Accurate Inventories, Efficient Operations: The Value of Data Collections

Having an accurate source of truth for what assets exist in a healthcare facility is important in many aspects, supporting efficient and effective routine maintenance, providing a strong basis for reliable reporting, and helping ensure an environment has everything it needs to be as safe as possible. Keeping track of assets in a facility is a big task, requiring ongoing checks and balances to keep databases updated.

The Role of Data Collections

Taking advantage of on-site data collection services can make all the difference in ensuring an inventory is trustworthy. FSI, a leading healthcare CMMS, began as a data collection provider and continues to deliver these services, offering collection services from regulatory-only to every single valve, air conditioner, and patient-related device. FSI’s Inventory Services Team walks thousands of square feet of healthcare facilities every week, working alongside Facilities and Biomed staff to locate, identify, and document information regarding large quantities of assets. This helps healthcare support staff know what assets exist, where they are, and when they may need preventive maintenance or testing.

Optimal Times for Updated Data

Routine Collections: Regular data collections every few years are best practice as part of routine operations. If a healthcare facility has an established process for adding or removing assets from service, having a collection performed every five years or so is a good idea to validate and update documentation as needed. If a process does not exist, a collection every two to three years helps update inventory information.

Major Changes: If a Facilities or Biomed department experiences workflow inefficiencies following major changes — such as acquiring, constructing, or renovating a building—a data collection may be necessary. A comprehensive, up-to-date asset record reduces search time, allowing teams to focus on essential tasks and optimize operations.

Reporting and Compliance Complications: If teams are noticing ongoing issues popping up around maintaining regulatory compliance, missing information or blind spots in inventory can be a contributing factor. This can be tested by spot checking inventory accuracy at a facility, picking a room and checking if everything is accounted for in the system. If there are gaps in the inventory database, a great next step could be having a data collection performed to get clarity on the scope of assets and ensure they are being maintained and reported on properly.

With an emphasis on the importance of reliable data as a pillar of operational efficiency, FSI encourages all team members to join the Inventory Services Team for a collection to see the process in action and gain insight on what goes into this service to ensure the healthcare facility is set up for ongoing success. Recently, several team members from departments spanning Product, Engineering, Marketing, and Sales had the chance to join Inventory Services at various locations around the country to learn more about this essential service.

For more about FSI's inventory services or how to know if it's time for a data collection at your facility, reach out here.