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A publication from
Health Care
Facility Managers
Health Care
Facility Managers
How to maximize vendor relationships to reach goals
With a changing system, health care facilities play a larger
role than ever in the overall success of their institutions.
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Is This Guide For me?
Over the past decade, we have seen the role of the facility manager change across multiple
industries, but none so much as in health care. The facility managers working in hospitals,
assisted living facilities and other health care venues who partner with Brenneco Fire
Protection are playing more critical roles and are fulfilling more demanding responsibilities
than they were just a few years ago.
“Health Care Facility Managers: How to maximize vendor relationships to reach goals”offers
our perspective on the crucial partnerships between facility managers and the outside service
providers they hire.
On our website, you can find answers to many more questions from the Brenneco Fire
Protection team. Better yet, contact us at 1-866-967-0017 or through brennecofp.com so we
can start helping you achieve your goals today.
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Contents
A New Era of Health Care Facilities Management ........................................... 4
Quality and Performance Goals for Facility Managers ................................... 6	
8 Search Tactics to Find a Trusted Vendor .......................................................... 8		
Use Your Vendors to Help You Reach Goals ..................................................... 10		
Fire Protection Services ............................................................................ 10		
Electrical ........................................................................................................ 12	
Plumbing ....................................................................................................... 13
HVAC ............................................................................................................... 14
Landscaping ................................................................................................. 15
Commercial Insurance .............................................................................. 16
Temp Labor Provider ................................................................................. 17
Suppliers ........................................................................................................ 18
5 Best Practices for Ongoing Evaluation .......................................................... 19
When to Look for a New Vendor ......................................................................... 20
Bottom Line for Health Care Facility Managers ............................................. 22
Get in Touch ............................................................................................................... 23
Download the Checklist
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Reform of the health care system has resulted in an emphasis on facilities and the pressure to
balance resources like never before.
Under health care reform laws, 16 million eligible Medicaid participants will be insured by
2019 when the Patient Protection and Affordable Care Act (PPACA) extends its coverage to
all individuals whose income is less than 133 percent of the federal poverty line. That means
increased pressure on institutions to hold down costs while serving new constituents with
greater accountability for results and patient satisfaction.
In any health care setting, the facility managers are the behind-the-scenes hands that allow
the facility to conduct its mission. Typically, these are the people who prefer to work out of the
spotlight but are vital to the overall success of the institution. They must manage varied
aspects of the buildings and grounds, from lawn mowing to construction, and stay on budget
while minimizing disruptions that could endanger the public or damage a good reputation.
As the health care market evolves, the philosophy of facility management must change
with it. The health care industry is moving from a“pay for procedure”model to a“pay for
performance”one with more emphasis on value of care opposed to volume of care. On the
medical professional side, this means doctors are being asked to delegate more routine
procedures to others while they focus on care management. Across the board, compensation
for completing a task is being replaced by compensation for accomplishing a goal.
In this new era of care, hospital executives rely
more heavily on their physical plant operations
to help improve overall quality and reduce costs.
Facility managers are being asked to do more
with less, and at the same time become much
more integrated into the patient experience.
The facility can no longer be considered an
afterthought or stay wholly out of the spotlight.
To accomplish their heightened mission, health care facility managers have essentially three
resources: people, time and money. Pulling too hard on any one of these levers can throw the
others out of balance. Facilities experts who are doing things right know that to get the most
out of their resources, close-knit relationships with trusted vendors in the building trades
are required.
Facility managers are being
asked to do more with less,
and at the same time become
much more integrated into
the patient experience.
A New Era of Health Care
Facilities Management
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While it is always tempting to let the lowest bid guide your decision to partner with an outside
vendor, rarely does a cheap rate yield the best results. Instead, a long-term relationship with
mutually beneficial arrangements based on clear communications delivers the greatest value.
As the industry changes, health care facilities are pushing to maintain compliance standards
while doing more with less. Because of this, facilities need to minimize extraneous preventive
maintenance procedures. Overall, health care facilities should be run like businesses, with
decisions made after gathering appropriate data and assigning costs based on clinical impact.
This guide, produced and provided by Brenneco Fire Protection, highlights some of the key
vendor relationships health care facility managers rely on to meet their goals. It’s designed
to aid communications between facility managers and their trusted trade partners to ensure
success in the new world of health care.
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Quality and Performance
Goals for Facility Managers
In the good old days, the only time anyone considered the support infrastructure was when a
pipe burst, the lights went out or the air conditioner was on the fritz. That’s no longer the case.
In the new health care environment, the facilities team must now be one of the patient touch
points and part of the customer service team, even when nothing appears to be“broken.”
Compliance with accreditation standards from the Centers for Medicaid and Medicare
Services (CMS) and state Departments of Health (DOH) regulations is nothing new.
Compliance, however, is becoming more and more important.
With restrictions on hospital reimbursements based on readmission rates, rates of health care-
associated infection (HAI) — the infections that patients acquire in the course of receiving
treatment —and Hospital Consumer Assessment of Healthcare Providers and Systems
(HCAHPS) scores, facilities play a key role in meeting these requirements.
By ensuring that the physical environment of
care has a positive impact on patient outcomes
and satisfaction, the cost of health care
should be reduced through lower infection
rates, higher staff retention, higher patient
satisfaction, energy savings and other efficiency
improvements.
For example, HVAC systems play a large role in patient outcomes. Healthcare-acquired
infection results in 90,000 deaths per year at a price tag of $4.5 billion to hospitals, noted
Robert Scheir, Ph.D., president of the American Society of Heating, Refrigerating, and Air-
Conditioning Engineers (ASHRAE).“Airborne transmission of diseases through HVAC systems is
actually much more prevalent than previously thought and proper control is critical,”Scheir
said in an ASHRAE report.
To the facility manager and health care professional, reliable power distribution, lighting and
communication networks are vital services in the successful treatment of every patient under
care. They are not only factors affecting a person’s comfort and experience, but they are also
necessary to facilitate medical care. You can have the greatest medical staff in the world,
but without access to energy, water and other facility-related resources, they can’t perform.
Hospitals and many other facilities operate 24/7, so any interruptions in service have to
be minimized.
Communicating expectations
to vendors and holding them
accountable can help facility
managers meet goals.
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The connection to the patient, the amount of risk carried within the infrastructure and the
quality of support services delivered are now top priorities for an institution’s leadership.
Health care facility managers must align their operations with this new reality. Of course, the
goal of keeping a facility operational is always there. However, a new approach that aligns the
facilities team with institutional-level goals of delivering high-performance results can lead to
meaningful change.
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8 Search Tactics to
Find a Trusted Vendor
Because health care services are so critical, many health care facilities prefer to develop
trusted partnerships with their vendors opposed to keeping them at arm’s length.
Communicating expectations to vendors and holding them accountable can help facility
managers meet goals such as increasing energy and resource efficiency, and reducing
environmental impacts.
Beyond the basics of any good vendor relationship, contractors in a health care setting must
meet a higher standard of competence. Understanding patient confidentiality, security issues,
even infection and contamination issues, are all part of the environment in which contractors
must be comfortable. Following are eight ways to help you find an outside service provider.
1	 In selecting contractors, start with the basics: Check licenses, credentials,
insurance certificates and any special certifications required for specialty
disciplines.
2	 Use search engines to see reviews or complaints that may be circulating. Check
references and ask to see references from similar types and sizes of facilities.
After all, installing a chair in a dentist’s office is not comparable to building a new
emergency department.
3	 Call managers at other facilities that may not be on the references list for
independent verification.
4	 Check with state licensing boards to see if any complaints have been filed
against a contractor.
5	 Work with a contractor to develop a set of approved products for common
items. Doing so can help you specify products that align with your institution’s
standards. For instance, cleaning products or paints should meet the institution’s
standards for VOC content.
6	 During your search, communicate the institution’s policies on things such as
access to the facility and shutdowns. Make sure the candidate would be on
board with such policies. For example, some facilities require an escort for
any contractor, while others provide trusted contractors with access cards.
Some facilities specify that a certain amount of notice be given before closing
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a department or shutting down equipment for inspection or repair. Put
these policies in writing and make sure the vendors will be responsible for
disseminating the information to all employees who will be working at
the facility.
7	 Share your goals and expectations with the potential vendor. If you’re trying to
cut energy costs or meet a performance standard, let the electrical vendor know
that. Ask for their input and ideas. They may know of efficient-lighting incentive
programs from utilities, for example.
8	 If you’re facing budgetary pressure, discuss how you can meet those goals. If
you’re trying to keep the landscaping budget at last year’s level, say that upfront.
There may be tradeoffs in scheduling work or low-maintenance plants that could
allow a facility to save money with no apparent loss of service.
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Over the next few pages, you will find an overview of the some of the most frequently used
vendors working in health care facilities. Maximizing your relationships with these service
providers can help you — the facility manager — ensure your facility operates in compliance
with applicable codes and standards, and reaches closer to the“pay for performance”model.
Fire Protection Services
Fire protection services companies install, maintain and inspect fire protection systems.
They conduct tests of the system on a regular basis and provide reports to facility managers
regarding performance and any maintenance needs. They may also offer ancillary services
such as fire extinguisher inspections and maintenance, and kitchen fire systems inspections
and maintenance.
Fire protection services companies provide detailed reports of inspections that are required
by state and accreditation inspectors and commercial insurance providers.
How They Add Value
A failing fire protection system represents a clear and present danger to the occupants of any
facility, including patients, staff and others who may be on the premises. A properly installed
and operating fire protection system is essential for accreditation and insurance, as well as the
safety of building occupants.
A fire protection partner can ensure the system is
operating properly and provide documentation of
that fact.“The biggest concern is that the facility
has all its paperwork in order, so they don’t get
fined or shut down,”says Eric Flora, president of
Brenneco Fire Protection in Central Indiana.
A fire protection service can provide the monthly, annual and five-year inspections required
by codes and commercial insurance providers. A trusted advisor in this field will also work
with you to finance services, schedule services around you and accommodate your specific
reporting and safety requirements.
Use Your Vendors to
Help You Reach Goals
A trusted advisor in this
field will also work with you
to finance services.
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Keys to Finding a Partner
Check that the potential vendor has the necessary credentials and certifications to provide in-
spections and documentation. Also check that the vendor has previous experience in facilities
such as yours.
Find out if the contractor you’re talking to has a system to keep its clients up to date on any
changes in local, state or national building codes for your type of facility. (They should have
a process.)
“Building codes change on a regular basis. We keep facility managers informed so they can
make decisions based on what makes the most sense for them,”Flora says.“We try to be a
trusted partner with our clients and always give them our honest opinion.”
For fire protection service candidates, be sure the fire system inspection process is based on
checklists that follow the applicable National Fire Protection Association 25 code and NFPA
101 Life Safety code. Ask about inspection scheduling procedures so that service technicians
do not show up unannounced.
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Electrical
Electrical contractors install and maintain power and data service for a facility. This includes
alarm and communication systems as well as back-up power and communications. They will
communicate with other trades such as HVAC and fire protection.
How They Add Value
An electrical contractor can help with energy-efficiency upgrades, keep up with new
equipment installations, and carry out work on construction and renovation projects. A
qualified contractor can also help ensure a new or renovated facility meets building codes
and can open as scheduled.
It’s critical that designated treatment spaces meet requirements for hospital-grade wiring,
such as redundant grounding and hospital-grade switches and outlets, according to Chris
Voglund, owner of Artisan Electric in Indiana. Voglund offers a no-nonsense perspective on
hiring an electrical contractor.
“You want to make sure that the patients in those spaces are going to be as safe as possible,”
he says. “The bottom line is that hospital facilities cost a lot and if you want to get them
open on time and start seeing patients to pay for the investment, you need to not use low-
bid contractors.”
Even in cases of equipment installation, it’s important to communicate with the contractor to
ensure proper power and data connections are set up for the new gear, Voglund adds.
Keys to Finding a Partner
An electrical contractor must be familiar with sections of the National Electrical Code that
are specific to health care facilities. Even an experienced residential contractor may not be
familiar with the specific requirements for health care facilities.
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Plumbing
Plumbing contractors install, repair and maintain water supply, waste systems and related
systems for oxygen and other medical gases. Typical plumbing concerns for all facilities
include repairing toilets, sinks and showers; maintaining piping systems throughout the
facility; keeping drain systems and wastewater lines open and operating properly; and
installing sprinkler systems, heads, valves and other fire-safety equipment. A plumbing
contractor can also keep up with regulatory requirements, such as updates to the Americans
with Disabilities Act (ADA).
Plumbing systems must also handle steam, water and medical gas systems for health care
facilities’central processing departments to clean and sterilize equipment.
How They Add Value
Plumbing contractors can help you meet goals
such as water conservation and infection
control. For instance, a plumbing contractor may
recommend that a facility replace older fixtures.
Newer designs can use 50 percent less water over
older fixtures. Also, newer designs tend to reduce
spilling and splashing for improved patient and
staff safety.
A plumbing contractor can provide services and recommendations to reduce spread
of infection. For instance, hospital plumbing systems have been linked to the spread of
Legionnaires’disease, a severe form of pneumonia transmitted by bacteria known to live
and grow in domestic water systems. A plumbing contractor can take steps to greatly
reduce growth of the bacteria in such systems.
Keys to Finding a Partner
“Whether you’re dealing with a complicated one-year job or a routine two-week one, always
expect a detailed plan and project checklist for each project and customer,”says Jay Maddox,
of Maddox Industrial Contractors in Indianapolis.
Ensure that a plumbing vendor has experience meeting code requirements for hospital-
grade piping and equipment. Also, the contractor must be able to provide regular preventive
inspections and provide predictive maintenance techniques such as pump vibration analysis
to schedule repairs rather than take equipment out of service in a failure situation.
A plumbing contractor
can provide services and
recommendations to reduce
spread of infection.
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HVAC
The heating, ventilating and air-conditioning (HVAC) system of a building supplies and
removes air naturally and mechanically to and from a space. HVAC systems consist of
mechanical parts that provide air to building occupants at a comfortable temperature and
humidity that is free of harmful concentrations of air pollutants.
Of all the trades involved in health care facilities, HVAC arguably has the greatest direct
impact on the well-being of a building’s occupants. Poor indoor air quality can impact people,
processes and productivity, and can contribute to employee absenteeism. Research shows
that improving air quality can help reduce the amount of airborne pathogens and increase
overall health and safety.
“One of the things we do in hospital construction is to create negative air pressure in certain
areas and run air through a HEPA filter system,”says Todd Black, vice president with Ideal
Heating & Air in Indiana.
By creating negative pressure in so-called“isolation rooms,”air flows from less contaminated
to more contaminated areas, thus reducing the spread of potentially harmful pathogens
to more sensitive areas such as surgical areas. HEPA filters not only reduce unwanted air
pollutants, but they also meet high standards of energy efficiency compared to other types of
filters.
How They Add Value
Better air quality leads to better overall health, thus reducing health care costs. Also, as the
largest consumers of energy, HVAC systems provide the best opportunity for a reduction in
operational cost as well as the highest return on investment.
As with other service providers who must carry out their work alongside health care staff and
patients, finding an HVAC company interested in accommodating your institution’s schedule
and people adds value to the overall quality of the patient experience.
“In a medical office building, we’ll work nights to lessen the impact on patients and staff,
but in a hospital we have to work during the day when the patients are awake,”Black said.
“Contractors have to be very sensitive to the needs of the facility.”
Keys to Finding a Partner
Ensure that your HVAC contractor is well versed in the requirements for hospital-grade
construction and has experience with similar facilities.
“In the health care business, relationships are everything,”Black says.“That’s why we make
sure we do a good quality job.”
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Landscaping
Landscape contractors have a significant impact on the patient experience at a hospital
by providing a comforting environment to patients and visitors. They typically install and
maintain vegetation in and around a facility and may also install and maintain irrigation
systems and perform other housekeeping duties. Services may include pruning, fertilization,
lawn care, integrated pest management and maintenance programs. Some companies
specialize in interior or exterior landscaping and maintenance.
How They Add Value
A landscaping contractor can improve sustainability and reduce resource use through plant
choices and irrigation techniques. For instance, a landscaping contractor helped St. Mary’s
Duluth (Minn.) Clinic cut water usage by 52 percent by creating a landscape that does not
require irrigation.
A qualified landscaping contractor can design plantings and irrigation systems that
contribute points to a LEED-certified project. A landscaping contractor can develop a land use
plan to meet government requirements for plantings to mitigate the effects of construction
and meet wetlands regulations.
Landscape contractors can ensure they use chemicals that are not harmful to patients and
staff. They can also provide snow removal and other seasonal services to curb accidents and
inconveniences.
Spaces for patients to experience nature in a comfortable setting, such as a therapeutic
garden, can positively impact patient outcomes as well as the overall experience with the
institution.
Keys to Finding a Partner
Look for a partner who has experience working in a sensitive environment such as a hospital
and check for current licenses for handling chemicals.
Noise from landscaping machinery and
activities can be disruptive to patients
and staff. When considering a landscaping
partner, talk to them about how they
would reduce such noise pollution for
your facility.
Choose a partner who understands that landscaping plays a significant role in the institution’s
public image.
Landscape contractors can
ensure they use chemicals that are
not harmful to patients and staff.
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Commercial Insurance
Commercial insurance agents provide commercial insurance coverage for property loss
and liability insurance. They will assess a facility’s risk, provide coverage based on an annual
premium and offer risk management consulting services.
How They Add Value
Commercial insurance agents can protect your facility against loss and provide the funds to
repair or rebuild. In addition, they can provide risk management programs that will reduce
premiums and lower the risk of loss.
Documentation of an active risk management program can result in lower premiums. The
program can help quantify the return on investment of risk management. For instance, does
the cost of a five-year fire system inspection result in a premium reduction sufficient to justify
the cost?
“From the inspection standpoint, you and your
insurance representative need to be sure you’re
on the same page when it comes to how often
and what types of inspections you are carrying
out,”says Brad Chesterman of Heiny Insurance
Agency (MBAH Monticello) in Indiana.
“This will help you make sure you take full advantage of available discounts offered for having
a full sprinkler system.”
Keys to Finding a Partner
Work with a partner to ensure that all coverages can be obtained, especially those unique to
your facility. For instance, a hospital may require communicable disease and decontamination
coverage in addition to general business liability coverage.
Communication with your insurance carrier is essential. For example, occupancy and use
changes need to be communicated with the insurance company to adjust risk and make sure
that any changes in fire protection or other risks are addressed.
Documentation of an active
risk management program can
result in lower premiums.
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Temp Labor Provider
Temporary labor providers source staff for a variety of services, usually custodial and
maintenance activities. This arrangement allows facilities to reduce staffing costs while still
delivering required services. The provider handles all personnel issues such as payroll, time
keeping, labor relations and benefits. A labor provider can more easily ramp up staff for
seasonal requirements or special projects, says Danny Little with the Tradesman International
Inc. office in Lafayette, Ind.
“We help organizations by determining their basic core staffing level where they are the most
profitable,”Little says.“When they have peaks in their business, they can turn to us and we
augment their work crew for the duration of when they need the extra help.”
How They Add Value
Using temporary or outsourced labor can reduce overhead costs and often results in
improved performance. An outsourced provider can be held to high performance standards.
In fact, studies of in-house vs. outsourced custodial services show a significantly higher level
of productivity.
A temporary labor supplier provides HR services so
that the facility does not have to screen resumes
and conduct interviews. For instance, Manpower
offers background checks and drug screenings
based on client requirements, says Dorrie Luck,
manager of the Lafayette, Ind., Manpower office.
Keys to Finding a Partner
Work with a provider who offers a stable workforce that can become a trusted presence at
the facility. Ask about quality-control programs and human resources programs to ensure
temporary employees have a mechanism to handle employment and performance issues.
Institutions can tap temporary labor for short-term or long-term assignments and can offer
temp-to-permanent arrangements. Keep this in mind when choosing a partner.
“We believe the cultural fit is equally as important as the skill set itself,”Little says. Start
a relationship with a partner by outlining your needs and help them understand your
organization’s culture.
Studies of in-house vs.
outsourced custodial services
show a significantly higher
level of productivity.
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Suppliers
An industrial supply house ensures that your internal workforce and outside contractors
have ready access to fairly priced products and services that meet your requirements.
Health care facilities often need goods such as plumbing and electrical fixtures that meet
specific standards for use in a health care setting. A supply house worth partnering with will
understand those requirements and respond accordingly.
How They Add Value
A responsive supply company will help meet deadlines and budgets for construction, repairs
and maintenance. Any missed deadline can result in disruption of service to patients and a
delay in reimbursements, so be sure your supply is adding value and not the other
way around.
Your supply house can also source products that make your partners more valuable. Custodial
temp workers using cleaning products from your supplier that are green or nontoxic can
improve indoor air quality and patient comfort, for example.
Keys to Finding a Partner
Before you begin a relationship with a supply house, be sure they have products that meet
code requirements for your facility. Also check online ordering and payment systems and
other services that could reduce overhead costs and improve responsiveness.
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While you should be able to trust your vendor partners, being complacent about their
performance will not help you reach your goals as a facility manger. Following are ways to
evaluate your current or new vendors:
1	 Communication is the key to a long-term successful relationship with a vendor.
Share performance expectations up front so that everyone works toward the
common goal.
2	 Develop key performance indicators (KPI) and share appropriate performance
information with the vendor. KPIs remove subjectivity from the equation and
allow managers to concentrate on common goals for the institution. A KPI
should drive change and improve outcomes.
3	 KPIs can drive cost/benefit decisions for a variety of activities. For example, if you
inspect a noncritical system every six months but only experience failure every
four years, those noncritical checks might be reduced. A trusted partner
can help analyze your return on investment for preventive maintenance and
other activities.
4	 Develop open lines of communication with preferred vendors. Relationships
will vary based on the type of vendor. For instance, a fire protection services
vendor provides regular inspections and documentation. On the other hand, an
electrical contractor may be called in only when needed. That may be more of a
transactional relationship with clear goals based on the project.
5	 For ongoing relationships, develop mutually agreeable contracts. Depending on
the trade, that might be monthly or annually. Of course, if policies, procedures or
expectations change in the meantime, communicate those as soon as possible.
5 Best Practices for
Ongoing Evaluation
Page 20
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When to Look for
A New Vendor
Unfortunately, there comes a time when it might be in everyone’s best interest to modify or
end a vendor relationship. If it’s been a long-term relationship, it may be difficult to overlook
personal connections to concentrate on performance. But with the daily pressures facing
health care facility managers, there’s little time to waste in ensuring high performance from
vendors.
“It’s easy to call on the same guy that you and your company have been using for years,”said
Jay Maddox of Maddox Industrial Contractors.“He needs to keep your trust and business by
performing like a modern industrial contractor, not like a dinosaur.”
When reviewing contractor performance, talk
with internal staff members to get their input. Try
to be as fact-based as possible to deliver a useful
message. The senior management of the contractor
may not be aware of problems and can salvage the
relationship with some data-driven, constructive
feedback.
Fundamental performance problems should be dealt with immediately. Chris Voglund of
Artisan Electric recalls when a contractor that was the low bidder on a health care facility was
hired by a health care facility despite a lack of experience dealing with hospital-grade wiring
and fixtures. The building inspector found a problem and halted the project until the wiring
was brought up to code. Artisan Electric, which provided a higher bid for the initial contract,
was called in to basically start the project over.
“You want to use people who have worked on these kinds of facilities before; if you work with
a contractor who’s not familiar with the medical field, it can end up costing everybody a lot of
money,”Voglund says.
Other red flags may be subtle but can indicate a lack of interest or management oversight
in maintaining the relationship. For instance, if a vendor continually sends different staff
members to service the facility, this may indicate a high turnover rate or lack of ability to
schedule appropriate staff for the job. It also requires training and education of the vendor’s
technician and decreases the institutional knowledge the vendor can develop.
Lack of communication is another red flag. If a vendor installs new equipment or changes
some procedure, it should be communicated with the in-house staff that will have to deal
with the situation on a day-to-day basis. Getting accurate as-built drawings is also critical for
the in-house team.
You want to use people
who have worked on these
kinds of facilities before.
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Create an environment in which it’s acceptable to ask questions before and during the
project. If the contractor doesn’t understand what’s required and continues down the wrong
path or stops working, there may be communication and trust issues.
A vendor should follow policy on visits and shutdowns. Inspections should be scheduled at
least several days in advance, so if a contractor shows up unannounced expecting to go to
work, that could be indicative of a problem.
Good communication can ensure that the facility and the contractor understand which
party is responsible for warranty issues. Some institutions may prefer to deal with minor
repairs with in-house staff rather than schedule a contractor visit. For warranty work by the
contractor, the in-house staff should identify items that require repair or additional work and
understand what the warranty terms are to ensure the facility does not pay additional costs.
Page 22
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The old days of simply keeping a facility up and running are long gone. Today, facilities play a
vital role in meeting an institution’s goals as the underlying structure of health care continues
to evolve.
Increasingly, successful facility managers will be able to directly support clinical care and
patient outcomes. Establishing and maintaining partnerships with trusted vendors can
directly impact the success or failure of a health care facility.
In a health care setting, the work is about more than doing a job. It’s about putting people
first. The facility must be an asset that lives up to that mission.
Download the Checklist
Communication is critical to any strong partnership. Our“Health Care Vendor
Communications Checklist”form can help you evaluate and retain valuable vendor
relationships to support the goals of your facility. Visit http://brennecofp.com/health-care-
fire-protection or download it here:
Bottom Line for Health
Care Facility Managers
Download the Checklist
Page 23
Reach a higher standard in fire protection.
Get in Touch
If you would like to learn how Brenneco Fire Protection can become a partner for you, contact
us at 1-866-967-0017 or send us an email.
Eric Flora, Owner
eric.flora@brennecofp.com
Wayne Flora, Service Manager
wayne.flora@brennecofp.com

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Health Care Facility Managers: How to maximize vendor relationships to reach goals

  • 1. A publication from Health Care Facility Managers Health Care Facility Managers How to maximize vendor relationships to reach goals With a changing system, health care facilities play a larger role than ever in the overall success of their institutions.
  • 2. Page 2 Reach a higher standard in fire protection. Is This Guide For me? Over the past decade, we have seen the role of the facility manager change across multiple industries, but none so much as in health care. The facility managers working in hospitals, assisted living facilities and other health care venues who partner with Brenneco Fire Protection are playing more critical roles and are fulfilling more demanding responsibilities than they were just a few years ago. “Health Care Facility Managers: How to maximize vendor relationships to reach goals”offers our perspective on the crucial partnerships between facility managers and the outside service providers they hire. On our website, you can find answers to many more questions from the Brenneco Fire Protection team. Better yet, contact us at 1-866-967-0017 or through brennecofp.com so we can start helping you achieve your goals today.
  • 3. Page 3 Reach a higher standard in fire protection. Contents A New Era of Health Care Facilities Management ........................................... 4 Quality and Performance Goals for Facility Managers ................................... 6 8 Search Tactics to Find a Trusted Vendor .......................................................... 8 Use Your Vendors to Help You Reach Goals ..................................................... 10 Fire Protection Services ............................................................................ 10 Electrical ........................................................................................................ 12 Plumbing ....................................................................................................... 13 HVAC ............................................................................................................... 14 Landscaping ................................................................................................. 15 Commercial Insurance .............................................................................. 16 Temp Labor Provider ................................................................................. 17 Suppliers ........................................................................................................ 18 5 Best Practices for Ongoing Evaluation .......................................................... 19 When to Look for a New Vendor ......................................................................... 20 Bottom Line for Health Care Facility Managers ............................................. 22 Get in Touch ............................................................................................................... 23 Download the Checklist
  • 4. Page 4 Reach a higher standard in fire protection. Reform of the health care system has resulted in an emphasis on facilities and the pressure to balance resources like never before. Under health care reform laws, 16 million eligible Medicaid participants will be insured by 2019 when the Patient Protection and Affordable Care Act (PPACA) extends its coverage to all individuals whose income is less than 133 percent of the federal poverty line. That means increased pressure on institutions to hold down costs while serving new constituents with greater accountability for results and patient satisfaction. In any health care setting, the facility managers are the behind-the-scenes hands that allow the facility to conduct its mission. Typically, these are the people who prefer to work out of the spotlight but are vital to the overall success of the institution. They must manage varied aspects of the buildings and grounds, from lawn mowing to construction, and stay on budget while minimizing disruptions that could endanger the public or damage a good reputation. As the health care market evolves, the philosophy of facility management must change with it. The health care industry is moving from a“pay for procedure”model to a“pay for performance”one with more emphasis on value of care opposed to volume of care. On the medical professional side, this means doctors are being asked to delegate more routine procedures to others while they focus on care management. Across the board, compensation for completing a task is being replaced by compensation for accomplishing a goal. In this new era of care, hospital executives rely more heavily on their physical plant operations to help improve overall quality and reduce costs. Facility managers are being asked to do more with less, and at the same time become much more integrated into the patient experience. The facility can no longer be considered an afterthought or stay wholly out of the spotlight. To accomplish their heightened mission, health care facility managers have essentially three resources: people, time and money. Pulling too hard on any one of these levers can throw the others out of balance. Facilities experts who are doing things right know that to get the most out of their resources, close-knit relationships with trusted vendors in the building trades are required. Facility managers are being asked to do more with less, and at the same time become much more integrated into the patient experience. A New Era of Health Care Facilities Management
  • 5. Page 5 Reach a higher standard in fire protection. While it is always tempting to let the lowest bid guide your decision to partner with an outside vendor, rarely does a cheap rate yield the best results. Instead, a long-term relationship with mutually beneficial arrangements based on clear communications delivers the greatest value. As the industry changes, health care facilities are pushing to maintain compliance standards while doing more with less. Because of this, facilities need to minimize extraneous preventive maintenance procedures. Overall, health care facilities should be run like businesses, with decisions made after gathering appropriate data and assigning costs based on clinical impact. This guide, produced and provided by Brenneco Fire Protection, highlights some of the key vendor relationships health care facility managers rely on to meet their goals. It’s designed to aid communications between facility managers and their trusted trade partners to ensure success in the new world of health care.
  • 6. Page 6 Reach a higher standard in fire protection. Quality and Performance Goals for Facility Managers In the good old days, the only time anyone considered the support infrastructure was when a pipe burst, the lights went out or the air conditioner was on the fritz. That’s no longer the case. In the new health care environment, the facilities team must now be one of the patient touch points and part of the customer service team, even when nothing appears to be“broken.” Compliance with accreditation standards from the Centers for Medicaid and Medicare Services (CMS) and state Departments of Health (DOH) regulations is nothing new. Compliance, however, is becoming more and more important. With restrictions on hospital reimbursements based on readmission rates, rates of health care- associated infection (HAI) — the infections that patients acquire in the course of receiving treatment —and Hospital Consumer Assessment of Healthcare Providers and Systems (HCAHPS) scores, facilities play a key role in meeting these requirements. By ensuring that the physical environment of care has a positive impact on patient outcomes and satisfaction, the cost of health care should be reduced through lower infection rates, higher staff retention, higher patient satisfaction, energy savings and other efficiency improvements. For example, HVAC systems play a large role in patient outcomes. Healthcare-acquired infection results in 90,000 deaths per year at a price tag of $4.5 billion to hospitals, noted Robert Scheir, Ph.D., president of the American Society of Heating, Refrigerating, and Air- Conditioning Engineers (ASHRAE).“Airborne transmission of diseases through HVAC systems is actually much more prevalent than previously thought and proper control is critical,”Scheir said in an ASHRAE report. To the facility manager and health care professional, reliable power distribution, lighting and communication networks are vital services in the successful treatment of every patient under care. They are not only factors affecting a person’s comfort and experience, but they are also necessary to facilitate medical care. You can have the greatest medical staff in the world, but without access to energy, water and other facility-related resources, they can’t perform. Hospitals and many other facilities operate 24/7, so any interruptions in service have to be minimized. Communicating expectations to vendors and holding them accountable can help facility managers meet goals.
  • 7. Page 7 Reach a higher standard in fire protection. The connection to the patient, the amount of risk carried within the infrastructure and the quality of support services delivered are now top priorities for an institution’s leadership. Health care facility managers must align their operations with this new reality. Of course, the goal of keeping a facility operational is always there. However, a new approach that aligns the facilities team with institutional-level goals of delivering high-performance results can lead to meaningful change.
  • 8. Page 8 Reach a higher standard in fire protection. 8 Search Tactics to Find a Trusted Vendor Because health care services are so critical, many health care facilities prefer to develop trusted partnerships with their vendors opposed to keeping them at arm’s length. Communicating expectations to vendors and holding them accountable can help facility managers meet goals such as increasing energy and resource efficiency, and reducing environmental impacts. Beyond the basics of any good vendor relationship, contractors in a health care setting must meet a higher standard of competence. Understanding patient confidentiality, security issues, even infection and contamination issues, are all part of the environment in which contractors must be comfortable. Following are eight ways to help you find an outside service provider. 1 In selecting contractors, start with the basics: Check licenses, credentials, insurance certificates and any special certifications required for specialty disciplines. 2 Use search engines to see reviews or complaints that may be circulating. Check references and ask to see references from similar types and sizes of facilities. After all, installing a chair in a dentist’s office is not comparable to building a new emergency department. 3 Call managers at other facilities that may not be on the references list for independent verification. 4 Check with state licensing boards to see if any complaints have been filed against a contractor. 5 Work with a contractor to develop a set of approved products for common items. Doing so can help you specify products that align with your institution’s standards. For instance, cleaning products or paints should meet the institution’s standards for VOC content. 6 During your search, communicate the institution’s policies on things such as access to the facility and shutdowns. Make sure the candidate would be on board with such policies. For example, some facilities require an escort for any contractor, while others provide trusted contractors with access cards. Some facilities specify that a certain amount of notice be given before closing
  • 9. Page 9 Reach a higher standard in fire protection. a department or shutting down equipment for inspection or repair. Put these policies in writing and make sure the vendors will be responsible for disseminating the information to all employees who will be working at the facility. 7 Share your goals and expectations with the potential vendor. If you’re trying to cut energy costs or meet a performance standard, let the electrical vendor know that. Ask for their input and ideas. They may know of efficient-lighting incentive programs from utilities, for example. 8 If you’re facing budgetary pressure, discuss how you can meet those goals. If you’re trying to keep the landscaping budget at last year’s level, say that upfront. There may be tradeoffs in scheduling work or low-maintenance plants that could allow a facility to save money with no apparent loss of service.
  • 10. Page 10 Reach a higher standard in fire protection. Over the next few pages, you will find an overview of the some of the most frequently used vendors working in health care facilities. Maximizing your relationships with these service providers can help you — the facility manager — ensure your facility operates in compliance with applicable codes and standards, and reaches closer to the“pay for performance”model. Fire Protection Services Fire protection services companies install, maintain and inspect fire protection systems. They conduct tests of the system on a regular basis and provide reports to facility managers regarding performance and any maintenance needs. They may also offer ancillary services such as fire extinguisher inspections and maintenance, and kitchen fire systems inspections and maintenance. Fire protection services companies provide detailed reports of inspections that are required by state and accreditation inspectors and commercial insurance providers. How They Add Value A failing fire protection system represents a clear and present danger to the occupants of any facility, including patients, staff and others who may be on the premises. A properly installed and operating fire protection system is essential for accreditation and insurance, as well as the safety of building occupants. A fire protection partner can ensure the system is operating properly and provide documentation of that fact.“The biggest concern is that the facility has all its paperwork in order, so they don’t get fined or shut down,”says Eric Flora, president of Brenneco Fire Protection in Central Indiana. A fire protection service can provide the monthly, annual and five-year inspections required by codes and commercial insurance providers. A trusted advisor in this field will also work with you to finance services, schedule services around you and accommodate your specific reporting and safety requirements. Use Your Vendors to Help You Reach Goals A trusted advisor in this field will also work with you to finance services.
  • 11. Page 11 Reach a higher standard in fire protection. Keys to Finding a Partner Check that the potential vendor has the necessary credentials and certifications to provide in- spections and documentation. Also check that the vendor has previous experience in facilities such as yours. Find out if the contractor you’re talking to has a system to keep its clients up to date on any changes in local, state or national building codes for your type of facility. (They should have a process.) “Building codes change on a regular basis. We keep facility managers informed so they can make decisions based on what makes the most sense for them,”Flora says.“We try to be a trusted partner with our clients and always give them our honest opinion.” For fire protection service candidates, be sure the fire system inspection process is based on checklists that follow the applicable National Fire Protection Association 25 code and NFPA 101 Life Safety code. Ask about inspection scheduling procedures so that service technicians do not show up unannounced.
  • 12. Page 12 Reach a higher standard in fire protection. Electrical Electrical contractors install and maintain power and data service for a facility. This includes alarm and communication systems as well as back-up power and communications. They will communicate with other trades such as HVAC and fire protection. How They Add Value An electrical contractor can help with energy-efficiency upgrades, keep up with new equipment installations, and carry out work on construction and renovation projects. A qualified contractor can also help ensure a new or renovated facility meets building codes and can open as scheduled. It’s critical that designated treatment spaces meet requirements for hospital-grade wiring, such as redundant grounding and hospital-grade switches and outlets, according to Chris Voglund, owner of Artisan Electric in Indiana. Voglund offers a no-nonsense perspective on hiring an electrical contractor. “You want to make sure that the patients in those spaces are going to be as safe as possible,” he says. “The bottom line is that hospital facilities cost a lot and if you want to get them open on time and start seeing patients to pay for the investment, you need to not use low- bid contractors.” Even in cases of equipment installation, it’s important to communicate with the contractor to ensure proper power and data connections are set up for the new gear, Voglund adds. Keys to Finding a Partner An electrical contractor must be familiar with sections of the National Electrical Code that are specific to health care facilities. Even an experienced residential contractor may not be familiar with the specific requirements for health care facilities.
  • 13. Page 13 Reach a higher standard in fire protection. Plumbing Plumbing contractors install, repair and maintain water supply, waste systems and related systems for oxygen and other medical gases. Typical plumbing concerns for all facilities include repairing toilets, sinks and showers; maintaining piping systems throughout the facility; keeping drain systems and wastewater lines open and operating properly; and installing sprinkler systems, heads, valves and other fire-safety equipment. A plumbing contractor can also keep up with regulatory requirements, such as updates to the Americans with Disabilities Act (ADA). Plumbing systems must also handle steam, water and medical gas systems for health care facilities’central processing departments to clean and sterilize equipment. How They Add Value Plumbing contractors can help you meet goals such as water conservation and infection control. For instance, a plumbing contractor may recommend that a facility replace older fixtures. Newer designs can use 50 percent less water over older fixtures. Also, newer designs tend to reduce spilling and splashing for improved patient and staff safety. A plumbing contractor can provide services and recommendations to reduce spread of infection. For instance, hospital plumbing systems have been linked to the spread of Legionnaires’disease, a severe form of pneumonia transmitted by bacteria known to live and grow in domestic water systems. A plumbing contractor can take steps to greatly reduce growth of the bacteria in such systems. Keys to Finding a Partner “Whether you’re dealing with a complicated one-year job or a routine two-week one, always expect a detailed plan and project checklist for each project and customer,”says Jay Maddox, of Maddox Industrial Contractors in Indianapolis. Ensure that a plumbing vendor has experience meeting code requirements for hospital- grade piping and equipment. Also, the contractor must be able to provide regular preventive inspections and provide predictive maintenance techniques such as pump vibration analysis to schedule repairs rather than take equipment out of service in a failure situation. A plumbing contractor can provide services and recommendations to reduce spread of infection.
  • 14. Page 14 Reach a higher standard in fire protection. HVAC The heating, ventilating and air-conditioning (HVAC) system of a building supplies and removes air naturally and mechanically to and from a space. HVAC systems consist of mechanical parts that provide air to building occupants at a comfortable temperature and humidity that is free of harmful concentrations of air pollutants. Of all the trades involved in health care facilities, HVAC arguably has the greatest direct impact on the well-being of a building’s occupants. Poor indoor air quality can impact people, processes and productivity, and can contribute to employee absenteeism. Research shows that improving air quality can help reduce the amount of airborne pathogens and increase overall health and safety. “One of the things we do in hospital construction is to create negative air pressure in certain areas and run air through a HEPA filter system,”says Todd Black, vice president with Ideal Heating & Air in Indiana. By creating negative pressure in so-called“isolation rooms,”air flows from less contaminated to more contaminated areas, thus reducing the spread of potentially harmful pathogens to more sensitive areas such as surgical areas. HEPA filters not only reduce unwanted air pollutants, but they also meet high standards of energy efficiency compared to other types of filters. How They Add Value Better air quality leads to better overall health, thus reducing health care costs. Also, as the largest consumers of energy, HVAC systems provide the best opportunity for a reduction in operational cost as well as the highest return on investment. As with other service providers who must carry out their work alongside health care staff and patients, finding an HVAC company interested in accommodating your institution’s schedule and people adds value to the overall quality of the patient experience. “In a medical office building, we’ll work nights to lessen the impact on patients and staff, but in a hospital we have to work during the day when the patients are awake,”Black said. “Contractors have to be very sensitive to the needs of the facility.” Keys to Finding a Partner Ensure that your HVAC contractor is well versed in the requirements for hospital-grade construction and has experience with similar facilities. “In the health care business, relationships are everything,”Black says.“That’s why we make sure we do a good quality job.”
  • 15. Page 15 Reach a higher standard in fire protection. Landscaping Landscape contractors have a significant impact on the patient experience at a hospital by providing a comforting environment to patients and visitors. They typically install and maintain vegetation in and around a facility and may also install and maintain irrigation systems and perform other housekeeping duties. Services may include pruning, fertilization, lawn care, integrated pest management and maintenance programs. Some companies specialize in interior or exterior landscaping and maintenance. How They Add Value A landscaping contractor can improve sustainability and reduce resource use through plant choices and irrigation techniques. For instance, a landscaping contractor helped St. Mary’s Duluth (Minn.) Clinic cut water usage by 52 percent by creating a landscape that does not require irrigation. A qualified landscaping contractor can design plantings and irrigation systems that contribute points to a LEED-certified project. A landscaping contractor can develop a land use plan to meet government requirements for plantings to mitigate the effects of construction and meet wetlands regulations. Landscape contractors can ensure they use chemicals that are not harmful to patients and staff. They can also provide snow removal and other seasonal services to curb accidents and inconveniences. Spaces for patients to experience nature in a comfortable setting, such as a therapeutic garden, can positively impact patient outcomes as well as the overall experience with the institution. Keys to Finding a Partner Look for a partner who has experience working in a sensitive environment such as a hospital and check for current licenses for handling chemicals. Noise from landscaping machinery and activities can be disruptive to patients and staff. When considering a landscaping partner, talk to them about how they would reduce such noise pollution for your facility. Choose a partner who understands that landscaping plays a significant role in the institution’s public image. Landscape contractors can ensure they use chemicals that are not harmful to patients and staff.
  • 16. Page 16 Reach a higher standard in fire protection. Commercial Insurance Commercial insurance agents provide commercial insurance coverage for property loss and liability insurance. They will assess a facility’s risk, provide coverage based on an annual premium and offer risk management consulting services. How They Add Value Commercial insurance agents can protect your facility against loss and provide the funds to repair or rebuild. In addition, they can provide risk management programs that will reduce premiums and lower the risk of loss. Documentation of an active risk management program can result in lower premiums. The program can help quantify the return on investment of risk management. For instance, does the cost of a five-year fire system inspection result in a premium reduction sufficient to justify the cost? “From the inspection standpoint, you and your insurance representative need to be sure you’re on the same page when it comes to how often and what types of inspections you are carrying out,”says Brad Chesterman of Heiny Insurance Agency (MBAH Monticello) in Indiana. “This will help you make sure you take full advantage of available discounts offered for having a full sprinkler system.” Keys to Finding a Partner Work with a partner to ensure that all coverages can be obtained, especially those unique to your facility. For instance, a hospital may require communicable disease and decontamination coverage in addition to general business liability coverage. Communication with your insurance carrier is essential. For example, occupancy and use changes need to be communicated with the insurance company to adjust risk and make sure that any changes in fire protection or other risks are addressed. Documentation of an active risk management program can result in lower premiums.
  • 17. Page 17 Reach a higher standard in fire protection. Temp Labor Provider Temporary labor providers source staff for a variety of services, usually custodial and maintenance activities. This arrangement allows facilities to reduce staffing costs while still delivering required services. The provider handles all personnel issues such as payroll, time keeping, labor relations and benefits. A labor provider can more easily ramp up staff for seasonal requirements or special projects, says Danny Little with the Tradesman International Inc. office in Lafayette, Ind. “We help organizations by determining their basic core staffing level where they are the most profitable,”Little says.“When they have peaks in their business, they can turn to us and we augment their work crew for the duration of when they need the extra help.” How They Add Value Using temporary or outsourced labor can reduce overhead costs and often results in improved performance. An outsourced provider can be held to high performance standards. In fact, studies of in-house vs. outsourced custodial services show a significantly higher level of productivity. A temporary labor supplier provides HR services so that the facility does not have to screen resumes and conduct interviews. For instance, Manpower offers background checks and drug screenings based on client requirements, says Dorrie Luck, manager of the Lafayette, Ind., Manpower office. Keys to Finding a Partner Work with a provider who offers a stable workforce that can become a trusted presence at the facility. Ask about quality-control programs and human resources programs to ensure temporary employees have a mechanism to handle employment and performance issues. Institutions can tap temporary labor for short-term or long-term assignments and can offer temp-to-permanent arrangements. Keep this in mind when choosing a partner. “We believe the cultural fit is equally as important as the skill set itself,”Little says. Start a relationship with a partner by outlining your needs and help them understand your organization’s culture. Studies of in-house vs. outsourced custodial services show a significantly higher level of productivity.
  • 18. Page 18 Reach a higher standard in fire protection. Suppliers An industrial supply house ensures that your internal workforce and outside contractors have ready access to fairly priced products and services that meet your requirements. Health care facilities often need goods such as plumbing and electrical fixtures that meet specific standards for use in a health care setting. A supply house worth partnering with will understand those requirements and respond accordingly. How They Add Value A responsive supply company will help meet deadlines and budgets for construction, repairs and maintenance. Any missed deadline can result in disruption of service to patients and a delay in reimbursements, so be sure your supply is adding value and not the other way around. Your supply house can also source products that make your partners more valuable. Custodial temp workers using cleaning products from your supplier that are green or nontoxic can improve indoor air quality and patient comfort, for example. Keys to Finding a Partner Before you begin a relationship with a supply house, be sure they have products that meet code requirements for your facility. Also check online ordering and payment systems and other services that could reduce overhead costs and improve responsiveness.
  • 19. Page 19 Reach a higher standard in fire protection. While you should be able to trust your vendor partners, being complacent about their performance will not help you reach your goals as a facility manger. Following are ways to evaluate your current or new vendors: 1 Communication is the key to a long-term successful relationship with a vendor. Share performance expectations up front so that everyone works toward the common goal. 2 Develop key performance indicators (KPI) and share appropriate performance information with the vendor. KPIs remove subjectivity from the equation and allow managers to concentrate on common goals for the institution. A KPI should drive change and improve outcomes. 3 KPIs can drive cost/benefit decisions for a variety of activities. For example, if you inspect a noncritical system every six months but only experience failure every four years, those noncritical checks might be reduced. A trusted partner can help analyze your return on investment for preventive maintenance and other activities. 4 Develop open lines of communication with preferred vendors. Relationships will vary based on the type of vendor. For instance, a fire protection services vendor provides regular inspections and documentation. On the other hand, an electrical contractor may be called in only when needed. That may be more of a transactional relationship with clear goals based on the project. 5 For ongoing relationships, develop mutually agreeable contracts. Depending on the trade, that might be monthly or annually. Of course, if policies, procedures or expectations change in the meantime, communicate those as soon as possible. 5 Best Practices for Ongoing Evaluation
  • 20. Page 20 Reach a higher standard in fire protection. When to Look for A New Vendor Unfortunately, there comes a time when it might be in everyone’s best interest to modify or end a vendor relationship. If it’s been a long-term relationship, it may be difficult to overlook personal connections to concentrate on performance. But with the daily pressures facing health care facility managers, there’s little time to waste in ensuring high performance from vendors. “It’s easy to call on the same guy that you and your company have been using for years,”said Jay Maddox of Maddox Industrial Contractors.“He needs to keep your trust and business by performing like a modern industrial contractor, not like a dinosaur.” When reviewing contractor performance, talk with internal staff members to get their input. Try to be as fact-based as possible to deliver a useful message. The senior management of the contractor may not be aware of problems and can salvage the relationship with some data-driven, constructive feedback. Fundamental performance problems should be dealt with immediately. Chris Voglund of Artisan Electric recalls when a contractor that was the low bidder on a health care facility was hired by a health care facility despite a lack of experience dealing with hospital-grade wiring and fixtures. The building inspector found a problem and halted the project until the wiring was brought up to code. Artisan Electric, which provided a higher bid for the initial contract, was called in to basically start the project over. “You want to use people who have worked on these kinds of facilities before; if you work with a contractor who’s not familiar with the medical field, it can end up costing everybody a lot of money,”Voglund says. Other red flags may be subtle but can indicate a lack of interest or management oversight in maintaining the relationship. For instance, if a vendor continually sends different staff members to service the facility, this may indicate a high turnover rate or lack of ability to schedule appropriate staff for the job. It also requires training and education of the vendor’s technician and decreases the institutional knowledge the vendor can develop. Lack of communication is another red flag. If a vendor installs new equipment or changes some procedure, it should be communicated with the in-house staff that will have to deal with the situation on a day-to-day basis. Getting accurate as-built drawings is also critical for the in-house team. You want to use people who have worked on these kinds of facilities before.
  • 21. Page 21 Reach a higher standard in fire protection. Create an environment in which it’s acceptable to ask questions before and during the project. If the contractor doesn’t understand what’s required and continues down the wrong path or stops working, there may be communication and trust issues. A vendor should follow policy on visits and shutdowns. Inspections should be scheduled at least several days in advance, so if a contractor shows up unannounced expecting to go to work, that could be indicative of a problem. Good communication can ensure that the facility and the contractor understand which party is responsible for warranty issues. Some institutions may prefer to deal with minor repairs with in-house staff rather than schedule a contractor visit. For warranty work by the contractor, the in-house staff should identify items that require repair or additional work and understand what the warranty terms are to ensure the facility does not pay additional costs.
  • 22. Page 22 Reach a higher standard in fire protection. The old days of simply keeping a facility up and running are long gone. Today, facilities play a vital role in meeting an institution’s goals as the underlying structure of health care continues to evolve. Increasingly, successful facility managers will be able to directly support clinical care and patient outcomes. Establishing and maintaining partnerships with trusted vendors can directly impact the success or failure of a health care facility. In a health care setting, the work is about more than doing a job. It’s about putting people first. The facility must be an asset that lives up to that mission. Download the Checklist Communication is critical to any strong partnership. Our“Health Care Vendor Communications Checklist”form can help you evaluate and retain valuable vendor relationships to support the goals of your facility. Visit http://brennecofp.com/health-care- fire-protection or download it here: Bottom Line for Health Care Facility Managers Download the Checklist
  • 23. Page 23 Reach a higher standard in fire protection. Get in Touch If you would like to learn how Brenneco Fire Protection can become a partner for you, contact us at 1-866-967-0017 or send us an email. Eric Flora, Owner eric.flora@brennecofp.com Wayne Flora, Service Manager wayne.flora@brennecofp.com