That’s great! You’re well on your way to making your asset management process much more efficient and data-informed.
But here’s the thing. While implementing any software can be an intense process, the post-implementation period is an adjustment too. We know this firsthand from working with many health systems as a Nuvolo Premier Partner.
The post-implementation process is critical. It’s a continuous period during which you’ll make sure you’re using the software to its full capabilities–so that your organization runs as efficiently as possible.
Below are five things we recommend all organizations do after implementing Nuvolo to get the most out of the tool.
#1: Conduct Regular Assessments of Your Inventory
This is one of the most critical actions you can take to ensure you’re using your Nuvolo software to the fullest. Manually run consistent Quality Assurance (QA) checks on your asset inventory.
It’s very easy for asset inventory data to get dirty via duplication of records. Avoid this at all costs. Duplicate asset records will cost you precious time and money. They introduce inefficiencies, increase the risk of errors, and open up your organization to cybersecurity threats.
For example, multiple records for the same infusion pumps, patient monitors, defibrillators, etc. can result in the following:
- Inaccurate asset counts, which can lead to overstocking, unnecessary purchases, or not having an asset in stock.
- Wasted staff time when teams have to search for equipment, especially during urgent situations.
- Confusion about maintenance history, which can lead to assets being overlooked for scheduled maintenance tasks.
- Unreliable reporting, as duplicate records make it difficult to generate accurate reports on utilization, maintenance history, or equipment lifecycle.
According to AHIMA, duplicate records alone have been found to cost healthcare organizations up to $40 million because of data cleansing and malpractice litigation.
Additionally, unclean asset inventory data can muddy your KPIs, rendering it harder for departments to make data-driven decisions.
Nuvolo Software Action Items
- Do regular check-ins on your dashboards. Ensure they are correct and that they provide the output and KPIs you need.
- Make sure your management team is asking: “Am I getting all of the KPIs I anticipated getting? Do I need to look at this data on a daily or weekly basis?”
- Keep this in mind: as you mature with your Nuvolo software, you’ll most likely be generating at least two new reports every month for the first 12 months.
#2: Audit Your Checklists for Scheduled Maintenances
After implementing Nuvolo, you might notice that your scheduled maintenance oversight isn’t as accurate as you’d like.
That’s common. It just means that your process needs to be adapted for the tool. This might mean implementing new checklists, for example.
It’s important to take swift action to update your scheduled maintenance oversight so that all assets perform optimally, especially during critical moments with patients.
- Collaborate with your team to assess your current process around scheduled maintenance. Ask: “Are our processes still fit for purpose in the new tool?”
- Check your current checklists or inspections. Are they being executed and managed correctly?
- Audit your current process around adding new inventory/assets. This is a big area where problems can arise. Ensure that you collect all of the right information about every new asset. For example, rather than simply noting that you now have seven infusion pumps instead of five, you must collect MAC addresses and other crucial information, and categorize the new assets correctly. When you do this, the system will automatically assign them to scheduled maintenance groups. If this isn’t done correctly, the new assets won’t be added and could then malfunction during a critical moment.
#3: Monitor Your Workflows and Look For Improvements
Getting the most out of your Nuvolo software requires ongoing check-ins and maintenance on your workflows.
For example, Nuvolo's Facility Maintenance greatly enhances work order management, streamlining the entire process from creation to reporting and analytics.. But implementing the service may highlight certain areas in your process that need to be improved.
Addressing these areas of opportunity will help you use Nuvolo’s facilities-related workflows so that you see optimal results, such as improved response times, better asset reliability, reduced downtime, and enhanced overall facility management efficiency
Additionally, regular check-ins will help your teams and departments adapt quickly to workflows as they evolve due to staffing, technology, or organizational changes.
- On a monthly basis, schedule time to look at your workflows. Ask your teams and departments how they’re adjusting to the tool and if there’s any part of their process that needs to be included in the workflow.
- Identify areas that can be automated and free of human error. Update your workflows accordingly.
#4: Monitor Your Location Management
This tip is related to scheduled maintenance. Make sure that all of your locations–departments, sites, campus, and regions–are maintained in an efficient, organized way. Why is location management so crucial?
Because it has a direct impact on scheduled maintenance. If a location is ever overlooked, it has dire consequences for both your patients and your organization.
- Group your assets by their location and conduct scheduled maintenance accordingly. For example, use your Nuvolo software to dictate that all assets on the 2nd floor of Wing Z will undergo maintenance. If your assets are grouped by type, there’s a greater chance that an asset will not be automatically scheduled for maintenance. Location management is critical.
#5: Collect User Experience Feedback of the Nuvolo Software From Your Departments
After you go live with Nuvolo, make sure you get user experience feedback from all of your teams, departments, and their staff.
It’s common for health systems to engage their staff, such as healthcare technicians, in using the portal. But you also need feedback from other healthcare users, such as doctors and nurses.
You probably collected feedback from some staff during the implementation process. But post-implementation, put it out to a larger audience. The goal is to get constant feedback so that you can optimize the tool for efficiency.
- Ask all teams and departments to give you feedback on the following:
- What’s your experience of using the portal?
- Is it intuitive?
- Is it easy to log a work order?
- When it comes to reporting and dashboarding, does the tool provide the KPIs you need? Are you missing any data?
Long-Term Nuvolo Software Success
To sum up, long-term success with your Nuvolo tool requires a comprehensive maintenance plan with at least the five actions listed above.
For optimal success, we recommend assigning someone in your organization as the System Administrator.
Don’t have a staff member in-house who has the time or knowledge to own the Nuvolo tool?
That’s where Healthcare IT Leaders can help. We can provide that System Administrator service, build your roadmap, and maintain your environment moving forward.
Martin Coleman is Healthcare IT Leaders' Executive Director, Nuvolo & ServiceNow Practice. He is a former Senior Director, Global Strategic Alliances at Nuvolo with 15+ years of experience in Professional and Managed Services.