Key takeaways
- The healthcare labor shortage is driving up costs, with hospitals facing increased wages, overtime, and contract labor expenses to fill critical facilities management roles.
- CMMS platforms help healthcare facilities maintain operational efficiency by automating maintenance tasks and optimizing limited technician resources during staffing shortages.
- Other options to combat the healthcare facilities labor shortage include cross-training staff, hiring temporary workers, and improving workforce retention through competitive benefits and professional development opportunities.
Healthcare facilities across the country have been feeling the pressure of a significant labor shortage. Some groups are predicting a deficit of more than 100,000 healthcare workers by 2028. This applies directly to healthcare facilities management: skilled maintenance technicians like electricians, plumbers, and HVAC professionals are increasingly difficult to find, and the healthcare sector is competing with other industries for these essential workers.
This shortage is leading to rising costs, with many facilities turning to overtime and temporary labor to maintain operations. Some health systems were paying as much as $20M a month for contract personnel, of which facilities staff are included, in 2022. And while the pandemic-induced labor shortage is essentially in the rearview mirror, a longer-term labor shortage has nevertheless persisted in key areas that directly impact healthcare facilities maintenance.
Deferred maintenance is becoming a costly downstream problem, as issues that could have been addressed sooner with more staff end up requiring expensive emergency repairs by being left untreated for so long.
While the labor shortage poses challenges, healthcare organizations are increasingly turning to technology for solutions. One key tool in this effort is the Computerized Maintenance Management System (CMMS), which helps facilities operate efficiently, even with fewer technicians. CMMS can automate workflows, improve productivity, and ensure regulatory compliance, all while reducing the pressure on short-staffed teams.
How Healthcare Facilities Can Maintain Operational Stability During a Labor Shortage
When a healthcare facility is short on maintenance staff, the effects are immediate. Essential tasks such as equipment upkeep, repairs, and building management can be delayed, which increases the risk of equipment failure. In a healthcare setting, where equipment downtime can directly impact patient care, this is a serious concern.
Staffing gaps also increase the likelihood of operational inefficiencies. Without enough technicians, work orders can pile up, leading to longer response times and ultimately putting more strain on the available staff. This is where a purpose-built CMMS can make a significant difference.
Leveraging CMMS to Streamline Workflows
CMMS systems provide healthcare facilities with tools to streamline maintenance tasks. Work order management features allow staff to easily submit, prioritize, and track maintenance requests, regardless of team size. This automation reduces the need for manual intervention, enabling technicians to focus on higher-priority tasks.
For example, Vytal’s CMMS automatically categorizes and creates work orders, ensuring that even with fewer hands on deck, nothing falls through the cracks. A small team can use this system to monitor multiple assets simultaneously, reducing equipment downtime and increasing overall operational efficiency.
Using Preventive Maintenance to Offset Labor Shortages
In healthcare facilities, preventive maintenance is critical. Regular maintenance ensures that equipment runs smoothly and that minor issues are addressed before they become major problems. Without enough staff, however, preventive maintenance schedules often fall behind, leading to costly emergency repairs down the line.
A CMMS designed for healthcare can automate preventive maintenance schedules, taking the burden off staff. The system can automatically assign maintenance tasks based on asset type and track completion, ensuring that no critical maintenance is overlooked.
Some CMMS platforms also offer features like QR code scanning, which allows technicians to quickly access the maintenance history of any asset. This eliminates the need for manual data entry and ensures that even during a labor shortage, preventive maintenance stays on track.
Enhancing Technician Productivity with Mobile Access and Real-Time Data
Technician productivity can be dramatically increased with mobile-enabled CMMS systems. These platforms allow technicians to receive, update, and close work orders from anywhere in the facility, reducing the need for time-consuming paperwork and enabling faster response times.
With a proper CMMS, technicians can manage their tasks remotely, which is particularly valuable when teams are spread thin. The ability to access real-time information about work orders and asset status on their mobile devices means that they can prioritize tasks more effectively and complete work faster.
Real-time data is essential for making informed decisions, especially in a healthcare environment where equipment is mission-critical. CMMS platforms can offer live updates on work orders and asset performance, helping technicians make the right decisions on the go. This capability is especially important in larger facilities, where managing assets across multiple buildings can be a logistical challenge.
Optimizing Asset Management Through Data-Driven Insights
In times of labor shortages, it’s essential to focus on the most critical tasks. CMMS platforms allow healthcare facilities to prioritize assets based on their risk of failure and importance to operations. For example, life-support equipment, such as ventilators, must be maintained ahead of less critical systems.
CMMS platforms should include an asset criticality score, which assesses the risk and impact of equipment failure. This helps facilities managers focus their limited resources where they are needed most, reducing the likelihood of critical equipment failures.
In addition to prioritizing high-risk assets, CMMS platforms use data analytics to help facilities managers identify patterns and trends. By analyzing recurring issues or high-cost repairs, managers can allocate staff more effectively and prevent small problems from escalating.
Maintaining Compliance and Safety Without Full Staff
Healthcare facilities are subject to strict regulatory standards, including those set by The Joint Commission and the National Fire Protection Association (NFPA). Even during labor shortages, these regulations must be met to ensure patient and staff safety.
CMMS platforms help healthcare organizations stay compliant by automating inspection schedules and generating reports that can be easily accessed during audits. The platform also includes built-in compliance checklists, which ensure that staff complete necessary safety and regulatory checks, even with fewer technicians.
Transforming Labor Shortage Challenges into Opportunities with the Right CMMS
While labor shortages continue to challenge healthcare facilities, CMMS technology provides an opportunity to maintain operational stability. By automating workflows, enhancing technician productivity, and ensuring compliance, CMMS platforms like Vytal’s allow healthcare facilities to thrive, even when staff is limited.
Vytal’s healthcare-focused platform turns facilities into strategic assets, enabling managers to optimize both physical and financial performance. In doing so, it helps organizations deliver on their primary mission—providing top-quality patient care—while minimizing the impact of staffing challenges.
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