Preventive Maintenance Best Practices for Healthcare

In healthcare facilities, equipment reliability is essential. Whether it’s medical imaging devices, HVAC systems, or emergency power generators, every asset plays a role in keeping operations running smoothly and ensuring patient safety. A single failure can lead to delayed procedures, increased risks, and unexpected costs.

Preventive maintenance (PM) is the best way to reduce these risks, but managing a PM program effectively requires strategy, consistency, and the right tools. Here’s what healthcare facility managers should focus on to build a strong, proactive maintenance program.

Building a Strong Preventive Maintenance Strategy

Keep an Accurate Equipment Inventory

Before setting up a preventive maintenance schedule, it’s crucial to have a complete list of all facility assets. Each piece of equipment should include key details such as manufacturer recommendations, maintenance history, warranty status, and priority level. This helps determine which assets require the most attention and ensures nothing is overlooked.

Standardize and Automate Maintenance Schedules

Many healthcare facilities struggle with staying on top of maintenance due to outdated tracking methods. Manual spreadsheets or paper logs often result in missed tasks and inefficiencies. Implementing an automated system ensures that PM tasks are scheduled at regular intervals, reducing the likelihood of equipment failures. Automated scheduling also keeps maintenance teams organized, allowing them to respond proactively rather than reactively.

Prioritize Critical Equipment

Not all equipment carries the same level of urgency. Life-saving devices, sterilization units, and HVAC systems in surgical areas require more frequent maintenance compared to less critical assets. A risk-based approach to preventive maintenance helps allocate resources efficiently, ensuring that high-priority systems always receive the attention they need.

Optimizing Preventive Maintenance for Efficiency

Train Staff and Maintain Consistency

Preventive maintenance only works if it’s executed correctly. Standardizing procedures across all maintenance teams ensures consistency, whether a seasoned technician or a new hire is performing the work. Investing in training and clearly documenting PM protocols helps reduce human error and keeps operations running smoothly.

Use Data to Optimize Maintenance Strategies

Collecting and analyzing maintenance data is essential for refining PM schedules. Tracking asset performance, failure rates, and service costs over time can reveal patterns that help improve maintenance efficiency. For example, if a piece of equipment consistently breaks down earlier than expected, adjustments to the maintenance schedule may be necessary.

Enable Mobile Access for Technicians

In large healthcare facilities, maintenance teams are constantly on the move. A mobile-friendly system allows technicians to access work orders, update maintenance logs, and track asset history in real time. This eliminates paperwork delays, improves response times, and ensures that maintenance records are always up to date.

Ensuring Compliance and Continuous Improvement

Stay Compliant with Regulatory Standards

Healthcare facilities are subject to strict regulatory requirements from organizations like The Joint Commission, CMS, and OSHA. Regular inspections and audits require detailed maintenance records, and failing to meet compliance standards can result in penalties. A well-documented PM program helps facilities stay compliant while improving overall operational efficiency.

Regularly Review and Improve Maintenance Processes

Preventive maintenance isn’t a “set it and forget it” process. Regular evaluations help identify gaps, inefficiencies, and opportunities for improvement. Conducting periodic reviews of PM performance ensures that maintenance efforts continue to align with facility needs and evolving industry best practices.

Getting Started with FacilityONE

A well-executed preventive maintenance program helps healthcare facilities reduce downtime, extend equipment lifespans, and maintain a safe environment for patients and staff. With the right system in place, managing preventive maintenance becomes more efficient and effective.

Looking for a better way to manage preventive maintenance?