Preventative Maintenance Matters

Preventative maintenance is a broad term, but in this paper it is used to describe a proactive approach for managing the lifecycle of each individual system, hence why following the system provider or manufacturer’s recommendations is paramount.
Within a hospital, there are numerous systems that should receive regular preventative maintenance for long-term success, including but not limited to general building infrastructure (externally and internally), environmental systems, and plumbing and irrigation systems¹.

Below are some of the most critical systems which
realize extended longevity with proper preventive
maintenance attention²:
A. HVAC Systems
B. Electrical Systems
C. Medical Devices
D. Research Equipment
E. Pneumatic Tube Systems
F. Workstations and Communications Equipment
G. Fire Safety Related Systems

1. Usage-based maintenance – the system utilization determines maintenance interval; therefore, a system that is heavily used will receive preventive maintenance on a shorter interval or more often than an infrequently used system.
2. Calendar/time-based maintenance – maintenance is performed on a regular cadence.

3. Predictive maintenance (PdM) – maintenance is scheduled based on the condition of the equipment and the necessary corrective measures that should be taken in order to prevent a failure.
4. Prescriptive maintenance – this maintenance involves advanced analytics to determine and analyze all possible options and outcomes in an effort to mitigate risk.

The opposite approach to preventative maintenance would be reactive maintenance, where systems are only maintained when an issue arises. Reactive or deferred maintenance can actually have catastrophic and costly outcomes.

According to Compliant Healthcare Technologies (CHT), “deferred maintenance compounds at a rate of 7% annually,” proving that ignoring known problem areas only makes matters worse⁵.

The interplay between systems is also an important factor to consider, as improper care of one system could impact a seemingly unrelated system. For example, most wouldn’t initially associate an HVAC system with other sensitive equipment, such as an MRI; however, MRIs can only operate properly under specific temperatures and humidity⁶. Therefore, an HVAC failure could impact patient safety and hospital operations on a grander scale.

1. Proper upkeep prevents the possibility of downtime or catastrophic failure.
Hospitals depend on a wide variety of crucial mechanical components. If just one component experiences a failure resulting in downtime, the whole hospital’s operations are affected. This can be costly in terms of revenue, reputation, and patient safety. For example, HVAC issues alone can shut down a hospital facility for hours and can cost tens of thousands for every hour it remains unoperational⁷. Not to mention that hospital staff ends up bearing most of the burden when something is not functioning as it should. Why risk a failure when it can very easily be prevented through proper care? Implementing preventative maintenance can help safeguard your important systems and ensure they are less prone to downtimes⁸.

2. Well-maintained systems ensure productivity.
Overall productivity can also have significant impacts on your hospital’s operation. Preventative maintenance can ensure the system runs at peak performance and can handle all the regular wear and tear from usage.

3. Maintenance can extend the useful life of your equipment.
Proper care protects your investment and ensures your system gets the proper care to reach its expected end-of-life.

4. Preventative maintenance can reduce overall maintenance costs.
While preventative maintenance has some upfront costs, in the long run, a facility that performs proper maintenance techniques can save far more than a facility that practices reactive maintenance.
a) Improper care could lead to extensive and costly repair in order to get a failed component or components up and running

b) Additionally, regular preventative maintenance helps fight parts availability woes. With the current supply chain issues, the availability of parts is never guaranteed, especially with an aging system and rapidly advancing technology. Regular preventative maintenance allows for the opportunity to address any out-of-date components before they fail. Suppose your system has not been properly kept and experiences an issue. In that case, the components to fix the issue may be outdated or unavailable, leading to a more costly and potentially more invasive repair as multiple other components might also need to be replaced to rectify an issue.

5. Preventative maintenance futureproofs for expanding operations.
Preventative maintenance is paramount for a system or piece of equipment that allows for future expansion or modernization. A properly maintained system can more easily be upgraded and doesn’t require as much upfront work for both internal and external teams.

6. Ensure equipment is safe for staff and patients by performing regular maintenance.
If improperly cared for, sensitive equipment and heavy machinery could become dangerous to operate or yield inaccurate results that compromise patient care.

7. Be in compliance with Regulatory agencies through proper maintenance procedures.
Regulatory agencies, such as CMS (Centers for Medicaid and Medicare Services), have clear policies centered around the maintenance of critical and non-critical equipment³. If not followed properly, facilities could be fined for violations⁵.