7 Ways Through Which CMMS Can Improve Hospital Maintenance


Modern hospitals today use some kind of Computerized Maintenance Management Systems (CMMS). Spreadsheets and manual data entry methods are becoming obsolete and proving to not be so valuable since they cause delays and downtimes. There is a margin of human error involved with traditional hospital management systems which is why CMMS is taking over.

Healthcare institutions that choose to modernize their infrastructure with CMMS capabilities end up transforming patients’ lives by enhancing hospital treatment experiences.  The COVID-19 pandemic has placed a huge toll on hospital staff by increasing hospital margins but CMMS platforms are helping slash those numbers down from 150% to -3%, according to reports published by Accruent.

There are increasing concerns about aging healthcare workers and rising cybersecurity risks stemming from traditional healthcare infrastructures. Here are 7 ways through which CMMS solutions revolutionize and improve hospital maintenance.

1. Lowers Cybersecurity Risks

According to findings presented by the 2020 Breach Barometer report from Protenus, cybersecurity incidents involved over 41 million patient record breaches in the year 2020 alone. Data breaches affect the healthcare industry and cybercriminals find innovative ways to break-in.

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Cybersecurity risks are a huge factor involved and CMMS solutions are designed to remedy them. Biomedical equipment and medical systems online are interconnected through IoT devices and cloud services.

Most hospital staff aren’t trained on cybersecurity risks and don’t know how to protect their data. A CMMS solution can lock out users and prevent unauthorized access to medical databases without appropriate identity verifications. These systems are easy, simple, and intuitive to use as well, which means hospital staff doesn’t require much technical expertise to operate them.

2. Automates Service Request Workflows

Through real-time equipment tracking, optimization of work orders, and streamlined service request workflows, CMMS solutions substantially improve the efficiency and productivity of hospitals by making maintenance tasks simpler for technicians. Most of the integrations and automated processes are designed using secure APIs and technicians can manage tasks using a drag and drop workflow on the UI.

3. Improved Asset Management & Tracking

Hospitals and clinics place a lot of orders related to purchasing medical supplies and equipment. It can be difficult to keep track of all of them when they’re coming in. Some of the equipment hospitals buy are (but are not limited to):

  • Life support systems and ventilators
  • X-ray and imaging devices
  • Prescription drugs and supplements
  • MRI Scanners and surgical tools
  • Infusion pumps and other medical assets

CMMS for hospitals provides greater visibility into the locations of vehicles carrying these equipment and lets hospital staff know when they’re arriving. Additionally, if the inventory levels are low, systems automatically alert and notify the hospital. More reliability and lesser downtimes due to having enough equipment translate to improved patient outcomes and better operations.

4. Smoother Corrective Maintenance 

Corrective maintenance involves identifying problems with assets, fixing them, and making sure they don’t falter again. Hospital equipment is prone to mechanical failures and breakdowns on any day of the year. Sometimes when they’re unexpected and it’s in the middle of an operation, it could change tides for the worse.

There are costs involved with lost production time and without corrective maintenance, healthcare institutions can end up resulting in destroying their reputation. Corrective maintenance examples include activities such as monitoring air quality in the facility, mapping out inspection plans and risk assessments, ensuring medical devices are functional and meet regulatory requirements, remote monitoring of hospital worker conditions, etc. 

5. Reduced Hospital Expenses

Through a combination of preventive and predictive maintenance activities assigned by CMMS systems, hospitals extend the lifespan of their existing medical equipment and cut down operational costs. Decreased equipment downtimes and reductions in replacement costs translate to better healthcare outcomes.  Anomalies in pumps, motors, and compressors can be immediately detected, corrected, and prevented. 

Reduced hospital expenses also mean that clinics are able to respond to medical emergencies faster, improve the condition of their healthcare workers, and make improvements to the workplace culture of the hospital. Hospitals enjoy a bigger budget and are able to later expand their facilities, thus improving their reputation and being able to accommodate more patients in the long run.

6. Track Employee Performance & Reduce Workloads

Through the automation of manual processes and by providing insights into medical assets and equipment, CMMS software ensures that hospital staff spends their time productively. Manual methods of hospital maintenance and management have a margin of error which CMMS systems completely eliminate.

CMMS platforms don’t just track assets and equipment. They generate reports about employee performance and track their activities on hospital servers. Hospital managers can identify who all are excelling in their roles and find out if anyone is not doing their jobs correctly.

Detailed reports, alerts, and notifications are sent to their mobile devices along with KPIs and other performance metrics. All this data and insights derived from it can lead to a reduction in accidents since you can weed out who is underperforming and not doing enough when it comes to taking care of patients.

7. Perform Scheduled Maintenance & Management

Patient records are managed automatically, organized, and sent to medical staff. Updates are made and these systems excel at scheduling maintenance tasks in hospitals. Technicians can take their time to prepare for repairs on hospital equipment and sync up with their schedules. CMMS solutions can also auto-renew their subscriptions which means that the staff doesn’t have to worry about manually following up and making sure they’re paid for later.

Overall, these systems provide value for money and ensure high returns on investments since hospitals cut down on equipment and maintenance costs whilst improving their productivity and performance.


If you’re not sure whether to implement a CMMS solution or need to learn more about which CMMS suite fits your hospital best, you can always talk to the vendor and discuss. Create a list of specifications, consider the size of the hospital, and take note of the type and amount of work orders your hospital gets.

Most traditional methods of data entry and management can take up to 2 days or more for hospitals but these CMMS systems do all that work in mere minutes. Although CMMS suites aren’t designed for accounting purposes, they can be used for tracking hospital expenses and forecasting budgets. Patients also have an easier time making service requests, making queries, and getting answers to common questions during grievances thanks to CMMs systems.

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