Important recommendations for efficient management of health facilities

Before addressing the given topic, it should be borne in mind that the responsibilities and tasks required of a health facility manager are endless. Since the list is too long to cover, it will be narrowed down to 5 tasks, along with some necessary equipment and tools which are highly useful in boosting the efforts required in their fulfillment.


With their responsibilities being also very demanding, the most efficient managers in the field tend to display high competence levels in many areas, including finance, administration, compliance, planning, design, construction, maintenance, and operations.


We will begin by listing some of the general duties which all facilities managers should address, which include ensuring the following:


  • Reliability and functioning of all facility assets.

  • Productivity metrics are met by recommending the appropriate staffing, service and equipment levels.

  • Safety of physical infrastructure, including building security and fire safety.

  • Financial and operational updates are provided to facility shareholders on a regular basis.

Aside from the above however, a good manager in the field must ensure that the most crucial service of all is provided: an environment of care to all patients and staff.


We now list 5 health safety management functions along with some tools to enhance the safety, efficiency, and patient well-being:


1-Maintaining Compliance and Certification


An important responsibility of the health facility manager is updating and keeping track of certifications, as well as building compliance with laws.

Also, good facilities management software (FMS), can ease keeping track of certifications and /or accreditations.


2-Managing Vendors


In order to utilize vendor management to the maximum rather than having to go through large stacks of paper and /or spreadsheets, enter data into the FMS on a routine basis. This helps track contracts of all types, in addition to warranties, providing reminders that all important stuff be kept on track. Hence, ensuring that contracts and warranties are honored and fulfilled by vendors is good management on its own.


Price negotiations is also an important benefit of FMS – especially since vendor pricing agreements can help health facilities save money either via upfront savings or through getting the vendor to agree to a cap on maintenance and repair costs over the life of the equipment.


3-Purchase, install and keep track of Assets


FMS enables you to have an accessible record of purchase dates and other descriptive data such as model/ serial numbers. In addition, electric tagging offers a benefit in terms of tracking tools and equipment without the need to perform manual inventories. Hence, a major benefit of a good FMS, is that it helps you know when to replace as opposed to repair.


4-Implementing Preventive Maintenance Practices


Since it is all about avoiding unexpected breakdowns, preventive maintenance enables you to track equipment condition, age and usage hours. As a result, you can schedule maintenance providing major benefits including a reduction in the periods in which the equipment is either not producing or working (Equipment downtime) reduced repair costs, extended useful life, in addition to maintenance worker hours being used more efficiently.


5-Guaranteeing safety and security


A major endless challenge in healthcare is managing the security of people, assets, and data :


  • People: In a hospital, clinic, or any other type of healthcare facility, a balance must always be kept between caring for a patient population unable to care for themselves and keeping openness to family and friends. It begins with training staff to understand security measures in order to guide visitors without making them feel restricted.

  • Access control: Access control measures should be given to staff entrances limiting exit and entry, using employee ID tags. This offers more security than allowing multiple clinic employees to use the same code for disabling an alarm.

  • Mass notification: There are several ways to notify the entire facility of an emergency if forced to do so. As an example, alarm systems that are programmable for non-fire events can be used.

  • Cybersecurity: A major modern-day concern to all types of organizations, including healthcare.

In summary, the recommendations provided, have all been about getting the right FMS, equipment and tools which will enhance the efficiency of the functions highlighted in this Blog. We hope they will be right for your healthcare facility.


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