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Discover how AdventHealth is managing Equipment Maintenance with PeopleSoft solutions during the COVID-19 pandemic

Loida Chez, and June Yee

We were interested in knowing how PeopleSoft customers are managing preventive maintenance in their facilities during the COVID-19 pandemic.  So, we reached out to PeopleSoft Innovators Award customer AdventHealth, to learn what best practices they’ve put into place and what lessons they’ve learned along the way, so we could share with fellow customers who are also tackling these challenges.

We interviewed Alissa Flanagan, Maintenance Manager for iSynergy Supply Chain at AdventHealth, and Tony Shadix, System Director Facilities/Biomed at AdventHealth.   Hear from Alissa and Tony, how AdventHealth tackled preventive maintenance on their key pieces of equipment while protecting both internal and external maintenance personnel during COVID-19:

 

Q:  Alissa, Tony, can you give us a few examples of the type of equipment you perform routine, preventive maintenance on?

A:  We service equipment for our biomedical facilities and building equipment, such as generators, defibrillators, Air Handlers Units, Chillers, Infusion Pumps, Surgical Equipment, and more.

   1500KW Emergency Power Generator (top left), Fire tube steam boilers (top right & bottom left),  Chiller (bottom right)

 

Q:  In light of our COVID-19 situation, we’d like to understand some of the new business challenges you faced with preventive maintenance for equipment.  Are you finding that equipment is more heavily used during the pandemic than normal?

A:  Initially we anticipated this to be true during the COVID-19 crisis, but that did not come to fruition.

 

Q:  Did you encounter issues related to servicing equipment?

A: Yes, getting our equipment serviced was a challenge.  We contract with several vendors on specific preventive or repair maintenance for our devices.  Our vendors had a variety of concerns about conducting onsite services during the COVID-19 crisis.  These concerns included:

  1. Safety concerns of their employees
  2. Personal Protective Equipment (PPE) availability
  3. The potential spread of COVID-19 within a hospital

Due to these concerns, vendors were hesitant and, in some cases, limited on personnel to respond.

Another challenge we faced was that there was a surge in demand for vendors to service key equipment such as ventilators, assisted breathing devices, isolation rooms, HVAC, and so forth, making scheduling onsite services difficult.

 

Q:  You mentioned one of the challenges was access to equipment?

A:  Yes.  With easily transmittable viruses, we place “contact precautions”, such as posting signs and personal distancing instructions, around certain areas; this created a challenge regarding the accessibility of equipment in patient treatment areas.

 

Q:  And how did you address these challenges in your organization?  What have you had to do to keep machinery running and in good working order?

A:  In response to the COVID-19 crisis, we maintained preventive maintenance procedures on all necessary equipment to keep patients and staff safe.

 

Q:  Are you using anything in PeopleSoft applications to help manage and maintain your procedures amidst these challenges?

A:  We leveraged Maintenance Management’s Problem Cause Resolution Codes (PCR) feature, by adding PCR codes specific to COVID-19. 

These PCR codes are highly effective.  We use them to track conditional responses to work orders associated with COVID-19.  Our decision to utilize PCR codes came from a need to provide documentation around Compliance, Patient Safety, Government Reimbursements, Delays in Service, etc.

 

Q:  Did it take long to implement the PCR codes?

A:  Because we had the ability to configure PCR Codes, we were able to implement the process in under two hours in our Production system.  It took longer to agree on the number and naming of the PCR codes!

Here are the codes we added:

 

Q:  How did the rollout of the COVID-19 related PCR codes work out?

A:  The rollout was simple as we leveraged existing tools that our teams were already utilizing.

 

Q:  Did you have a “trial run”?

A:  No trial run was necessary.  Our teams were already familiar with PCR which made for an easy install.  We communicated via email and had a video conference meeting.

 

Q:  That’s great to hear!  Are there any processes that will become permanent after the pandemic has passed?

A:  The PeopleSoft PCR codes have allowed for easily reportable data points to be added into the system.  The added data points give us the ability to view the impact the virus is having on all our hospitals, including multi-state facilities.  We can trend the data from the PCR codes at an enterprise level to see details into how our day-to-day business may be impacted by COVID-19.

The process will continue in the future with the addition of new PCR codes relatable to other natural disasters and emergency response protocols.

 

Q:   As more information became known about the virus, how have you had to react to make refinements to your plans?

A:  The process we implemented proved successful from inception.  No changes were necessary as the virus progressed. We had key reporting structures in place prior to the virus, which allowed for a successful implementation.

 

Q:  Are there other tips, or lessons learned, that you might like to share with other organizations who are formulating their re-opening plans?

A:  Follow the CDC guidelines and turn lessons learned into actionable processes within your organization. 

Clearly communicate the steps in place to your customer base to ensure the comfort/safety level upon full reopening.

Anticipate emergency situations and explore the abilities Peoplesoft offers to support your operational needs.  

 

Acknowledgements

Many thanks to Carole Owens, Executive Director for AdventHealth’s iSynergy Supply Chain group, for arranging our interview with Alissa and Tony.   Thank you, Alissa and Tony, for taking valuable time out to share your knowledge and experience on this important subject.

To learn more about AdventHealth, please visit their website at https://www.adventhealth.com