Today’s healthcare ecosystem is complex and highly regulated andmaintained to the highest standards. However, for Healthcare Technology Management (HTM) and Healthcare Facilities Management (HFM) professionals, staying compliant is easier said than done. HTM and HFM teams are the driving force behind ensuring that equipment and facilities operate safely and efficiently. A new white paper, Building a Compliant Preventive Maintenance Program in Healthcare, offers readers a framework for developing and implementing a preventive maintenance program to help minimize operational risks, uphold facility and equipment credibility, ensure ongoing compliance, and safeguard patient information. Here are the key takeaways.
Why Preventive Maintenance Compliance Matters
Preventive maintenance in healthcare is more than routine upkeep; it’s proactive by nature to prevent failures before they occur. In healthcare, where failures can mean life or death, preventive maintenance is essential.
However, compliance isn’t one-size-fits-all. It varies by facility type, equipment and regulatory body. That’s why HTM and HFM leaders need a structured, adaptable approach to preventive maintenance.
The Regulatory Landscape
In the U.S., several agencies and standards mandate maintenance protocols. Remaining compliant means staying current with:
- The Joint Commission: Sets detailed facility management standards and tracks maintenance outcomes
- Centers for Medicare & Medicaid Services (CMS): Enforces regulations with financial penalties for non-compliance
- U.S. Food and Drug Administration (FDA): Issues guidance on medical device servicing and cybersecurity
- Occupational Safety and Health Administration (OSHA): Dictates and enforces workplace safety and hazard protocols
- Health Insurance Portability and Accountability Act (HIPAA): Mandates data protection measures for electronic systems
- International Organization for Standardization (ISO) 9001: Encourages structured quality management for medical devices
The Hidden Costs of Legacy Systems
Many healthcare facilities still rely on outdated, manual systems to manage maintenance. These legacy environments introduce three major risks:
- Missed Inspections: Manual tracking leads to overdue tasks and inconsistent documentation.
- Limited Visibility: Without real-time data, it’s hard to detect performance issues before they escalate.
- Audit Vulnerability: Paper-based logs and fragmented data make compliance reporting slow and error-prone.
A 6-Step Framework for Compliance
Implementing a preventive maintenance program for your organization not only saves valuable time for clinical engineers, but it also tracks and documents all activities, making them readily available and compliant. Here’s a six step framework to guide your strategy:
- Develop Clear Compliance Policies: Align policies with the regulatory agencies to ensure consistency and accountability.
- Implement a Modern CMMS: Use a CMMS to automate scheduling, set alerts and track detailed maintenance history.
- Create Custom Maintenance Checklists: Standardize procedures with step-by-step checklists for technicians to follow as they troubleshoot and fix assets.
- Monitor Downtime Metrics: Track and analyze equipment health to identify patterns and improve efficiency.
- Train Maintenance Personnel Regularly: Keep staff educated on industry standards and compliance requirements.
- Ensure Audit-Ready Documentation: Maintain time-stamped logs, technician signatures, and standardized tagging for every maintenance activity.
Looking Ahead: From Preventive to Predictive
The future of maintenance in healthcare is predictive. By leveraging IoT sensors, machine learning, and historical data, organizations can anticipate failures before they happen. A robust CMMS makes this transition seamless, helping teams optimize resources, reduce costs and improve patient outcomes.
Compliance isn’t a one-time project. It’s an ongoing responsibility. With the right framework, tools and mindset, HTM and HFM leaders can build preventive maintenance programs that not only meet regulatory standards but also support better patient care.
Download the whitepaper to explore the complete framework, regulatory insights, and real-world examples.
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