161 Penhurst Drive, Pittsburgh, PA 15235Phone: 412.567.4070 • Fax: 206-495-0891www.FacilitiesSurvey.com

BETTER TOOLS, ACCURATE DATA,

A SIMPLE DECISION

ProfileCleveland Clinic, located in Cleveland, Ohio, is a nonprofit multispecialty academic medical center that integrates clinical and hospital care with research and education.

Cleveland Clinic was founded in 1921 by four renowned physicians with a vision of providing outstanding patient care based upon the principles of cooperation, compassion and innovation. U.S. News & World Report consistently names Cleveland Clinic as one of thenation’s best hospitals in its annual “America’s Best Hospitals” survey.

The main hospital campus is located near Cleveland’s historic University Circle. Occupying 180 acres and 50 buildings, the main campus includes a hospital, an outpatient clinic, a children’s hospital, cancer institute, eye institute, research institute and supporting labs and facilities.

SituationCleveland Clinic was using a work order system developed in-house that fulfilled its purpose over the years. Healthcare accreditation organizations and government regulatory agencies became more stringent and demanding requiring a voluminous amount of recorded documentation pertaining to life safety and facilities maintenance. In addition, the U.S. healthcare arena (to include Cleveland Clinic) began scrutinizing themselves wanting to optimize their efficiencies in providing quality patient care. Cleveland Clinic realized their work order system was no longer meeting the needs of their fluid organization in such a complex environment that included increased accountability, fiscal constraints and stricter regulations. In an effort to meet their needs, Cleveland Clinic procured a Computerized Maintenance Management System (CMMS), but were still unable to easily generate the reports and data they desired. They also wanted to consolidate 14 facilities and their CBRE-managed portfolio into a single system.

CLEVELAND CLINICCMMS Software Case Study

SolutionEmbarking on a mission to find a CMMS that met their current and future needs, Cleveland Clinic reached out to Facilities Survey Inc. Cleveland Clinic was looking for a system that could meet a whole host of demands, yet was user-friendly and could grow with the Clinic. As a result, Facilities Survey Inc. worked with Cleveland Clinic and developed a CMMS program called Custom Maintenance Software or CMS.

After a 2010 survey performed by the Centers for Medicare & Medicaid Services, Paul Dzurinda (Director, Facilities Compliance) of Cleveland Clinic commented, “By using the custom-made reporting dashboard within Facilities Survey Inc.’s Custom Maintenance Software, the document review portion of our recent CMS Survey went very well. With a few mouse clicks, we were able to easily provide the surveyors with the testing and inspection documentation they requested. The CMS surveyors were pleased that our electronic documentation system allowed for the efficient use of time.”

Efficiencies Realized• CMS provides for the utilization of handhelds when performing facility inspections.• The automatic generation of corrective maintenance work orders that track a complete history.• The intuitive interface of CMS makes it possible to complete training for the maintenance technicians in 30 minutes.• 24/7 support from Facilities Survey Inc. as the hosted software provider.• Less paper consumption and a reduction in filing space with related maintenance.

161 Penhurst Drive, Pittsburgh, PA 15235Phone: 412.567.4070 • Fax: 206-495-0891www.FacilitiesSurvey.com

BETTER TOOLS, ACCURATE DATA,

A SIMPLE DECISION

ProfileETMC is a system of 15 hospitals and 6,000 employees, serving hundreds of thousands. The story of the East Texas Medical Center Regional Healthcare System is as new as the most sophisticated medical technology, and as old as the need to care for one another.

Their philosophy of service transformed what was once one hospital drawing referrals from its surrounding area into a seamless system of primary, secondary and tertiary healthcare facilities and services throughout East Texas. It is a system with one mission: to bring the people of the region the care they deserve – care that is first in East Texas, second to none.

ETMC’s strategy is to provide care in rural areas whenever possible. The system is organized so that primary care is provided in the rural health clinics. Secondary care is also provided locally in the ETMC affiliate hospitals. High-level secondary and tertiary care is provided at ETMC Tyler.

SituationETMC Tyler serves as the flagship of the regional system, providing tertiary care and support for their regional hospitals. With 454 beds, they are the largest facility in the ETMC system. When selecting a maintenance system, they realized the need for an application that could suit both the needs of a large facility and that of one of their typical rural facilities, which averages less than 100 beds.

After reviewing the capabilities of Custom Maintenance Software (CMS) and optional CMS Mobile and CMS Touch interfaces, they were confident the system would meet their needs, now and in the future.

EAST TEXAS MEDICAL CENTER REGIONAL HEALTHCARE SYSTEMCMMS Software Case Study

SolutionFacilities Survey was able to assist ETMC in eliminating many of the typical start-up costs associated with implementing a new maintenance software system. By providing several on-line training sessions tailored to the specific audience, users received the necessary instruction without being removed from their work environment for the typical two to three days of training. Facilities Survey also supported ETMC by providing spreadsheet templates for gathering the necessary equipment details to populate CMS. With the simplified single-screen preventive maintenance procedure development and scheduling, ETMC was up and running in less than a week.

ETMC continues to expand the use of CMS by deploying online request pages for their internal customers, increasing the utilization of handheld computers to complete regulatory inspections and automatically distributing work orders to specific printers after normal business hours. Applying the right tools has enabled ETMC to better manage charge-back reporting to departments and provide constant feedback to their customers.

Profile Located in Columbus, Ohio, The Ohio State University Medical Center is one of the largest and most diverse academic medical centers in the country and the only academic medical center in central Ohio.

Ohio State's Medical Center includes:

a Top-30 College of Medicine

six hospitals

a unified physician practice

network of primary and specialty care practices

more than a dozen research centers and institutes

20 core laboratories

Situation OSUMC had found that their existing CMMS package was too cumbersome to enable staff to use it efficiently. Work order completion was suffering because of the complicated user interface. Technicians found themselves going through seemingly endless tabs trying to find the information they needed. When combined with the expensive per-module pricing structure and the lack of quality support from the software vendor, this led OSUMC to explore other CMMS options. OSUMC wanted a hosted web-based application which would be easy for technicians and hospital staff to use, would leverage technologies such as handheld devices and touchscreen input, and would be cost-effective. Most importantly, they wanted to work with a software supplier with a good, solid history of innovation and customer support.

Solution OSUMC chose Custom Maintenance Software (CMS) from Facilities Survey Inc for their new CMMS. Reasons cited for their selection included easy navigation of the system for all users, customization of software features to meet OSUMC’s specific needs, utilization of handheld and touchscreen technologies, and easily generated meaningful reports. Facilities Survey’s solid customer-oriented support philosophy was also a critical factor.

As Bob Ware (OSUMC Systems Specialist) put it, “Support is a strong point of Facilities Survey. As with any new program there are always questions one forgets to ask. Armed with Facilities Survey’s Support phone number, the Maintenance and Management Staff were very satisfied with the service they received.”

Facilities Survey transferred all of the information from the previous system into CMS and began onsite training of the Maintenance staff in the use of the new system. Facilities Survey staff also went onsite and added barcode labels to all of the maintenance-worthy equipment.

Mr. Ware goes on to say, “Most importantly, CMS has enabled us to provide the finest professional facilities services and environmental comfort for our customers.”

Benefits Realized:

Automatic generation of Preventive Maintenance and Corrective Maintenance work orders

Three workable options for Technicians to maintain their workflow

24/7 Support

Reduction in paper usage and filing

Significant increase in work order completion percentage due to the introduction and overwhelming acceptance of the correct tools for their staff

One very competitive price for the entire CMS package

Profile Texas Health Center for Diagnostics & Surgery is located in Plano, Texas, and is a fully-licensed hospital created to deliver excellence in surgical care and imaging services.

THCDS offers eight operating rooms and 18 private in-patient rooms where patients enjoy comfortable surroundings, five-star cuisine and personalized care. The high nurse-to-patient ratio allows the staff to provide exceptional care for surgical patients and the high patient satisfaction scores attest to that. Patients constantly rank THCDS as excellent in overall quality of care. Situation THCDS is a small hospital which must do more with less. Functions such as preventive maintenance and service calls were being handled with spreadsheets and emails, but the hospital needed to automate some of those functions and the capabilities just weren’t there with their existing systems. The hospital needed the ability to have a healthcare-oriented CMMS, but did not have a large budget with which to acquire such a system. THCDS also needed to be able to easily track their compliance with the appropriate regulatory organizations, so a robust reporting capability was a critical component of their search for a new CMMS.

Solution After reviewing various CMMS packages, THCDS chose Custom Maintenance Software (CMS) from Facilities Survey Inc. Because CMS can either be hosted on Facilities Survey’s servers or on the hospital’s servers, the pricing flexibility was attractive. THCDS simply pays a monthly fee for unlimited users, and the system is accessed via the Internet.

According to Randy Hostettler, Director of Facilities at THCDS, “CMS helped us by automating maintenance scheduling and making work orders easier to process. The reporting function is robust and helps us trend/track compliance.”

Because the staff at THCDS had not previously used a CMMS package, Mr. Hostettler wanted to ensure that the CMMS vendor was able to provide a good implementation to get them off the ground. “The CMS staff was very responsive and made the process painless”, he said. Mr. Hostettler goes on to say “I am very impressed with CMS. The ongoing customer support is excellent. We have had a few educational type questions and a few minor adjustments which were professionally handled in a timely manner. I appreciate the pro-active phone calls asking if there is anything they can help you with. They are always looking for ways to help me improve my use of the CMS product.”

Benefits Realized:

Automatic generation of Preventive Maintenance and Corrective Maintenance work orders

Robust Compliance reporting

Better service to their customers

Proactive support from Facilities Survey Inc.

A reasonable monthly fee for a full scale healthcare CMMS package