Authors: (including presenting author): :
Leong CWM(1), Ling SW(1), Wong CK(2), Cham WM(3)
Affiliation: :
(1)Biomedical Engineering Services Section, Business Support Services Department, Cluster Services Division, Hospital Authority Head Office, (2)Information Technology and Health Informatics Division, Hospital Authority Head Office, (3)Business Support Services Department, Cluster Services Division, Hospital Authority Head Office
Keyword 1: :
Medical Equipment Maintenance
Keyword 2: :
Healthcare Technology Management (HTM)
Keyword 3: :
Data-Driven Maintenance
Introduction: :
The necessity for a digitalized maintenance framework was identified following policy recommendations from the Review Committee on Medical Equipment and Facility Maintenance and a 2023 Group Internal Audit (GIA) report. These reviews, prompted by equipment-related safety incidents, highlighted critical gaps in manual workflows and the urgent need for a comprehensive IT solution for real-time tracking of maintenance activities.
Objectives: :
The primary objective is to establish a “one-stop, go-to” collaborative platform for all maintenance stakeholders to ensure transparency between frontline operations, external contractors, and hospital management. This transformation enables timely work order progress update, effective documentation on equipment status, and ensures a comprehensive maintenance record. The system can also and utilize data analytics for formulating a proactive maintenance strategy to safeguard patient safety.
Methodology: :
MEMMS serves as a comprehensive platform to enhance maintenance operations, asset management, and contract oversight through four key features: •Centralised Library: Digital repository of O&M manuals accessible via the system. •Standardised Workflows: Unified digital protocols for On-site, Workshop, and Remote service events to harmonise disparate contractor workflow. •Seamless integration: Frontline activities and work order reports are automatically recorded & uploaded to the Enterprise Asset Management (EAM) system, eliminating the need for manual data entry by cluster administrative staff. •Advanced Analytics: Real-time dashboards and automated digest reports for data-driven contract auditing and performance monitoring. Success is measured via three key performance indicators (KPIs): •Standardised Compliance: Elimination of reporting discrepancies across all contractors, which can be measured by the rejection rate of submitted work order (WO) data, by contractors. •Administrative Efficiency: Reduction in manual administrative workflow by providing stakeholders with instant, self-service access to maintenance progress. Success is quantified by the reduction in turnaround time for each WO from WO release to closing. •Enhanced oversight: Automated monitoring of maintenance contractor performance through operational dashboard and anomaly reports to enhance maintenance service quality. This is measured by the reduction of incidences requiring recurrent maintenance interventions.
Result & Outcome: :
Three sites at in an acute hospital were selected for the MEMMS pilot in February 2025. Initial results demonstrated a 34% reduction in average Corrective Maintenance turnaround time (from 80.6 to 53.6 days). This efficiency gain stems from the elimination of manual data uploads to the EAM. Standardized digital inputs have ensured complete contractor submission, eliminating delays from missing attachment and information. Also, real-time activity logging removed the need for manual consolidation efforts and streamlined communication with contractors
