Hospital Equipment Maintenance: PM Schedules, Asset History and Inspection Records

Illustration: how hospital equipment maintenance records build up in MaintainNow.

What hospital facility teams usually schedule

Your list will follow your manufacturers' manuals, your local codes and your accrediting body. These are the recurring jobs facility teams most often track:

• Emergency generators: weekly run tests, monthly load tests, battery and fuel checks, run-hour based services
• Automatic transfer switches: transfer tests alongside the generator test
• HVAC and air handlers: filter changes, belt and coil checks, temperature readings
• Elevators: monthly in-house checks between contractor visits, plus the annual inspection
• Fire safety equipment: monthly fire extinguisher inspections, alarm panel checks
• Water systems: pumps, backflow preventers and boilers

MaintainNow doesn't decide which tests you need. It makes sure the ones you choose happen on time and are recorded.

Before and after

Without a system, test logs live in binders in the plant room and on spreadsheets that only one person updates. Tests get missed when that person is off, and preparing for an inspection means a week of collecting paper.

With MaintainNow, each test has its own schedule and creates its own work order. Technicians complete them on their phones, and every result stays on the equipment's record. When someone asks for proof, you open the asset or export the list.

1. Put every test on a schedule

In Maintenance Plans, create one plan per recurring test: weekly for the generator run test, every 3 months for HVAC, yearly for the elevator inspection. Attach a checklist and a technician to each. The list shows who owns each plan and when it's next due.

The assigned technician gets a push notification and an email each time a plan creates a work order.

2. Technicians sign off on their phone

The technician works through the checklist in the MaintainNow mobile app, then completes the work order with Total Time Spent, Completion Notes and an optional Customer Signature.

3. Keep a record that can't be quietly changed

Once a work order is completed, its checklist locks: "Checklist is locked because the work order is completed. Reopen the work order to edit it." Every answer, including FAIL results, stays exactly as the technician recorded it.

4. See every reading and test on the equipment

Each asset has tabs for Work Orders, PM Work Orders, Maintenance Plans, Meters, Work Requests, Parts Used, Downtime and Failure History. For a generator, log the run hours on its meter after each test; you can also trigger a service automatically when the hours reach a limit.

5. Export the proof

Under Work Orders → Completed Work Orders, you see every finished job with its asset, location, technician and completed date. Use Export PDF, Print or CSV to hand it over.