Maintenance is a constant concern for any Manager of an aged care facility. Whether you are managing a new or old facility, there is always something that requires routine preventative maintenance or breaks down and requires repair. On top of maintaining the safety and well-being of residents and staff, Managers need to consider and address compliance issues when engaging external contractors, which is a common part of the maintenance process.
From what I can gather after visiting a number of aged care facilities, traditionally, the management of maintenance has been a manual process. Laborious combinations of maintenance books, excel spreadsheets as well as verbal requests from staff whenever they happen to see one of the maintenance team walking around the facility.
Management of supplier data has often been a very manual process. Has a supplier agreement been signed and is it still current? Is their insurance and police check information current? More paperwork and more excel spreadsheets!!!
Whilst this manual system has worked OK for many years, there is a lot of room for error. Missed jobs, missed agreement, insurance and police check renewals, slow response rates, as well as a very limited capacity to provide meaningful data and reports to Managers. Let’s face it; in this ever changing industry where the rules can change at any time and funding is being cut, we need to arm ourselves with as much information as we can to ensure we are always compliant, efficient and viable.
Surely with the technological advances in this day and age, there is a better, more effective way to manage maintenance?
Take some time to research your options, engage your maintenance staff and get their input to write up a “wish list”. What is it that you need and expect from your software solution? Make sure the software is easy to use and navigate so that even the most techno-phobic staff member will feel comfortable using it. Lastly and most importantly, make sure your staff are adequately trained and supported during the transition period so that they don’t feel overwhelmed and return to their long term friends, the “maintenance book” and “excel spreadsheets”.
e-Tools invite you to present your maintenance and supplier management “Wish List” to your e-Tools State Manager. We welcome the opportunity to discuss how our software can help you achieve your maintenance and supplier management goals. Contact us for an obligation free software demonstration.