How HBS Tracked and Installed 53,696 Medical Equipment Products for the Penn Pavilion Project

Image Credit: Penn Medicine

Project Background

Marking a historic milestone for Philadelphia and beyond, Penn Medicine recently opened the doors of its 1.5 million-square-foot future-ready Pavilion.

The $1.6 billion healthcare facility — the culmination of years of planning and construction — represents the latest piece of Penn Medicine’s connected medical campus, which includes The Hospital of the University of Pennsylvania, the Perelman Center for Advanced Medicine for Outpatient Care, and the Smilow Center for Translational Research. It is the largest capital project in the University of Pennsylvania’s history, the largest hospital project to be constructed in the Philadelphia region, and one of the largest projects in the United States.

Penn Medicine selected HBS to complete the medical equipment planning and to provide transition planning, facility activation, and regulatory compliance services for the 17-story, 504-bed hospital that also includes 47 operating rooms and a 61-room, two-story emergency department.

Founded in 2006 with offices across the US, HBS offers a synergistic suite of services that facilitates the planning, design, delivery, transition, and activation of new projects and ensures regulatory, operational, and safety compliance in existing facilities.  As former hospital administrators, facility managers, clinicians, and Joint Commission regulators, HBS partners with clients to solve problems, remove inefficiencies, improve operational outcomes, and reduce costs so they can focus on their core mission.

The Challenge

With over 53,696 medical equipment products to track and install, HBS recognized the team needed to produce timely and accurate reports that kept multiple stakeholder groups up to date on the project’s status. 

Jay Hornung, ACHE, CHFM, President, and CEO of HBS, sought out a solution to augment their in-house tracking system and was intrigued when he was introduced to FreightTrain’s innovative cloud-based solution, FitUp.

”The Penn Pavilion project was HBS’s first experience with FitUp. The result was so positive for our team and the client that we see FitUp as an essential tool for delivering the quality of service on which HBS has built its reputation.”

Jay Hornung, President, and CEO of HBS

The Solution

FitUp eliminates the need for antiquated spreadsheets and manual updating through a cloud-based system that allows leadership, project teams, and contractors to view the project’s status visually, in real-time.

Utilizing FitUp, HBS team could easily track the status of products and anticipate potential bottlenecks through their project dashboard.  In addition, the FitUp software produced individual Room Cards that could be easily printed and hung on room doors that identified exactly what equipment needed to be installed in each room, including specific details regarding the vendor, manufacturer, model, quantity and if the product was new or leased on a room-by-room basis. The software can also be customized to included user specific Clinical Engineering tagging information, contributing significantly to a streamlined installation process. 

It is not unusual for products to be damaged in transit or storage and need to be repaired or replaced. Typically, these issues are addressed by sending emails or making phone calls to track down the right person to resolve the case, then constantly following up to see that the problem is resolved. FitUp enabled the HBS team to automate the issue management process and track the status through a single interface, with all issues and status in a single location.

FitUp’s automated reports enabled the team to eliminate the painstaking process of preparing weekly reports, saving time and providing a high-quality tool for senior management to stay abreast of the project’s status.

Additionally, HBS was able to use FitUp to track purchase orders, receiving and room-readiness documents, and all the other documents needed to reconcile invoices. 

”FitUp saved us time by creating reports to show our clients the status of the building load-in. We were able to quickly find the status of products with FitUp and relay any potential issues that could arise. Issues were tracked and fixed promptly with updates from responsible parties via FitUp.”

Luis Bonilla, HBS Project Director

The Results

HBS credits FitUp as one of the primary reasons they were able to open the hospital on time after significant delays due to COVID construction shutdowns.  FitUp assisted the HBS team by making the activation process efficient and helping keep their client’s senior leadership aware of the project’s status every step of the way. Crucially, FitUp gave the HBS team accurate, real-time data across the project variables, so the HBS team was able to respond quickly and with confidence to issues that arose during the project. 

– Faster issues resolution

HBS processed 6,678 issues over the course of the construction project. Prior to implementing FitUp, it would take HBS more than 10 minutes per issue to create a report for the issue and then email it to someone who could resolve it. FitUp reduced that time to less than 2 minutes per issue, saving HBS over 1,000 man-hours on issues tracking alone. 

– Faster, accurate invoice reconciliation

FitUp enabled the HBS team to have Purchase Orders, receiving reports, and packing slips in one easily accessible location. This documentation and the capability to have product delivery and installation verified in FitUp allowed HBS to quickly reconcile invoices and allow the client to pay invoices on a timely basis. 

– Seamless project management 

Before FitUp, HBS had to walk with drawings or a list to confirm what should be in each room. With FitUp’s Room Card door reports, they can see everything that should be in the room along with the layout drawings from a tablet. 

Photo Credit: Penn Medicine

Customer Success Story: How Criterion Used FitUp to Successfully Activate the Lennar Foundation Cancer Center

Photo by City of Hope®

Project Background

The City of Hope Orange County Lennar Foundation Cancer Center began treating patients on August 22, 2022, immediately securing its place as Orange County’s most advanced comprehensive cancer center. One of only 53 NCI-designated centers in the United States, this visionary diagnostic and treatment facility creates a national model for delivering breakthrough research and pioneering treatments. 

The four-story, 192,000 SF building epitomizes City of Hope’s $1B+ expansion into Orange County, housing an expansive suite of ambulatory diagnostic and treatment services including Nuclear Medicine, Radiation Oncology, Imaging, Women’s Imaging, Ambulatory Surgery, Interventional Radiology, Laboratory Services, Clinical Research, Pharmacy Services, Infusion, Clinical Care, Sterile Processing and support spaces.

Several years in the making, the Cancer Center was conceptualized in 2017 and realized over a two-year construction period that began in September 2020. The path from conception to first patient involved coordinating numerous complex components to ensure the facility was more than just a beautiful, well-constructed building; it also needed to be a fully functional advanced research and treatment center to serve the diverse needs of Orange County’s more than 3.2 million residents. 

Criterion Logo
Criterion is a Pioneer in the Medical Equipment Planning Industry

To meet that objective, Orange County-based medical equipment planning firm Criterion was selected to provide medical equipment planning, equipment modeling, procurement assistance, logistics and activation services. With a 45-year history delivering specialized healthcare projects throughout California, Criterion offered the precise expertise required to successfully deliver the flagship facility.

The Challenge

Converting a building into an integrated academic and treatment center involves a number of complex, multi-faceted equipment planning and logistics processes. When procuring and activating thousands of equipment items, sorting and quantifying that data in spreadsheets can be cumbersome. Clients, staff, vendors, and even new team members, who may be seeing the data for the first time, can often be overwhelmed by the high volume of information. 

Criterion quickly recognized that standard spreadsheets and manual forms would not be capable of handling the level of complex data required by this cutting-edge project and sought a solution that provided the executive-level reporting that quickly quantified project data and statuses in an easily digestible manner and integrated with their medical equipment planning software, Attainia. They also needed a solution that could be utilized by all project team members, including various vendors, to track and manage assigned tasks and issues. 

The Solution

City of Hope, familiar with FitUp from use on prior projects, selected this solution to assist the project team in managing the activation of the Cancer Center. The City of Hope team introduced Criterion to FitUp, and after a short onboarding period, Criterion’s team was ready to embrace the program. 

“Like any new tool, FitUp takes some time to learn, but once our team was trained and proficient, it became an invaluable resource that we depended on throughout the duration of the project.”

Charlie Cornaire, Director of Procurement & Activation at Criterion

FitUp is a revolutionary cloud-based solution used by healthcare organizations nationwide to track, manage and coordinate thousands of pieces of medical equipment, IT components, and furniture (FF&E) information in one consolidated database, in real-time.

FitUp was the only solution that checked all the requirements for Criterion and City of Hope. The program’s full connection and integration with Attainia alleviated a large magnitude of manual data entry updates that Criterion was previously inputting into Smartsheet and Excel. 

The Results

“Our entire team was extremely satisfied with the functionality and efficiency that FitUp provided. We really appreciated the FitUp support team who were quick to answer any questions, provide training, and make adjustments to meet the unique needs of our project.”

Charlie Cornaire, Director of Procurement & Activation at Criterion

Using Fitup, Criterion was able to: 

  • eliminate the need to run pivot reports that would quickly become outdated;
  • create efficiencies from a vast amount of information that changed on a daily basis;
  • provide critical, real-time status updates to leadership on procurement and logistics processes; 
  • assign tasks and action items, and track issues across multiple vendors working on the construction project.

Additionally, during the activation phase, FitUp allowed Criterion to quickly conduct a punch list of the rooms to ensure all material was in place. With pertinent information at the clients’ fingertips, it also reduced the amount of RFIs that the Criterion team would have otherwise had to answer.

Criterion was thoroughly impressed by the simplicity and efficiencies associated with FitUp and looks forward to utilizing the program on future hospital projects.