-Kelly Barnert-Loewen, Administrative Director
Golden Door Geriatric Centre (Golden Door) provides personal care assistance for seniors who can no longer live independently. Located in Winnipeg, Manitoba, the center provides accredited assisted living services in the form of social programming and nursing care. Their goal-to support residents to maintain independence, dignity and safety- serves as their core mandate, ensuring the integrity of their services. The center has three neighborhoods each containing resident rooms and a common lounge. Twenty-two private and twenty-eight semi-private rooms come equipped with accessible washrooms and a personalized touch by accommodating the individual’s own decorative aesthetic. Residents have access to the lush private grounds, gardens and public lounge spaces as well as all basic medical care services, renowned dining, recreation activities and transportation. Charged with maintaining a tranquil environment and premium care services, the center’s maintenance management is an essential process found in their everyday operations.
The Golden Door Geriatric Centre experienced several maintenance management challenges prior to implementing a CMMS. Manual methods, including excel spreadsheets, pen, and paper created an inefficient system for the center to pass along maintenance requests and adequately track activities. Word of mouth was also being used as a primary communication method between the requesters and maintenance staff. Kelly Barnert-Loewen, the Administrative Director at Golden Door, explains the process that the organization went through. “Maintenance requests were not getting prioritized efficiently and some requests were being lost.” To determine if work orders were being completed, managers were forced to either contact the maintenance department for a status report or had to visit the work location to check up on progress.
Their preventive maintenance system proved to be difficult to maintain and ensure that all listed equipment was accurate. “Our preventive maintenance program was outdated and we felt we were not capturing all the necessary equipment. Our previous program did not easily outline which piece of equipment was repaired and when.” Kelly explained. The last challenge that the organization faced was the lack of transparency between departments. Since the organization didn’t have a centralized system, work order statuses were unclear and scattered throughout departments. Departments had access to some information but not all, which further confused the communication chain. “This information (preventive maintenance) was kept exclusively by our maintenance department.”
With their specific needs in mind, management set out to find the perfect software solution by researching a variety of CMMS software providers. Kelly explained, “In researching different maintenance software programs, Hippo was the one program that we felt was designed for all size and types of companies and could be tailored to meet our specific needs.” The special attention that Hippo paid to the organization during the sales process, from onsite demos to responding quickly to questions, was important to the center’s decision making. “Having the representative come out to present the software and actually show us how it worked was the deciding factor. We were able to visualize how our needs would be met by viewing the demonstration software.” Seeing the user-friendly interface, solid customer support and Hippo’s ability to meet their maintenance criteria, the Golden Door found choosing Hippo to be an easy decision.
Implementation and training was quick and simple, meeting timeline expectations and always providing friendly and helpful service throughout the setup process and ongoing. “Implementation and training was very comprehensive and we had a smooth transition to the program. Representatives from Hippo were always available to answer questions and provide any assistance needed.” Kelly said.
“Hippo has provided a comprehensive maintenance program that meets our needs.” Golden Door is satisfied with the product and service that Hippo offers. The organization is particularly happy with the ability of the system sort and capture all maintenance requests, including eliminating duplicate requests and prioritizing jobs for the maintenance department. Financially, Golden Door has seen many benefits through the comprehensive preventive maintenance system. “The tracking of costs on each individual piece of equipment allows us to make better informed financial decisions.” Kelly went on, “Having the preventive maintenance program eliminates the guesswork for management and captures the information in an easily accessible location.” All equipment is now included in the system by using the software’s user-friendly functionality to add additional pieces of equipment to specific locations.
The Hippo Mobile App alleviated concerns over their lack of transparency found in the former communication process. “Having our maintenance department be able to utilize the program via their iPhone eliminates the need to check back into the office and is more time efficient.” Hippo’s various dashboard views and data reporting has given the organization the ability to properly analyze workflow and determine patterns in their maintenance operations. Kelly explained this by saying, “Having weekly reports outlining outstanding and completed maintenance provides important information in budgeting resources for the maintenance department.”
Overall, Hippo has been an important addition to the center’s everyday operations. Instead of taking healthcare management software away from the office to check up on maintenance work, they are now able to focus their attention on strategic decision-making and overall workflow. This has given management more time to respond to resident needs and ensure the quality care that Golden Door Geriatric Centre promotes.
The pricing is extremely reasonable for the value it has brought to us and we highly recommend it.Diana, Sabine County Hospital
Utilizing the program has saved our facility time and money, not to mention how it has given us the ability to reorganize our entire maintenance program and change the way we do business.Lafe, Elm Crest Retirement Community
This is the second facility that I have managed that has used Hippo and I can only say that we would never live without it!Lisa, Menno Home
You will not find a better team to have on your side. Any questions I have ever had have been addressed within 12 hours or less.John, Cambridge Village of Apex
High-quality product. I have not experienced any downtime ever, and information for setting up the software is easily available.Sergio, Community Partnership of Southern AZ
This is a great web-based program for managing your facility. We have been through (3) different programs trying to find the perfect match for our organization and we finally hit it right with Hippo.Tim, Verdugo Hills Hospital
Hippo is a very user friendly system. Its simple to navigate through, provides the appropriate fields to store facility info, running reports is simple.Brad, Interlake Eastern Regional Health Authority
The ease of use is the best thing about Hippo. Requests are easily done and sent. Being able to prioritize and receive feedback is appreciated.Shirl, Community Nurse Health Association
As a maintenance manager with average computer skills I find this software great! I have experience using 2 others-Hippo makes sense.Chelsea, Diversicare