 2 days.

Preventive Maintenance and Safety Procedures #

Regular preventive maintenance schedules are established for medical equipment to ensure reliability and safety. This includes routine checks, servicing, and calibration of equipment. Safety procedures are also documented and enforced to ensure equipment is used correctly and safely.

Activities and estimated duration #

Establish Maintenance Schedule

Set up regular preventive maintenance schedules for medical equipment. Approximately 2 days.

Routine Checks

Perform routine checks on medical equipment to ensure proper functioning. Approximately 1 day.

Servicing and Calibration

Conduct servicing and calibration of medical equipment as per manufacturer guidelines. Approximately 3 days.

Document Safety Procedures

Document safety procedures related to the use of medical equipment. Approximately 1 day.

Enforce Safety Procedures

Enforce safety procedures to ensure the correct and safe use of medical equipment. Approximately 1 day.

Training and Documentation #

The department is responsible for ensuring that hospital staff are adequately trained to use medical equipment safely and effectively. Proper documentation of equipment maintenance, training records, and compliance activities is also maintained to support quality assurance and regulatory compliance.

Activities and estimated duration #

Staff Training

Ensure hospital staff are adequately trained to use medical equipment safely and effectively. Approximately 5 days.

Documentation of Maintenance

Properly document maintenance activities related to medical equipment. Approximately 2 days.

Training Records Maintenance

Maintain accurate records of staff training related to medical equipment usage. Approximately 1 day.

Compliance Documentation

Document compliance activities to support quality assurance and regulatory requirements. Approximately 1 day.

Atributtes #

Staff #

Maintenance Personnel: Trained technicians and engineers responsible for carrying out day-to-day maintenance operations, both reactive and proactive, on facilities and medical equipment.

Compliance Officers: Staff members dedicated to ensuring that the hospital complies with all relevant regulatory requirements regarding safety, cleanliness, and equipment performance.

Vendor and Contractor Managers: Individuals tasked with managing relationships with maintenance vendors and contractors, overseeing service delivery, and ensuring quality standards are met.

Project Managers: Personnel responsible for overseeing capital projects, including planning, budgeting, and execution, to meet the hospital’s strategic goals.

Budget Managers: Staff members responsible for managing the maintenance budget, controlling costs associated with maintenance, repairs, and capital projects, while maintaining high standards of care and safety.

Training Coordinators: Individuals responsible for organizing and providing training sessions to hospital staff on the safe and effective use of medical equipment.

Documentation Specialists: Staff members tasked with maintaining proper documentation of equipment maintenance, training records, compliance activities, and regulatory documentation.

Material #

Maintenance Tools and Equipment: Tools, machinery, and equipment necessary for performing maintenance tasks on facilities and medical equipment.

Safety Equipment: Personal protective equipment (PPE) such as gloves, goggles, helmets, and harnesses for ensuring the safety of maintenance personnel.

Spare Parts and Consumables: Replacement parts, supplies, and consumables required for maintenance and repairs of medical equipment.

Cleaning Supplies: Chemicals, detergents, and disinfectants for maintaining cleanliness in facilities and equipment.

Training Materials: Manuals, guides, and educational resources for training hospital staff on equipment usage and safety procedures.

Method #

Maintenance Procedures: Established protocols and procedures for carrying out routine maintenance checks, servicing, calibration, and repairs on medical equipment and facilities.

Compliance Protocols: Guidelines and protocols for ensuring compliance with regulatory requirements, including safety standards, cleanliness protocols, and equipment performance criteria.

Vendor Management Procedures: Processes for selecting, contracting, and managing maintenance vendors and contractors, including performance evaluation and quality assurance.

Project Management Methodologies: Structured approaches for planning, executing, and monitoring capital projects, ensuring they are completed on time, within budget, and according to specifications.

Budget Management Protocols: Procedures for allocating and managing the maintenance budget, including cost control measures and financial reporting.

Training Delivery Methods: Strategies for delivering effective training sessions to hospital staff, including classroom training, hands-on demonstrations, and online modules.

Documentation Practices: Standardized methods for maintaining accurate records of maintenance activities, training sessions, compliance audits, and regulatory documentation.

Machine #

Diagnostic Equipment: Medical devices such as diagnostic imaging machines (CT scanners, MRI machines, ultrasound equipment) for diagnosing injuries and illnesses.

Life Support Equipment: Critical care equipment including defibrillators, mechanical ventilators, and infusion pumps for maintaining vital functions in critically ill patients.

Facility Management Systems: Software and computer systems for managing maintenance schedules, tracking equipment performance, and generating maintenance reports.

Asset Management Tools: Systems for tracking and managing hospital assets, including medical equipment, spare parts, and consumables.

Safety Monitoring Systems: Automated systems for monitoring facility conditions, detecting safety hazards, and alerting maintenance personnel in case of emergencies.

Training Management Platforms: Online platforms and learning management systems (LMS) for delivering and tracking staff training, maintaining training records, and documenting compliance activities.

Usual Loops #

Downloads #

BPMN graphs #

Download the collapsed BPMN diagram.

Download the expanded BPMN diagram.

Download all the data.

Use Case #

In the Maintenance operations and resource management use case, some hospitals may decline a higher number of requests due to financial constraints, while others may accept the majority of them.

These financial difficulties will also impact the transition between activities. When a request is accepted, the necessary resources may take time to be secured, resulting in prolonged transitions to the activity “Obtain Required Resources.”

For major and critical repair activities, the “Perform Maintenance Activities” phase may be extended due to the need for significant personnel and the importance of the repair. In some instances, maintenance activities may never commence despite having an assigned maintenance team.

When urgent requests are received, certain activities such as “Schedule Proactive Maintenance” and “Assign Maintenance Team” may be bypassed. Other requests may not necessitate the activity “Obtain Required Resources,” as the repairs might be minor and routine.

An auto-loop may occur in the activity “Assign Maintenance Team” due to team availability, while in other cases, the loop may occur between the activities “Assign Maintenance Team – Identify Priority and Urgency,” as additional personnel is required for the repair.

In the Equipment planning nad procurement  use case, some hospitals may decline a higher number of requests, accepting only urgent ones due to financial constraints, while others may approve the majority of them. In some instances, there is a “Survey Equipment Needs” and “Budget Planning” process, but the necessary funds are not available to fulfill the identified needs.

Other cases may not require an equipment needs survey or budget planning. In certain situations, budget planning may be inadequate due to discrepancies, leading to an auto-loop in the “Budget Planning” activity.

In other cases, the selected equipment may not meet regulatory requirements, necessitating the repetition of the “Regulatory Compliance Assessment” and “Equipment Selection” activities. Additionally, there are instances where the “Regulatory Compliance Assessment” does not occur.

Finally, when unexpected costs arise, a new round of “Budget Planning” and “Procurement” for the equipment becomes necessary.

The recommended software is the Inverbis Healthcare platform. 

Download the use case data.

Form