Top features to look for in hospital facilities management software

Managing hospital facilities is a complex task that requires precision, compliance, and efficiency. From maintaining critical equipment to ensuring patient safety and regulatory adherence, healthcare organisations need robust tools to streamline operations. This is where hospital facilities management software comes in, offering a centralised platform to manage assets, maintenance schedules, and compliance requirements.

In this blog, we’ll explore the top features to look for in hospital facilities management software, why they matter, and how they can transform healthcare operations.

Table of contents:

• Why hospital facilities management software matters
• Top features to look for
  • Asset and equipment tracking
  • Preventive and predictive maintenance
  • Compliance and regulatory management
  • Space and occupancy planning
  • Energy and sustainability monitoring
  • Mobile accessibility
  • Integration with other hospital systems
• Benefits of implementing these features
• Conclusion and next steps
• FAQs

Why hospital facilities management software matters

Hospitals operate in a high-stakes environment where downtime or inefficiency can directly impact patient outcomes. Facilities management software ensures:

• Operational efficiency, by automating maintenance and asset tracking.
• Regulatory compliance, with healthcare standards and safety protocols.
• Cost control, through predictive maintenance and energy optimisation.

As Sajid Bokhari, MRI Software’s healthcare solutions expert, explains:

Hospitals need more than just maintenance tools, they need integrated platforms that support compliance, sustainability, and patient safety.

Top features to look for

1. Asset and equipment tracking

Hospitals manage thousands of assets, from MRI machines and ventilators to HVAC systems and surgical tools. Losing track of these assets can lead to delays in patient care and unnecessary costs. A robust facilities management system should offer:

• Real-time asset location and status, so staff can quickly locate critical equipment.
• Lifecycle management, to monitor usage, depreciation, and replacement schedules.
• Barcode or RFID integration, enabling fast identification and reducing manual errors.

Why it matters:
Efficient asset tracking minimises downtime, prevents equipment shortages, and ensures compliance with maintenance standards. For example, if a ventilator is due for servicing, the system can flag it before it becomes a risk to patient safety.

2. Preventive and predictive maintenance

Reactive maintenance often leads to costly repairs and operational disruptions. Instead, hospitals should adopt preventive and predictive maintenance strategies supported by software that:

• Automates maintenance schedules, ensuring equipment is serviced regularly.
• Uses predictive analytics, to anticipate failures based on historical data and usage patterns.
• Manages work orders, allowing technicians to respond quickly and efficiently.

As Sajid Bokhari notes:

Predictive maintenance is a game-changer for healthcare facilities, it minimises risk and maximises uptime.

Why it matters:
Predictive maintenance reduces unexpected breakdowns, extends equipment life, and saves money. For instance, identifying early signs of wear in an MRI machine can prevent costly downtime during peak patient demand.

3. Compliance and regulatory management

Healthcare facilities must comply with strict regulations such as Joint Commission standards, ISO certifications, and local health codes. Non-compliance can result in fines, reputational damage, and even patient harm. Your software should:

• Track compliance tasks and deadlines, ensuring nothing is missed.
• Generate audit-ready reports, simplifying inspections and certifications.
• Provide alerts for upcoming inspections, so teams can prepare in advance.

Why it matters:
Compliance management protects patients, staff, and the organisation. Automated tracking reduces human error and ensures hospitals meet all regulatory requirements without scrambling at the last minute.

4. Space and occupancy planning

Hospitals face constant pressure to optimise space for patient care, especially during emergencies or seasonal surges. Facilities management software should include:

• Interactive floor plans, for easy visualisation of space usage.
• Occupancy analytics, to monitor bed availability and operating room utilisation.
• Scenario planning, for expansions, renovations, or emergency preparedness.

Why it matters:
Efficient space planning improves patient flow, reduces overcrowding, and supports strategic decisions about future growth.

5. Energy and sustainability monitoring

Energy costs are significant in healthcare, and sustainability is increasingly important. Look for software that:

• Monitors energy consumption, across HVAC, lighting, and medical equipment.
• Tracks sustainability metrics, such as carbon footprint and water usage.
• Suggests cost-saving measures, like optimising heating and cooling systems.

Why it matters:
Reducing energy waste lowers operational costs and supports environmental goals. Hospitals can reinvest savings into patient care and innovation.

6. Mobile accessibility

Facilities teams are always on the move, and mobile access is essential. A mobile-friendly platform should:

• Enable access to work orders and asset data on-site, reducing delays.
• Provide real-time updates, so teams can respond quickly to urgent issues.
• Support photo uploads and digital signatures, for faster documentation.

Why it matters:
Mobile accessibility improves response times, enhances communication, and ensures maintenance tasks are completed efficiently.

7. Integration with other hospital systems

Your facilities management software should integrate seamlessly with:

• Electronic Health Records (EHR), to align maintenance with patient safety.
• Building Management Systems (BMS), for HVAC and lighting control.
• Financial systems, for budgeting and cost tracking.

Why it matters:
Integration eliminates data silos, improves decision-making, and creates a unified view of hospital operations.

Benefits of implementing these features

By adopting software with these capabilities, hospitals can:

• Reduce operational costs.
• Improve compliance and safety.
• Enhance patient experience through efficient facility management.
• Support sustainability and long-term planning.

Conclusion and next steps

Choosing the right hospital facilities management software is critical for operational success. Look for solutions that combine asset tracking, predictive maintenance, compliance tools, and integration capabilities.

Ready to optimise your hospital facilities?

Learn more about MRI Software’s healthcare solutions and discover how we can help you achieve efficiency and compliance, or call our team on 1300 657 700 to get started.