Background
Until 2023, Foundation Health Partners was using an IT-focused system to manage work orders for IT, facilities and other departments. To transition from their mostly reactive maintenance repairs to developing a preventative maintenance program, Director of Facility Operations Keith Fehr selected TheWorxHub as their new CMMS in April 2023.
“I’ve used a number of systems over the years and was familiar with TheWorxHub from previous jobs,” Fehr says. “I’ve seen the improvements over the years and the focus on continual process improvement, and I thought this system would really help us meet our needs and develop a preventative maintenance program. I wanted a good foundation to build from, and TheWorxHub has been that for us.”
Creating in-depth reports
Fehr provides a monthly maintenance report to board members. In the past, he wasn’t able to pull updated data from the CMMS to create those reports. With TheWorxHub, he simply pulls data from the past 30 days to easily create a visual and readable report.
“I’ve been providing a graphic representation of our reactive maintenance versus our preventative maintenance, along with the associated costs,” Fehr says. “TheWorxHub provides the data and the charts, and that has really helped board members understand that we need to upgrade some infrastructure.”
In addition, Fehr uses TheWorxHub to provide every nursing leader with regular reports detailing work orders in their areas. “Our chief nursing officer was frustrated that she couldn’t get updates on work orders with the previous system, so she has been very pleased with quality data,” he says.
Monitoring and actioning insights
TheWorxHub also has made it easier to streamline existing monitoring processes and automatically incorporate action items into the workflow.
Recently, Foundation Health Partners’ insurance company requested that the team take steps to reduce risk during winter weather. In response, Fehr and his team created a Winter Access Plan. Team members conduct twice weekly checks on all the items in the plan during winter weather. They use TheWorxHub to enter information about their findings.
“The insurance company loves it because we’re showing that we’re regularly checking on these risks, and we can create work orders right off the checklist if we see an area that needs more ice melt or gravel,” says Fehr.
Similarly, Foundation Health Partners has been using a Ready Every Day (RED) system for 20 years to conduct facility checks. The team now has incorporated this system into TheWorxHub as a survey.
“Every Tuesday at 9 a.m., we do RED team rounds and gather information,” Fehr says. “I provide 30-day findings to senior leaders and 12-month findings to the regulatory oversight committee, and TheWorxHub makes it easy to access and run those reports.”
Streamlining permits and compliance documents with Compliance Pro
Foundation Health recently implemented Compliance Pro, a new module within TheWorxHub. Compliance Pro transforms hospital work orders by digitizing key compliance activities such as permitting and compliance binders and seamlessly integrating them into the work order system. “It’s everything linked in one system for us. Compliance Pro is very easy to go in and verify and approve,” says Fehr.
Prior to Compliance Pro, Foundation Health used Docusign for their permit approvals. In that process, Fehr found the permits would become stalled in someone’s inbox. There was no oversight into who needed to approve the permit to move forward. Now, Fehr can go into Compliance Pro and easily move projects along by identifying where a project is stalled.
Additionally, Fehr noticed a decrease in start time with Compliance Pro as team members can go into the module and easily approve permits. Once it is approved, the system alerts the maintenance worker assigned to the job to begin.
Fehr also found efficiencies and better organization with the digital compliance binder feature. It allows the Foundation Health operation and safety team to store consistent and centralized documentation.
Securing funds for deferred maintenance
As Foundation Health Partners continues its transition from a focus on reactive maintenance to a focus on preventative maintenance, Fehr is using data from TheWorxHub to quantify the needs for deferred maintenance and plan for the future.
For 2025, he was able to secure $3.5 million for operations and maintenance. “Some of our equipment is 50 to 60 years old, and we have to continue to upgrade to keep our facilities safe,” Fehr says. “These funds will be used to help us move toward achieving items in our 10-year plan.”
In addition to using TheWorxHub, Foundation Health Partners is also participating in beta projects like Compliance Pro to help Brightly Software (which is now known as Siemens Asset Management) develop more useful tools. “This is the first time I’ve worked with a work order software company in which our work together is really a partnership,” Fehr says. “I’ve told several industry peers if they’re not using TheWorxHub, they should consider it.”