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A Revolutionary Approach to Hospital Inspections

Case Study with UW Health

UW Health's Facility Portfolio

UW Health is an academic medical center and health system located in Wisconsin.

The renowned UW Health hospital is a Level 1 adult and pediatric trauma facility located in Madison, Wisconsin. Serving over 600,000 patients every year, the hospital houses 505 beds across 14 floors and relies on critical assets to operate successfully every day.

The UW Health system is also home to one of the most successful burn centers and organ and tissue donation centers in the nation. UW Health is accredited by the Joint Commission, and through rigorous maintenance and inspections of assets has achieved the Gold Seal of Approval for hospitals, clinics, and laboratories.

 

Facility Management Challenges

The facilities team at UW Health is responsible for keeping vital systems operational for doctors, nurses, staff and patients. To do this, preventative care is required for critical assets. The facility teams at UW Health rely on daily inspections to monitor these systems for malfunctions.

However, the UW team experienced three specific challenges that put their preventative measures at risk:

Missing or Inaccurate Facility Data

The main hospital is a complex building comprised of 14 floors with interstitial space located below to house mechanical systems. The facility team’s ability to navigate the building is a top priority, especially when critical assets are failing and require attention. Without up-to-date building data, the facility and trades teams faced the challenge of not knowing where specific assets were located against a floor plan.

Limited Methods of Communication

The facility team at the main hospital works multiple shifts and interacts daily with specialized maintenance and trades teams. The facilities department struggled to find a holistic program that would share critical asset information, including routine inspections or performed maintenance, across building teams.

Outdated Facility Software

After the software solution that the facilities team had been using to document inspections and maintenance was retired by the vendor, the department struggled to find the right replacement solution and even switched to a paper-based system in the interim. This slowed down response times, increased the difficulty of asset inspections and meant that the hospital was stuck storing large amounts of paper documentation for compliance purposes.

 

UW Health and AkitaBox Team Members

 

The AkitaBox Process

UW Health ultimately chose AkitaBox for its industry-leading, turnkey data collection process, which would allow them to acquire the data they needed to accomplish their greatest challenge:
 
Define inspection routes by mapping fire extinguishers across buildings.
 
 
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Collect Asset and Space Data

AkitaBox’s in-house team of data coordinators walked the facilities and mapped fire-related assets against current floor plans. Asset data (such as location, make, model and serial number) were collected.

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Standardize Data and Import into AkitaBox

Data was standardized, imported and pinned on a digital, location-based floor plan within the AkitaBox platform. UW’s facility teams were then able to establish routes for each asset that needs to be inspected.

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Train and Empower Users

A dedicated customer success manager from AkitaBox worked to create a custom-tailored training program for the facilities, maintenance and trades staff so they felt confident in using the solution on a day-to-day basis.

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Collect Feedback

Regular feedback sessions between AkitaBox and UW Health helped measure the efficacy of the program. Resulting feedback was used to drive performance enhancements and improvements to the software.

 

UW Health Team Members

Real Results with AkitaBox

 
UW Health saw a number of immediate results from their partnership with AkitaBox.
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    Reliable Data
    UW Health was able to use the collected facility data to stay on top of critical inspections and required compliance measures.
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    Faster Troubleshooting
    Without barriers to AkitaBox customer service, UW Health was able to get same-day responses to questions or software concerns.

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    Reclaimed Resources
    Time spent filling out paper work orders or inspection checklists was reclaimed, allowing technicians to focus on open work orders.

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    Expedited Triaging
    Because information was easily accessible, triaging maintenance requests became faster and allowed for proper delegation to the right team.

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    Optimized Training
    Employees new to UW Health facilities and trades teams were able to be fully trained on the AkitaBox software within their first week.

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    Improved Communication
    Staff could share and access building data that was previously inaccessible across departments and teams.
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“Our AkitaBox program is growing, and I can’t believe how far we’ve come in such a short time. We have a certain level of responsibility that we like to hold ourselves to in this building. We want people to be happy and safe. AkitaBox helps us accomplish this.”

-Todd Erdman, Maintenance Technician, Sr.

 

MORE EFFICIENT INSPECTIONS WITH AKITABOX DELIVERS PREMIUM ROI

Thanks to having accurate digital floor plans and asset locations in AkitaBox, the UW Health facility team has been able to better plan their inspection routes and find each stop more quickly.

Technician time spent completing inspections:

Another example of how AkitaBox has helped UW Health complete their inspections faster is with their fire damper testing. The Joint Commission requires testing every six years but UW Health does it every four to align their clinics and hospital.

Before AkitaBox, completing this test took two people an entire year to complete. After implementing AkitaBox, the UW Health team was able to complete the same test in just 2 months.

“We recently had a new team member start, and on his first or second day, I was able to hand AkitaBox to him to start fire extinguisher inspections. That’s how easy it is to use this software. It makes training our team easier.”

-John Mortimer, Control Room Lead Maintenance Technician

 

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