CMMS Work Order & PM Calendar

Healthcare Efficiency with Maxpanda CMMS

If your not on Maxpanda, Your not optimized

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 cmms for ambulance   cmms for ambulance

By Maxwell Davidson

Healthcare companies, hospitals, and medical clinics have tons of equipment, infrastructure, and data that needs to be handled in a structured  and EXTREMELY SECURE manner. Inefficiencies in management not only affect productivity, but also raise the risk of liability. Fortunately, computerized maintenance management systems such as MAXPANDA CMMS offer a complete solution.

As healthcare continues to evolve, hospitals, clinics, rehab facilities and other medical centers need to look for solutions that offer streamlined and structured functioning. The MAXPANDA CMMS healthcare program ensures that your organizations maintains a high level of efficiency while keeping abreast with constant changes in your space. Here are the top five ways that MAXPANDA CMMS helps healthcare facility managers like you:

  1. Tracking supplies – Medication, chemicals, and other supplies are the backbone of any healthcare facility. A properly maintained database is essential, both for smooth day-to-day workings, reducing the risk of liability issues and adhering to legal/regulatory requirements. The best CMMS software helps facility managers to record ingoing and outgoing medication/chemicals, create reordering alerts, and maintain a database for tracking supplies. Since everything is automated, the time and cost savings are huge.
  2. Tracking maintenance tasks – With computerized maintenance management systems, facility managers can ensure that maintenance jobs are put on a proper schedule and conducted in a timely manner. Other than scheduling tasks, a CMMS system also allows managers to track jobs conducted on an “as needed” basis.
  3. Tracking patient needs – In a healthcare facility, patients are customers and their comfort and security is a priority. MAXPANDA CMMS software can help tremendously, by handling everything from HVAC temperature regulation, handicap accessibility, and food/drink requests to special machinery/medication, plumbing repairs, and more.
  4. Tracking equipment – Healthcare facilities rely on countless of assets, both within the facility and off. Every room has basic medical equipment as well as specialized machinery and accessories (e.g., wheelchairs, stretchers, lifts, arjo beds etc.) that are constantly moved around. Multiply this by the number of rooms, add offsite and backup machinery to your total, and there’s a large inventory of assets. The age of each item, warranty and repair information, quantity, and location are just a few details that need to be tracked at all times. CMMS software can reduce the workload tremendously.
  5. Tracking vehicles – Most facility managers don’t think of vehicles when they’re implementing CMMS maintenance software. However, vehicles used in hospitals and clinics need to be maintained and tracked as efficiently as the facility’s onsite medical equipment. After all, healthcare organizations must track everything from the number of ambulances and emergency vehicles available to their age, repair and warranty history, and their cleaning/maintenance schedules. Automated software makes this easier and faster.

Automated software cuts down time, effort and cost required for tracking patient requests, issuing jobs to relevant personnel, locating items, equipment  and maintaining a proper historical record of these activities (what happens when Mike retires?).

cmms for ambulance

Financial Gains for In and Out

Like any other industry, hospitals and clinics need to make money by maintaining their costs per yearly budget. Facilities that want to stay ahead of their competitors need to ensure that they work at maximum efficiency, increasing their profits in a manner that doesn’t raise the risk of errors, lawsuits, and liability issues. As with any other business, MAXPANDA CMMS systems allows healthcare organizations to save money by streamlining their facility and asset management. Maximizing efficiency is the best way to boost profits, which in turn allows the facility to invest in better equipment, clinicians, support personnel, and other assets that lead to an enhanced patient experience.

CMMS Parts and Inventory Management

CMMS Parts and Inventory Management

Parts

Create a new part

 

STEPS:

1. Go to your PARTS tab and CREATE PART
2. Fill in required fields:
a. Name – Enter the name of the part
3. Enter all the necessary non-required fields you wish to complete;
a. Part number – Enter any part number associated with the part you’re creating in your Maxpanda CMMS system
b. Quantity – how many parts do you have in inventory?
c. Unit price – the price of the part
d. Minimum level – At which point does inventory require replenishment? By checking in the ‘send email’ box, you will be notified when the inventory of the part you’re creating reaches a certain level.
e. Notes – you may include any notes pertaining to the part
f. Supplier – Select the supplier from the drop down list. If you need to create a new vendor, Please review VENDORS (section 13) by clicking here.
g. Storage location – Select the location in which the part is part from the drop down menu. If you need to create a new location, please review LOCATIONS (section 11) by clicking here
h. Files – any pictures or documents you wish to attach regarding the part
4. Save

You can also edit any building you have created by click on the edit button in VIEW ALL

 

PART NOTIFICATIONS:

For all Closed/Completed/Cancelled work orders the Company Admin/Editor, Site Admin/Editor will receive a reorder email notification
Update part, Company Admin, Site Admin will receive reorder email notifications

1. Assets
a. While creating Assets, the uniqueness for a record is Site Name + Asset Name.
b. Data will get override for a record if Site Name + Asset Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

2. Bins
a. While Creating Bins, the uniqueness for a record is Site Name + Bin Name.
b. Data will get override for a record if Site Name + Bin Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

3. Building
a. While Creating Building, the uniqueness for a record is Site Name + Building Name.
b. Data will get override for a record if Site Name + Building Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

4. Location
a. While Creating Location, the uniqueness for a record is Site Name + Location Name + Building Name. In this case we can have same Site Name and Location Name but Building Name must be unique. For example (Maxpanda HQ + Room 001 + Building A) and (Maxpanda HQ + Room 001 + Building B). Both records are new records.
b. Data will override for a record if Site Name + Location Name + Building Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

5. Part
a. While Creating Part, the uniqueness for a record is Site Name + Part Name.
b. Data will override for a record if Site Name + Part Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

6. Vendor
a. While Creating Vendor, the uniqueness for a record is Site Name + Vendor Name.
b. Data will override for a record if Site Name + Vendor Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

7. Customer
a. While Creating Customer, the uniqueness for a record is Site Name + Customer Email.
b. Data will override for a record if Site Name + Customer Email is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

CMMS Work Order & PM Calendar

CMMS Work Order & PM Calendar

Calendar

Monthly View: Shows all wo’s for each day

Weekly View: Shows all day items at the top and hourly scheduled wo’s

The Calendar provides added benefits when working with work orders. These include:

  • Hyperlinks open work orders
  • Drag n Drop work orders from 1 day to another
  • Alter entire pm occurences by day week or month
  • Alter either the pm schedule or future occurence
  • Change the amount of time alloted to complete the work order
  • Color coded links to show current status

Work Order status colors:

 

  • Yellow – pending, you need to approve a new work order.
  • Green means go – you’ve Approved a new work order.
  • Red – Overdue, was not completed or closed in time depending on the due date during the approval stage.
  • Black – Rejected. Add a note for history, the submitter receives this as well.
  • Grey – Cancelled. Maybe there we’re 2 submitted and you simply needed to cancel one.
  • Blue – FUTURE PM. These can only be viewed in the calendar (future dates) or in VIEW UPCOMING list.
  • Pink – Reopened. Maybe you forgot to add an invoice or picture. Go ahead reopen closed work orders.
  • Orange – Completed. This status color is reserved for the RESOURCE or MAINTENANCE ROLE only.
  • Brown – Closed. When the work is done, close the work order.

The Maxpanda CMMS Calendar view also provides instant popup notifications for more details per work order without actually opening the work order.

CMMS User Role Management

CMMS User Role Management

Users

Role Management and permission grid. Maxpanda CMMS has 15 PRE-DEFINED ROLES and are listed in priority

  1. COMPANY ADMIN – full access to the entire app and sites
  2. COMPANY EDITOR – full access to all menu items but cannot access COMPANY Settings
  3. SITE ADMIN – full access to the entire site(s)
  4. SITE EDITOR – full access to all menu items in 1 or more sites with limited setting
  5. SUPERVISOR UNLIMITED – staff allowed to create PMs and close all work orders across multi sites
  6. SUPERVISOR LIMITED – staff allowed to close all work orders across multi sites
  7. STAFF UNLIMITED – your internal maintenance staff allowed to complete work orders
  8. STAFF LIMITED – your internal maintenance staff allowed to complete THEIR OWN/ASSIGNED work orders
  9. VENDOR UNLIMITED – your external contractor/vendor
  10. VENDOR LIMITED – your external contractor/vendor
  11. SUBMITTER UNLIMITED – can only submit new work orders and review their own work orders
  12. SUBMITTER LIMITED – can only submit new work orders and review their own work orders
  13. TENANT UNLIMITED – can only submit new work orders and review their own work orders
  14. TENANT LIMITED – can only submit new work orders and review their own work orders
  15. VIEWER – can only view a work order assigned to them – wo’s are greyed out and can’t be edited in this mode
  16. GUEST PORTAL USER – can only submit a work order through your guest portal – if a guest enters their email address they will receive WO notification updates

Disabling Users

Because Maxpanda keeps your staff/vendor history forever, the app does not allow anyone to delete a registered user (Maxpanda requires all history to maintain REPORTING). You can only Disable access for 1 or all users.

What happens when you Disable a user (staff/vendors):
  • revokes login access through username/password/socialplugins
  • removes them from Approved WO’s they’re assigned to
  • removes them from PM’s they’re assigned to
  • removes them from TASKS (PM and WO) they’re assigned to
  • removes them from any PM TEMPLATES they’re assigned to
  • hides disabled users from Vendor and Staff drop-down lists (PM, WO, PM Templates)
  • hides disabled users from multi assign/unassign as well

Using SINGLE SIGN ON (sso)

Steps:

1)  Log into Maxpanda CMMS using your usual Maxpanda credentials.

2) Edit user profile.

3) Select Office 365 ‘Add button’ on the top right hand side.

4) Supply Office 365 user id and password credentials.

5)  When logging into Maxpanda CMMS the next time, click the office 365 button on the login screen entering your office 365 credentials.