Analytics driven hospital CMMS system — Impact review

In our earlier blogs regarding hospital asset management, we discussed how analytics driven installed asset management was a critical link to improving quality of healthcare delivery, hospital economics and service revenue for companies. (http://bit.ly/AssetManagement_MissingLink)

We also addressed gaps in current asset management processes and CMMS systems adopted by hospitals today and how clinical engineering department can improve quality of data collected and the number of data points they monitor for operational and financial decisions in a hospitals. (http://bit.ly/BiomedicalAssetManagement101)

In this blog, we evaluate the impact that our application has had over last 10 quarters on operational efficiency with hospitals that used our Atto CMMS application.

Designed to drive adoption & usage: Impact Factors

• Mobile first design: 90% of the workflows executed via APP
• QR tagging of all installed assets: allowing identification & event generation using app
• Clinical Engineering workflow mapping: All operational, regulatory & administrative workflows incorporated resulting in 100% paperless system
• User Personas: Admin, Service Engineers & User Departments allowing segregation of tasks, workflows and responsibilities and ensure accountability
• High Quality Database: Data was verified and normalized prior to go-live to ensure 100% match with offline data
• Simple UI : very low learnability required resulting in high adoption.
• Fast on-boarding: Go live in less than 4 hours post submission of data.
• Visibility across various stakeholders

Incident Reporting & Resolution Time Trends — First 10 Quarters post Implementation

Incidents reported witnessed a 3X growth in the first 3 quarters. A lot of complaints attended by the biomedical team were not documented since they were not considered to be critical.

Although this took up a lot of their time, the effort was not visible to the management nor was the root cause analysis done for these. Mobile app based reporting & QR tagging of all assets allowed easy logging of complaints by the user department.

Incident Triage allowed biomedical engineers to do root cause analysis for each incident and take measures to ensure that the fault does not repeat.

Incident Triage — Root Cause Analysis is mandatory before resolution of the incident. (Demo Image)

The preemptive measures had an impact on the incident count in the following quarters as there was almost 30% reduction in the incidents reported. This ensured higher equipment availability and reduced workload on biomedical teams. This also reduced the criticality of breakdowns having an impact on resolution time.

Thread based communication- allows real time updates, document sharing and discussions (Demo Image)

Since the application allowed user departments, service departments and admin departments to be active stakeholders on the app, the higher visibility and ability to collaborate with each other meant faster incident resolution. This resulted in 82% reduction in the resolution time drown from an avg. of 19.91 days to 3.61 days.

Spare Parts Management Module (Demo Image)

Availability & management of spares, accessories and consumables were cited as key reason for delays in resolution. Our application supported spares store where purchase, usage and indent notifications could be managed.

Audit logs for part procurement & consumption (Demo Image)

Complete audit log was available for parts and on consumption, the cost was attributed against the respective asset.

In combination with proper spares management, hospitals were able to reduce total downtime in days by 81% from almost 3,200 days in 2nd quarter to less than 600 days by the end of the 10th quarter on a base of 1600+ assets or 145,000 available asset days.

KPI Dashboard — For monitoring asset performance & planning predictive maintenance.

KPI Dashboard — Operational Metrics (Demo Image)

Activities covered to ensure key workflows are digitized and data is fed to KPI dashboard

• Maintenance activity scheduling, task allocation & service logs for preventive maintenance,
• Breakdown reporting, management & resolution
• Asset transfers tracking
• Asset Utilization tracking
• Spares, accessories & consumables management
• Contract Management
• Daily Rounds

KPI dashboard collects key operational data at an asset level and displays operational metrics that help clinical engineering departments plan Preventive Maintenance & Calibration coverage and frequency.

This has an impact on avg. time between failures for assets that reported more than one failure in a quarter. This went up by a factor of 6X from about 19 days in first quarter to 110 days in the 10th quarter.

Avg. Time between Failures (Days)

The review proves our thesis in the earlier blogs that digitization, improved adoption, creating and tracking the right metrics would have a huge impact on equipment availability and thereby utilization and revenue generation, quality of care and reduced maintenance costs.

In the coming blogs we shall explore the financial impact of our Atto CMMS application by shaping Opex and Capex in a hospital.

Atto CMMS is a proprietary clinical engineering management system developed by Atto Innovations. To know more about the application or reach out to us for more information visit https://about.attocmms.com/

Doctors Bazaar (www.doctorsbazaar.com) is an Enterprise platform for medical devices which performs Networking, Interaction and Marketplace functions. It aims to connect thousands of medical device Companies with millions of hospitals, clinics and doctors around the world — Improving product discovery, product — therapy fit, global procurement and servicing solutions for medical devices. Try out the site at https://doctorsbazaar.com/