Transitioning to a Digital Work Order System in Healthcare

This case study details the transition of a large, non-profit hospital in Arkansas from a manual, paper-based work order system to a digital platform using TMS (Technology Management Solutions). The hospital faced significant challenges, including inconsistencies in procedures, preventive maintenance schedules, and asset nomenclature. The CMMS Administrator undertook a comprehensive review and reorganization of the existing database, implementing standardization practices and training staff on the new system. Key steps included the installation of monitors for real-time access to work orders, transitioning to TMS OnLine, and utilizing mobile devices to facilitate a paperless environment. The hospital successfully achieved a 99% paperless status in its facilities department and implemented Joint Commission virtual binders for compliance. The collaborative effort between the hospital and Accruent was crucial in enhancing operational efficiency and improving technician productivity, ultimately leading to a more organized and effective maintenance management system.