TechNation Digital Supplement - Nuvolo

1technation.com

Vol. 13

ADVANCING THE BIOMEDICAL / HTM PROFESSIONAL

DIGITAL SUPPLEMENT

The Nuvolo Connected Workplace for Healthcare Solution PAGE 2

Crawl, Walk, Run: 3 Steps to Starting an Effective Medical Device Cybersecurity Program PAGE 5

Small and Mid-Sized HTM Departments Face Big Challenges PAGE 8

The Nuvolo Connected Learning Program PAGE 10

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DISCLAIMER: MD Publishing (TechNation) takes every precaution to ensure accuracy of content; however, the information, opinions, and statements expressed in the articles and advertisements herein are those of the writer and/or advertiser, and not those of our company.

The Nuvolo Connected Workplace for Healthcare Solution T

oday, your healthcare technology management (HTM) team does so much more than just maintenance – and they need a modern computerized maintenance management system (CMMS) that does, too.

According to analysis of work order data, HTM and healthcare facilities departments spend over 40% of their time on non-maintenance-related work, and yet most CMMS systems only support maintenance functions.

The Nuvolo Connected Workplace for Healthcare solution is unique in the market because it’s a combination of software products — built on the ServiceNow platform—that are developed specifically to meet the needs of healthcare, as well as enable collaboration between hospital support departments versus having them work in separate tools and silos.

No matter where you are, Nuvolo is too. All Nuvolo products are cloud-based with mobile capabilities so you can work from anywhere right on your mobile devices.

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CONNECT YOUR HTM TEAM Nuvolo’s HTM Asset Management is one such product included in the Connected Workplace for Healthcare solution. Nuvolo’s HTM Asset Management is a modern CMMS that meets the needs of today’s HTM departments with capabilities to efficiently manage your medical devices, technicians, vendors, costs, and compliance.

Whether you’re a medical device service provider, or you work at a small hospital, a large multi-state health system, or something in between, the Nuvolo HTM Asset Management CMMS is scalable to meet the needs of your organization.

One of the many benefits of HTM Asset Management is its built-in automated workflows, which enable your HTM team and customers to work smarter, not harder. For example, the Nuvolo Service Portal provides end users with the tools to place a service request from their computers or mobile devices. The system automatically creates a work order, assigns it to the proper technician or team, alerts them of the work

order, and automatically escalates it if a technician doesn’t accept the work order in the required time frame – no more delayed or missed service requests, or the need for someone to sit in the shop to take calls.

The new planned maintenance (PM) capabilities completely reimagine and simplify scheduling and managing PMs, giving you the tools to easily schedule PMs with checklists based on location, model, equipment type, and technician skills. You can also monitor completion and compliance with real-time dashboards and reports.

Want to know if a device is covered by a service contract before you start working on it? HTM Asset Management does that, too. Nuvolo’s contract management capabilities allow you to connect your contracts with each covered device, giving you full visibility into the coverage levels, contract costs, whether that contract is adding value, and when it expires.

Nuvolo’s products not only connect with each other, they can integrate with other external business applications – such as your enterprise

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about

NUVOLO • Nuvolo’s Connected Workplace for Healthcare solution provides integrated cloud-based applications for full life-cycle management of HTM and facilities assets

resource planning (ERP), real time location system (RTLS), time and attendance applications, etc. – to connect all pertinent data, giving you full visibility into your business in one place.

HTM teams need an accurate asset inventory to meet regulatory requirements and identify devices impacted by alerts, recalls and cyber risks.

Nuvolo’s partnership with ECRI enables HTM departments to automate the process of keeping your CMMS inventory data “clean”. With a subscription to ECRI, you can automatically send your asset data to ECRI to ensure it’s using industry-approved model name and number, manufacturer, and more.

Nuvolo has built-in integrations with GE Healthcare, PartsSource, and Siemens Healthineers, so you can buy parts directly from them through your Nuvolo CMMS and automatically update work orders and purchase requests with the status of the purchase and cost.

CONNECT YOUR CYBERSECURITY PROGRAMS You cannot protect what you do not know about. Nuvolo’s OT Security product improves and simplifies your medical device cybersecurity program (aka operational technology “OT”) by combining your OT monitoring

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application with your equipment inventory and service management tools, providing visibility between HTM, IT and facilities departments to enable orchestrated prevention and remediation of OT cyber threats.

Nuvolo’s OT Security takes a proactive and automated approach to cybersecurity by giving HTM and facilities departments the tools to automatically update their asset inventory when new devices are identified on the network; assess the security risk of your devices, match any threats with impacted devices and create work orders if HTM or IT action is needed; enable coordination with IT; and provide cybersecurity dashboards, reports, and compliance documentation.

CONNECT YOUR CAPITAL PLANNING TEAM Ditch the spreadsheets and identify your clinical equipment replacement needs in seconds, not weeks. Nuvolo’s Capital Planning product is used in conjunction with HTM Asset Management to identify and prioritize your clinical equipment replacement needs. Using data from your CMMS, Capital Planning will instantly score and prioritize your clinical equipment replacement needs so you can see in real-time which devices should be replaced and when, and how much

• Investor and employeeowned company started in 2013 by CEO Tom Stanford • 350+ employees and growing rapidly • Worldwide offices: U.S., UK, India, Bulgaria, Canada and Netherlands • Strong commitment to supporting the healthcare community: • Dedicated healthcare teams – we hire and partner with industry subject matter experts • Nuvolo software used in over 2,200 hospitals (and growing) • Active involvement in HTM associations to keep pulse on client needs and changing regulations, identify best practices, and provide thought leadership • Provide philanthropic support to the HTM community through the Nuvolo Connected Learning and Nuvolo BMET Apprenticeship Certification programs.

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needs to be budgeted each year.

Additionally, capital planners now have an analytics suite and reporting tools to configure, produce, filter, and distribute reports based on live data.

CONNECT YOUR FACILITIES MAINTENANCE TEAMS Performance and outcomes improve when departments that work together have a clear view of all the components they manage and work they must collaborate on. Nuvolo’s Facilities Maintenance product has the same capabilities found in HTM Asset Management but is designed to meet the unique needs of healthcare facilities departments: • Coordinate between departments using one application to assign and track work on equipment and facility maintenance, routine inspections, and projects

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Ensure regulatory compliance with both out-of-the-box and easy-to-create dashboards and reports Integrate with your billing and financial applications, sensors, building automation systems, and other applications to get actionable data in one place Perform rounds through your mobile device Perform condition assessments

CONNECT YOUR CONSTRUCTION AND PROJECT TEAMS Nuvolo’s Projects product manages the delivery of high quality, cost-effective renovations, and new building development. It helps you coordinate on projects with all applicable departments and manage construction projects across facilities, office spaces, and more.

• Ensure your projects stay on time and budget by tracking

key milestones and baselines throughout the project lifecycle • Manage the construction permit process and lifecycle • Track costs and have real time reporting on capital and expense financials including cash flow analysis • When doing an RFx, perform your bidding and sourcing in the same system as your projects Other products included in the Connected Workplace for Healthcare solution are Real Estate, Space, Dispatch, Sustainability, Reservations, Calibration, Warehouse, and Physical Inventory.

Interested in learning more? Explore the Nuvolo Connected Workplace for Healthcare solution at nuvolo.com.

The Value of the Nuvolo Connected Workplace for Healthcare Solution Efficiently and effectively manage your medical equipment's maintenance needs

Improve the accuracy of your equipment inventory Get access to real-time data to make informed decisions and ensure high performance and regulatory compliance Connect to the teams you work with for better coordination with IT, Facilities and others

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Crawl, Walk, Run: 3 Steps to Starting an Effective Medical Device Cybersecurity Program

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hen it comes to implementing an effective medical device cybersecurity program, it’s easy for healthcare technology management (HTM) teams to quickly get overwhelmed.

Every week, trade publications feature new ads and articles describing a plethora of tools and processes recommended to create an effective operational technology (OT) security program.

So, where should you begin?

While the eventual goal should be a fully mature OT security program, the reality is that budget and staffing constraints often prevent HTM teams from achieving this all at once. That’s why the crawl, walk, run approach – one where you establish pieces of your program over time – may be the most effective method.

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Let’s examine what that might look like.

STEP 1 – CRAWL: ESTABLISH ONE INVENTORY FOR ALL YOUR OT ASSETS When it comes to implementing an effective OT security program, you can start by improving what you already have – your medical device inventory.

In a recent article published in MEDTECHDIVE, Allan Friedman with the Cybersecurity and Infrastructure Agency stated, “You can’t defend what you don’t know about.” With that in mind, make sure you have an updated and consolidated inventory – preferably in a mature computerized maintenance management system (CMMS) – that includes all medical devices, including those often-overlooked ones in the lab, medical offices, and ambulatory care centers.

When it comes to OT Security,

your CMMS should not only have the capabilities to capture maintenance history and contract/warranty information, but also pertinent security information, like whether the device is networked, its IP and MAC address, its ePHI capabilities, and what operating system it’s running.

Since the inventory and its associated data is constantly changing, you also need to shore up your processes for identifying all new devices, capturing the needed information during asset onboarding, and verifying data accuracy through ongoing audits and planned maintenance cycles. A modern CMMS – like Nuvolo Connected Workplace – can automate the onboarding process to ensure all pertinent data is collected.

Likewise, an often forgotten (but critical) step in ensuring an accurate inventory is disposing of equipment while documenting in your CMMS NUVOLO | DIGITAL SUPPLEMENT

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that required procedures were followed. A mature CMMS can automate much of this disposition process for you.

STEP 2 – WALK: INTEGRATE YOUR CMMS’ INVENTORY WITH AN OT DISCOVERY AND SECURITY MONITORING TOOL Utilizing a solution like Nuvolo OT Security allows you to integrate your CMMS with an OT device discovery and security monitoring tool like Armis, Asimily, CyberMDX, Cynerio, MedSec, Medigate, Order or Paloalto (to name a few).

By integrating your Nuvolo CMMS with one of these tools, you can identify and automatically add to your CMMS any new medical devices placed on the hospital network. In addition, when a cyber threat is identified through the security monitoring application, you will be alerted through your CMMS with the information you need to respond, including the asset number, the device

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type/manufacturer/model, where it is located, who supports the device, and whether it’s currently in use.

STEP 3 – RUN: ORCHESTRATION AND REMEDIATION WORKFLOWS The final step to implementing a mature medical device cybersecurity program is getting all of your data (often coming from multiple sources) into one place to produce actionable workflows.

Nuvolo’s OT Security solution gives HTM departments the tools and resources to make this process painless by: • assessing each device’s cybersecurity risk • applying applicable settings to ensure an effective cybersecurity posture • tracking updates to the security settings • enabling workflows that help orchestrate responses to threats

Also included in Nuvolo’s OT Security solution is access to Mayo Clinic Healthcare Technology Management Cybersecurity and Operations’ library of security settings that can be used during device evaluation and onboarding.

Mayo Clinic based their security framework on National Institute of Standards and Technology (NIST) and Association for the Advancement of Medical Instrumentation (AAMI) standards.

To learn more about how Nuvolo can help you develop an effective medical device cybersecurity program, visit https://www. nuvolo.com/solution/security/ and https:// www.nuvolo.com/industry/healthcare/

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HTM and the Connected Hospital – How to Connect with the Teams, Projects, Applications and Data to Run a Modern HTM Department In this 60-minute webinar, join HTM experts Heidi Horn and Dustin Smith as they discuss how HTM teams can learn to work smarter, not harder when staff count and budgets are limited by creating their own Connected Hospital. A Connected Hospital is one where there are no silos, and departments that work together can share pertinent information in real-time to help them perform their jobs better and faster. In a Connected Hospital, the HTM, IT, Facilities, EVS and Construction departments have full visibility into tasks and projects requiring collaboration, as well as equipment issues they are collectively trying to troubleshoot. In a Connected Hospital, Information Security and HTM can collaboratively identify clinical device cybersecurity risks, mitigate them, and respond to threats. Nuvolo Product Manager, Nikki Reihle, will also share what’s new at Nuvolo in 2022. Learn about all the great new features, new user experience, and new interoperability coming out in Nuvolo that will allow HTM departments to be even more connected to the data you need.

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Small and Mid-Sized HTM Departments Face Big Challenges That’s Why Nuvolo Has Introduced Connected Workplace for Healthcare-SMB

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ospitals—and healthcare technology management (HTM) departments within them—have faced more than their fair share of challenges in recent years. Between the pandemic, growing cyber threats, staffing shortages, budget constraints (and the list goes on and on), challenges abound. But for small to mid-sized hospitals—especially those that are not part of a health system—these one-two punches have hit even harder.

Most smaller hospitals, especially those in rural areas, are facing severe budget constraints due to supporting an older, poorer population, while at the same time facing declining Medicaid and Medicare reimbursements. This is exacerbated by the fact that many of these hospital facilities are aging themselves and have older equipment that needs more maintenance.

These economic pressures have forced approximately 180 rural hospitals to close their doors in the past 17 years.

Regardless of the added challenges these smaller HTM departments must overcome, they still have the same clinical, operational, and regulatory responsibilities as their larger counterparts. Smaller HTM organizations have become very resourceful at keeping old equipment functioning and making do with less, while still providing their hospitals with exceptional support. This sometimes means having to manage their clinical equipment using outdated CMMS applications, spreadsheets, and even paper work orders, which 8

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Nuvolo’s new Connected Workplace for Healthcare-SMB is a modern-day CMMS developed specifically for small to mid-sized HTM departments and service providers.

creates additional work for staff members already stretched too thin.

With this need in mind, Nuvolo developed and introduced Connected Workplace for Healthcare-SMB, an economical computerized maintenance management system (CMMS) designed specifically for small to mid-sized hospitals and equipment service providers.

Unlike Nuvolo’s flagship CMMS solution, Connected Workplace for Healthcare, which is designed to meet the needs of larger, more mature1 HTM organizations and thus takes longer to configure and implement, the new SMB solution comes fully configured on the ServiceNow platform to meet the modern needs of smaller HTM departments and service providers.

Nuvolo recognizes that the responsibilities of all HTM and healthcare facilities departments—regardless of their size— have evolved over the years. These departments aren’t just responsible for maintenance anymore, and therefore their CMMS needs to do so much more than maintenance. At long last, smaller organizations can now afford a robust, modern CMMS that supports the work they do today. Some key capabilities of Nuvolo Connected Workplace for Healthcare-SMB are: • Enterprise asset management capabilities • Work order ticketing and management • User-friendly planned maintenance • Parts and warehouse procurement functionality

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A mobile application for technicians • Vendor management capabilities “Our goal when we developed the SMB offering was to give smaller hospitals the tools and functionality they need in their CMMS to be a high-performing HTM department and all that entails,” says Heidi Horn, Vice President of Industry Solutions at Nuvolo. “SMB is pre-configured, so it’s as close as you can get to ‘plug and play’ in a CMMS. This allows us to make the system affordable to even the smallest hospitals while still being able to provide them with a world-class solution.”

Key benefits of Connected Workplace for Healthcare-SMB include: • Fast implementation – get up and running in weeks, not months.

• Automatic software upgrades – customers automatically receive product enhancements and are always using the latest version of the solution.

• Easy set up – the solution is easy to implement, needing only minimal configurations to get started.

• Ability to scale – as your HTM organization grows and matures, you can easily scale up to meet your evolving needs.

Visit https://www.nuvolo.com/solution/ connected-workplace-for-small-and-midsized-businesses/ to learn more.

Mature HTM organizations are those described in AAMI’s HTM Levels Guide (third edition) as Level 3, 4 or 5.

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Your Teams Do So Much More than Just Maintenance Your CMMS Should Too

Connected Workplace for Healthcare The days of managing Facilities and HTM/CE departments with spreadsheets and multiple applications are over.

Cross-Department Functionality Support better patient care together, on one system to

With Nuvolo Connected Workplace for Healthcare, all teams are connected

get work done faster and efficiently.

Reporting Help ensure safety and compliance through comprehensive and configurable reporting.

Financial Analytics Control costs with a complete view into your hospital’s equipment and facility maintenance expenses.

Operations Simplify your Alternative Equipment Maintenance (AEM) program with automation and reporting.

Learn more at Nuvolo.com or sales@nuvolo.com

Call us at: (866) 468-8656

The Collin College Clinical Equipment

The Nuvolo Connected Learning Program Teaching the Next Generation of HTM Professionals Proper CMMS Data Entry Skills

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omplete and accurate data is no longer a “nice-to-have” for healthcare technology management (HTM) departments. It’s a “must have.” That is why many BMET and clinical engineering schools now teach their students how to properly enter data into a computerized maintenance management system (CMMS).

“Proper CMMS data entry is an important part of a BMET’s job,” says David Braeutigam, MBA, CHTM, CBET, ITIL, professor of biomedical equipment technology at Collin College Technical Campus in Allen, Texas. “A complete device inventory is not only required by regulatory agencies, but due to the flood of equipment recalls and safety and cyber alerts these days, you must be able to identify the affected equipment in your CMMS for safety reasons. You also should have good historic work order data to refer to for troubleshooting, documenting compliance and your time, and properly managing the equipment.”

David was very successful getting donated clinical equipment for his classroom, and he needed a way to inventory the 1,000-plus devices and document the repairs and planned maintenance his students were performing. That’s when he decided he needed a CMMS to track the 10

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equipment, document his students’ work, and use as a teaching tool.

However, there was no budget to buy a CMMS. “I wanted a CMMS that was used a lot in hospitals in this area so that my graduating students could walk right into their new jobs and know how to use it,” says David. “Having that skill makes them even more competitive. I knew that Parkland, Children’s Medical Center of Dallas, GE, and SPBS all were on Nuvolo, so I contacted a friend at Nuvolo.”

David called Heidi Horn, MS, AAMIF, vice president of industry solutions at Nuvolo. David and Heidi worked together for years on several AAMI and HTM committees.

“David called me asking if Nuvolo would be willing to give Collin College a Nuvolo instance for free and explained how he wanted to use it in the classroom,” Heidi recalls. “I thought it was a great way for Nuvolo to support the HTM community. I pitched the idea to others in Nuvolo leadership, explaining we could help both HTM schools and the hospitals that hire their students by providing Nuvolo at no cost to colleges and universities with BMET and clinical engineering programs. They were fully supportive.”

Today, there are over a dozen schools using or in the process of implementing Nuvolo to teach

students the importance of proper CMMS data entry.

James Linton, professor and program coordinator of biomedical engineering at St. Clair College in Ontario, Canada started using Nuvolo in his classroom in the spring.

“We needed a CMMS not just to learn on, but also wanted one that is used out in the field extensively,” James explains. “How happy would you be as an HTM manager to hire someone who already knows how to use your CMMS? The students like it because it’s modern, and it’s a real-world CMMS.” David and James use Nuvolo to demonstrate to their students how they can use the CMMS to get the information they need to do their jobs better.

“I show my students that thorough documentation is not just helpful for them,” David says. “It’s going to help someone who will access it in the future.”

James agrees, “Good data entry is just another form of preventive maintenance. I also show them how management is going to be using the data to measure their performance and will be able to see how much time they’re taking to do PMs and comparing that to the time it takes others, what type of things they’re working on, and even their productivity.”

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Connect Your Teams with the Information They Need and Get Rid of Your Spreadsheets

Easily create reports that have the information you need—presented the way you need it. With the Nuvolo Connected Workplace for Healthcare CMMS, you can: →

Create role-specific dashboards

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Have full visibility into your service contracts

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Generate shareable, customizable reports

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View current equipment replacement needs

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See cyber threats and remediation steps in real time

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…And more

Learn more at nuvolo.com/industry/healthcare

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HTM Experts Discuss Best Practices in Data Management sponsored by

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Today’s medical devices are connected.

Your Healthcare Technology Management (HTM) department should be, too.

Nuvolo Connected Workplace for Healthcare connects departments that need to collaborate in order to support clinical equipment, helping deliver exceptional patient care efficiently and cost effectively.

Visit us at Nuvolo.com to learn what a modern CMMS can do for your team.