Care settings: on record, not just done

What usually happens

• Periodic inspections (hot water, HVAC, fire systems) live in binders and calendars that only one person controls.
• Care staff notice the fault but have no convenient way to report it, so it gets mentioned at shift handover, or not at all.
• When an inspection comes, the outside contractor's paperwork is there and the in-house maintenance records are not.
• Adjustable beds, patient hoists and mobility aids are repaired without leaving a trace.
• The night shift finds the hot water lukewarm and nobody remembers when the boiler was last serviced.

How it works with onCMMS

• Scheduled preventive maintenance per installation, with the order generated automatically and its lead time configured.
• Mandatory checklists on sensitive inspections: until every required item is done, the order cannot be completed.
• Staff report by QR code without an account: the nurse who sees the leak reports it in thirty seconds, with a photo.
• A signed PDF report for every intervention: that is what you show the inspector.
• History per asset: the boiler, each elevator and each bed with everything that has been done to it.
• Outside contractors receive their orders as a PDF by email and their visits sit in the same history as your own work.

Example setup: an 80-bed care home

One site, locations per floor plus kitchen, laundry, plant room and grounds. Assets: two boilers and the hot water system, the HVAC units, two elevators, the kitchen cold rooms and dishwasher, the laundry machines, the generator, the fire alarm and extinguishers, the nurse call system, and the beds and hoists as individual assets. One maintenance technician, a facilities manager who supervises, and contractors for elevators, fire systems and hoist inspections.

1. The facilities manager sets up the plans: weekly hot water temperature check with a mandatory checklist, monthly fire alarm test, quarterly HVAC filters, yearly boiler service, six-monthly hoist inspection sent to the contractor.
2. QR labels go on every bed, hoist and wet room. A care assistant reports a stiff bed control with a photo; the technician has it fixed before the next shift, and the bed's history says so.
3. The weekly hot water check cannot be closed until every outlet temperature is entered. The readings sit on the asset as meter readings, with a chart.
4. When the hoist inspection is due, the order goes to the contractor as a PDF. Their certificate is attached to the order when it is closed.
5. On inspection day, the manager filters work orders by asset and date range and exports the CSV. Every check is there, with who did it, when, and the signature.

Typical assets and installations

Boilers and domestic hot water, HVAC, elevators and stair lifts, commercial kitchen and cold rooms, laundry, generators and UPS, fire systems, adjustable beds, patient hoists and transfer aids, nurse call systems, medical gas outlets (as installations, not as regulated devices).

Screenshots show the current interface, which is in Spanish. An English interface is on the roadmap; read where it stands.

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