Facility management and maintenance compliance in healthcare facilities
Compliance and regulations – they’re everywhere, they’re inescapable.
Compliance responsibilities only ever seem to mount up, and the pressure is on facility managers and compliance managers to meet, or preferably exceed, the conditions of regulatory compliance.
There are few industries where compliance is as critical as it is in healthcare and medicine. The facility itself, whether a hospital, clinic or GP practice, plays a pivotal role in maintaining a safe and compliant environment.
What is compliance in Facility Management (FM) in the context of Healthcare & Medical (H&M)?
Compliance in Facility Management (FM) within the healthcare and medical industry refers to adhering to specific regulations, standards, and guidelines that ensure healthcare facilities’ safe and efficient operation.
It involves compliance with plans, safety regulations, country-specific legislation, and ISO standards.
Healthcare FM managers must be familiar with the objectives of each medical facility and the country’s regulations to ensure compliance. Supplier compliance management is also crucial in the healthcare sector, as outsourcing is common.
Key components of compliance in medical Facility Management
Medical and healthcare facility management spans a broad range of activities, from maintaining buildings, equipment and devices to reporting incidents and protecting sensitive data.
Here are some essential components of maintaining a compliant healthcare facility:
- Legislation: Healthcare FM must comply with air quality, fire safety, and other relevant laws. This varies internationally, but there are near-universal rules designed to prevent cross-contamination and the spread of infection.
- Requirements: The use of approved materials and equipment is essential, which varies between jurisdictions.
- Rules: Ensure that staff follow safety rules and use personal protective equipment. Rules govern handwashing and other personal and device hygiene.
- Standards: Comply with ISO, OSHA, and other national, international and industry-specific standards.
- Policies: Align with the healthcare provider’s environmental, safety, and other internal policies. This varies between public and private healthcare organisations.
- Transparency: Regularly report compliance status to public regulatory bodies and stakeholders.
- Inspections and updates: Perform periodic inspections and follow updates to healthcare-specific regulations and guidance.
- Governance: Establish and adhere to ethical codes and guidelines.
Data protection
In addition to the above, data protection and GDPR are also vital for maintaining a compliant medical environment.
While this somewhat lies outside the remit of the facility itself and those who operate it, maintaining physical IT assets plays a critical role in reducing cybersecurity threats.
Ensuring data privacy and cybersecurity is crucial in healthcare FM, as managers must protect patient and staff data according to GDPR or ISO 27001 standards. Not long ago, a hospital in Portugal received a €400,000 fine for failing to protect patient privacy.
Hospitals and medical facilities are particularly vulnerable to data breaches and cyberattacks, as illustrated by prolific incidents such as the NHS Wannacry ransomware incident.
Compliance examples: medical facilities in the UK
H&M facilities in the UK are regulated by many laws that govern their operation, maintenance and management of the building itself, and upkeep of medical devices, etc.
Here are some examples:
A key piece of health and safety regulation. The Act establishes employers’ general duties towards employees and the public to ensure a safe working environment.
Hospitals must comply with the act by implementing safety policies, maintaining buildings, providing appropriate training, and conducting risk assessments.
Hospitals must comply with guidelines set by Public Health England and the National Institute for Health and Care Excellence (NICE) to minimise the risk of healthcare-associated infections, such as Methicillin-resistant Staphylococcus aureus (MRSA), Legionella and Clostridium difficile.
This is relevant to medical devices, PPE and air-con units, which have to be safely fitted and maintained to reduce cross-infection risk.
Hospitals must follow the Medicines and Healthcare Products Regulatory Agency (MHRA) guidelines for managing and maintaining medical products and devices, ensuring they are safe and effective for use.
It’s imperative to respond to product recalls and safety alerts.
How important is compliance in FM in the context of H&M?
Compliance is vital in healthcare FM, as it ensures the safety of patients, staff, and visitors.
Moreover, maintaining a healthcare facility can be expensive, but compliance can save money on fines and prevent accidents.
On the other hand, non-compliance can lead to severe consequences, such as compromised patient safety, legal issues, and damage to the healthcare provider’s reputation. For example, the average cost of non-compliance with health and safety regulations in the UK is £150,000.
Healthcare trusts are under increased to deliver safer patient environments, which is compounded by industry-wide pressures on healthcare services.
Despite stressors to healthcare systems, compliance can’t slip under the radar.
The importance of maintenance
Hospital maintenance, in particular, is a pressing issue.
The British Medical Journal (BMJ) reported that hospital maintenance orders have increased by 41% in the UK over 13 years, with a backlog of over £1bn high-risk maintenance jobs.
According to a study by RICS, facility management software is set to play a leading role in streamlining hospital maintenance jobs, helping managers remain compliant. In addition, 77% of healthcare responders cited increased FM investment and implementation in 2021.
Equipment downtime could be a matter of life and death in a hospital environment, hence why managers are seeking solutions for streamlining maintenance workflows through FM software.
Improving compliance in maintenance and FM in the context of H&M
- Conduct regular audits: Use software like Infraspeak to identify non-compliances and rectify them. Infraspeaks’ Audits app enables organisations to log and analyse compliance activities.
- Develop preventive maintenance plans: Implement regular maintenance schedules for critical equipment, such as MRI machines, ventilators, and HVAC systems. Preventative maintenance can vastly reduce equipment downtime.
- Train staff: Ensure healthcare FM staff receive ongoing training in safety protocols, equipment operation, and regulatory requirements. Centralise communications to keep everyone informed with relevant compliance procedures.
- Monitor and review: Continuously evaluate FM compliance and identify areas for improvement.
- Collaborate with suppliers: Develop strong relationships with suppliers and ensure they adhere to Service Level Agreements (SLAs) and industry standards.
- Implement a risk management plan: Identify potential risks and develop mitigation strategies.
By following these steps, healthcare facilities can improve their compliance performance, ensuring a safe environment while protecting their reputation and avoiding legal repercussions.
