Hospitals, clinics, and care facilities face constant pressure to maintain high hygiene and cleaning standards to prevent infections. Cleaning audit software is a powerful tool that helps healthcare settings monitor, manage, and improve cleaning practices.

Enhancing patient safety

Contaminated surfaces, improper cleaning protocols, and inconsistent practices contribute to infections spreading within healthcare settings. Cleaning audit software helps reduce these risks by supporting thorough and consistent task completion.

The software includes features such as real-time tracking and digital checklists, holding staff and teams accountable for their responsibilities. Supervisors can quickly identify missed areas or incomplete tasks, allowing for immediate corrective action. This proactive approach significantly reduces the likelihood of infection transmission.

Improving compliance and operational efficiency

Cleaning audit software simplifies compliance by providing detailed records of the cleaning activities undertaken. It provides a digital trail by logging each task, making them easily retrievable during inspections or audits. This level of transparency helps organisations to meet regulatory requirements whilst demonstrating a commitment to maintaining high standards of care and cleaning.

Built specifically for healthcare environments, Asckey’s fmfirst Cleaning helps NHS Trusts and healthcare providers streamline cleaning audits, reduce administrative burden, and maintain consistent compliance. One of the most valuable features of this software is its ability to collect and analyse data. 

By digitising tasks, facilities managers/cleaning teams can track performance metrics such as completion rates and response times and identify high-risk areas. The collated data helps management teams to make informed decisions, such as whether to adjust cleaning protocols or reallocate/expand resources. Long-term, these insights contribute to continuous improvement and better overall outcomes.

Summary

In an industry where cleanliness can impact health outcomes, relying on outdated or manual systems is no longer sufficient. Cleaning audit software offers a modern, efficient, and reliable solution to ensure that hygiene and cleaning standards are consistently met.

Within the software, tasks can be assigned to individuals and/or teams, their completion can be recorded, and a clear chain of responsibility can be established. This allows for accountability and transparency, which can support training requirements, enhance the reputation of the organisation/department, and instil patient confidence.

As the demand for higher standards continues to grow, adopting an effective cleaning audit software solution is not just an option - it is a necessity.

For more information, visit https://www.asckey.com/

Open to FM software systems, SFG20’s Digital Partner Programme allows for the seamless integration of SFG20 maintenance schedules within Facilities-iQ.

Facilities-iQ is SFG20’s smart software solution which empowers facility management professionals to manage their building maintenance compliance. 

As a Digital Partner, our fmfirst software is fully integrated with Facilities-iQ through their Application Programming Interface (API).

Setting the standard

In 2016, Asckey partnered with the Building and Engineering Services Association (BESA), becoming a founding partner of the integration between SGF20 schedules and FM software.

SFG20 is the recognised industry standard and an essential tool for Planned Preventative Maintenance (PPM). 

Their pre-built schedules support FM processes whilst ensuring that compliance standards, including statutory, industry and local requirements are met. 

By integrating with SFG20, FM software providers can equip their customers with the tools they need to maintain their buildings and assets properly and in compliance with the latest legislation and regulations.

What is SFG20?

With new regulations continuously emerging and existing ones being updated, one of the most critical aspects of the building maintenance industry is staying aware of maintenance tasks that are mandated by law.  

SFG20 is recognised as the industry standard for building maintenance specification, and for over 30 years has been dedicated to helping to keep buildings safe, supporting organisations in achieving operational excellence and compliance. 

What is Facilities-iQ?

Complete with over 1000 maintenance schedules which are updated and ratified in line with the latest legislation by SFG20’s highly skilled in-house Technical Authors, SFG20’s new software solution Facilities-iQ allows you to put the SFG20 standard into practice. 

Facilities-iQ comes with a powerful smart search function that identifies the relevant SFG20 schedules based on keywords or Uniclass, British Standards or NRM codes, and allows users to create Maintenance Regimes by organising and tailoring SFG20 maintenance schedules to reflect their unique site requirements.  

With the Digital Partner Programme integration, ensuring that users are working to the latest version of the SFG20 standard has never been easier. 

SFG20’s API (Application Programming Interface) seamlessly integrates with Asckey’s fmfirst software. This integration benefits users by:

• Helping to stay compliant with the latest SFG20 standard
• Improving efficiency by reducing manual and time-consuming data entry
• Providing live information flow, creating an audit trail of compliance
• Retaining control over legislative updates: as soon as updates are made to SFG20 maintenance schedules, users are notified and can choose when to accept updates, which will then smoothly flow directly into our fmfirst software
• Tailoring content that allows users to adjust task frequency, duration and more
• Allowing users to share content with internal teams and contractors via secure sharing links.

Asckey is proud to be a returning Founding Partner and a member of SFG20’s Digital Partner Programme. 

For more information, visit: https://www.sfg20.co.uk

Tel: 01480 469001

New reporting templates are often requested and in the latest update, Asckey has added the following new reporting templates to fmfirst Cleaning:

• A ‘Score Breakdown Report’ that displays the number of elements checked and the number of elements passed for each of the rooms in an audit.
• A ’Cleaning Area Audit Status Report’ that displays all the functional areas and if an audit has been completed within the timescales set out within the cleaning standards.
• A new ‘Element Failure Report’ has been created to display the audit element failure details, and count the total of element failures and their failure reason.

New system features

Requests for new features are received throughout the year. Some of the new features in the October update include:

• Adding a new system parameter where users can copy the element and failure notes from the original audit to re-audit within fmfirst Cleaning.
• Within fmfirst Cleaning, we’ve also added the “Re-audit Days” field in Table Maintenance > Overall Risk Levels, this allows the number of re-audit days to be added to the original audit’s sign-off date and set the new reaudit date value.
• In fmfirst Tasking, under Company and Contacts, we have converted the ‘Contact’ tab to ‘Contacts & Rates’, which allows users to input and amend the company’s hourly, daily, or weekly rates.
• In Mobile Tasking, we have added a ‘Basic Finish Time’ in the staff details view and amended the log-off process so that users are automatically logged off if the date/time exceeds the user’s basic finish time.

Cloud integration

The October release has also focused on the module integration between fmfirst Cleaning and fmfirst Tasking. As well as generating estates’ remedial tickets for failed cleaning elements, the task management module will also automatically populate the failure item’s “Action By” and “Action Date/Time” fields on completion of the remedial ticket. Automated triggers can also be configured to inform the Cleaning & Estates team when a remedial ticket has been created, put on hold, and/or completed.

The cleaning/tasking integration can also be controlled by the responsible group. For example, if you only want to create remedial tickets for Estates and not for Nursing, this can be done by enabling the flag in Table Maintenance / Cleaning / Responsible Group. You can also create different remedial task templates for each of the functional area risk levels, which may be useful for assigning different priorities to each for the FR remedial task.

For more information, visit https://www.asckey.com

TEL: 01480 469001

1. Safe and operational environments    

The primary responsibility of a Facility Manager is to ensure the building/estate always remains safe and operational. A substantial amount of time gets spent analysing the issues that can arise. This includes planned and preventative maintenance tasks, asset management, staff training, and other issues that may occur.

How our applications can help

fmfirst® Tasking is an application that enables users to easily create defect and planned work and manage and report on tasks. The application comes with a variety of various reporting dashboards that allow Facility Managers to identify trends in the data and opportunities to improve efficiencies.

Users can track and update jobs when out in the field by downloading the application on their mobile device. fmfirst® Tasking also includes a Ward Helpdesk for contractors to update their allocated tasks and upload service records.

2. Regulations and compliance    

For buildings to be kept safe and operational, compliance and regulatory standards must be met. Within healthcare organisations, specifically the NHS specifically, compliance standards must meet the National Standards of Healthcare Cleanliness 2021. 

Cleaning compliance is across sectors is a KPI for many Facility Managers, along with building regulation compliance. Facilities Managers are responsible for maintaining compliance programs and staying up to date with any amendments to these standards and regulations.

How our applications can help

fmfirst® Cleaning is our auditing application designed to simplify and support the undertaking, reviewing, and reporting of the cleaning audit process. Its functionality speeds up the auditing process, increases productivity, reduces overall costs, and meets the National Standards of Healthcare Cleanliness 2021 requirements.

Asckey’s fmfirst® Survey is a tailored auditing/survey application that can be used to quickly and accurately collect data. This data enables users to prove compliance and identify possible risk areas with a variety of dashboards that help identify trends and areas of improvement.

3. Managing Existing Assets

Managing assets includes keeping the information up-to-date and accessible, particularly asset availability, maintenance status, and acquisition/disposal. Facilities managers are often tasked with scheduling preventative maintenance and monitoring processes to ensure all equipment and structures function correctly. This can be a time-consuming process so it’s important to have the information you need easily accessible.

How our applications can help

Asckey’s applications enable organisations to seamlessly marry traditional asset management functions e.g.: recording and tracking an asset’s lifecycle with other FM operations such as tasking, PPM, and mobile functionality.

Asckey is a founding member of SFG20 which is integrated with our software. This means you can have a direct link between an asset and the standard/HTM range of maintenance schedules, and the subsequent maintenance activity. From buildings to equipment, our software is designed to help organisations manage their assets in a more cost-effective, efficient, and informative way.

Summary

Any new technology comes at a cost, and it’s just not always possible to buy an entire package in one go, especially when you might not be using much of its functionality regularly. Creating a modular suite of applications is a more cost-effective option for many organisations. It means you can buy just the module you need when you need it and retain the flexibility and financial control to add on other parts of the software package as and when the time is right, or budgets allow.

Contact Asckey today to see how our software suite can minimise your pain points.

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The National Standards of Healthcare Cleanliness impact all healthcare organisations, which have to demonstrate how they will meet the compliance requirements next year. The standards themselves highlight how useful digital auditing systems can be to demonstrate compliance. And this is where our software can help.

Phil Wright, Asckey Sales Executive, worked with NHS Improvements to support the software implementation of these new standards. As a result, he is well versed in how these standards impact the healthcare industry.

As well as managing our client relationships, Phil is involved with the development and testing of our cleaning audit software, fmfirst® Cleaning. He’s also been part of the Asckey journey for over 13 years. So, we can’t think of anyone better to help show you what our software can offer.

The one-hour demo will cover the following:

• A brief introduction to Asckey
• How audits are created and allocated
• Review of standard reports and dashboards
• A look at how it meets the National Standards for Healthcare Cleanliness
• Timeline for installation

If you would like to sign up for the demo then please email [email protected]. We will send you an email confirming your registration and then a week beforehand we will email the Zoom link.

What our clients say

“I must say that using a cloud-based database for our cleanliness auditing and auditing outlet flushing paperwork is efficient.” University Hospitals Bristol and Weston NHS Foundation Trust

“We have saved over 6 days per month of resource time having the ability to auto-trigger emails direct to our users, as well as now having access to key electronic data on audits being completed for ease of reporting.” Anonymous

“The product, software and most importantly the support has been brilliant!” Gloucestershire Health and Care NHS Foundation Trust

Asckey specialises in facilities management software and has been supporting and developing applications for the FM sector for over 25 years. From supporting and upgrading the WIMS task management system within the NHS to developing our own fmfirst Estates CAFM software. We’ve been continually developing our product portfolio to support the growing responsibilities of facilities managers. 

Computer-Aided-Facilities-Management software (CAFM) 
There are many CAFM software solutions on the market but what Asckey pride themselves on is always keeping the client in mind. This was the drive behind becoming ISO9001:2015 (Quality) and ISO27001:2013 (Information Management Security) accredited as we know quality and data security are important to our clients.

Our customer-centric approach to the development of our applications is what makes it so easy to use. We ensure that each step follows a logical approach that makes it easier to navigate compared to other CAFM software providers. Intelligent Information flow and availability is at the heart of fmfirst Estates. The intuitive system design and functionality simplifies user operation with a variety of key modules which include: 

• Help-desk
• Asset, Task & PPM management
• Compliance & Document management
• Reporting.

Asckey Data Services was the first company to gain SFG20 Approved Provider status. SFG20 schedules can be integrated with our CAFM system, fmfirst Estates, giving organisations increased control over maintenance schedules and costs.

With over 500 maintenance schedules covering over 60 equipment types, subscribers can choose the specific schedules they require for the buildings and assets they manage. The SFG20 schedules will give you the optimal maintenance instructions, frequencies and required skillsets for the work required.

Task management
We recognised that our CAFM system can be too complex for the needs of some of our clients and for smaller FM providers. So, in 2020 our team developed fmfirst Tasking. This application offers an alternative, cost-effective, stand-alone task management solution to help streamline internal and external tasking processes.  

The simplified task management system helps users to better collate and analyse data. By doing so, resources can be allocated better, life cycle of assets can be extended and overall costs can be reduced. 

Put simply, it allows users to digitally manage tasks, maintenance and track/update jobs instantly. The best part is, this application can be integrated with our cleaning and survey applications. It can also be integrated with third-party applications, helping you to collect and analyse data across platforms to gain the big picture.

Cleaning audit software
Cleaning audit software allows users to digitally conduct cleaning audits in line with the National Standards for Healthcare Cleanliness 2021. Asckey’s fmfirst Cleaning application is designed to speed up the process of these audits.
fmfirst Cleaning has been purposefully built to have minimum click-through options and be an easy-to-use application. It’s also designed to automate report emails once audits have been completed with any corrective actions that are required. This method of providing instant fault reporting and the options for rectifying, allows users to take action right away.

Being a cloud-based application, you achieve cost-savings and its intuitive design makes it multi-platform and device compatible. Easy to use, ability to create audits quickly and saves you money, fmfirst Cleaning could be the software you didn’t know you needed.

Survey software
Survey software is a great addition to facilities departments who only require the collection of data for individual tasks e.g., fire risk assessments, patient feedback etc.

Asckey’s fmfirst Survey has a tailored software design meaning it can be adapted for any survey or audit type. We can build your existing templates into the application or we can create new ones to ensure you get what you need. This can include a variety of data entry options including creating conditional question sets. 

Again, our cleaning audit software can be too complex for those requiring cleaning audits outside of the National Cleaning Standards. And this is where fmfirst Survey can step in.

Facility management software removes the need for spreadsheets, brings consistency and gives the right people, the right information at the right time. It can help reduce or remove human error as work orders are less likely to be duplicated. The digital records also provide an audit trail of work that has been carried and review dates can be easily tracked.

But facilities management applications don’t have to be complicated. They should be simple enough to ensure there is a smooth transition for staff from one way of working to another.

We continue to enhance our internally-developed facilities management software based on feedback from clients. This means that we have every confidence in our software and the benefits it offers to our clients.

asckey.com

Most organisations won’t need the extensive levels of deep-cleaning employed by our wonderful NHS and Care sectors. But it does raise the issue of whether health and safety standards for the cleaning sector need to go beyond using the appropriate cleaning materials and chemicals. 

Cleaning audit software
One way to prove compliance is by using cleaning audit software, such as Asckey’s fmfirst Cleaning. The software helps to evidence compliance with the recently published National Standards for Healthcare Cleanliness 2021. The standards replace the National Cleaning Standards and the Cleaning PAS Standard. The latter applied only to the NHS, whereas the new standards apply to all healthcare organisations. 

Cleaning audit software allows you to digitally create, manage and report on cleaning audits more easily than paper-based checklists. It allows you to set up different functional areas that represent various usages and degrees of risk. These areas require different cleaning frequencies and levels of monitoring and auditing. 

The software can streamline the entire auditing process and provide reports allowing users to identify trends in the data. Healthcare organisations can then use this data to support day-to-day operating decisions and identify opportunities for improvement.

Making audits digital
Cleaning audit software isn’t just for the healthcare industry. However, it can be too complex for some workplace; this is where survey software can step up. 

Consistency, compliance and quality are what Asckey strive for in the development of our software solutions. For environments/industries where cleaning audit software may be too in-depth, there is fmfirst Survey. This is a more tailored auditing/survey software that allows for the quick and accurate collection of data, enabling users to prove compliance and identify possible risk areas. 

The software can replace paper-based cleaning audit forms and checklists, providing a digital record and audit trail of what has been completed. With Asckey’s survey software, we can develop templates that match existing paper forms to allow for a smooth transition and ease of use for staff. The software also comes with the option of developing your own templates that can include complex conditional question sets.

By making your audits digital, time and resources can be allocated elsewhere. You also have a digital record and audit trail of the surveys/audits taken, making it easier to identify when annual reviews are needed. These records also provide evidence that compliance standards are being met. 

Going digital supports sustainability goals by moving away from paper-based evidence or filling in spreadsheets, and it also saves you some filing cabinet space!

For more information visit https://www.asckey.com

The software allows users to set up separate functional areas that represent different usages and degrees of risk, requiring varying cleaning frequencies and levels of monitoring and auditing. Often the cleaning has to be done in compliance with regulatory, industrial or locally agreed standards. And this is where the software can help.

Such software is widely used by NHS trusts to demonstrate compliance with the latest NHS National Standards of Cleanliness and their cleaning audit standards. 

These standards specify that all functional areas must be assessed and assigned a risk category which identifies the likely infection risk of any cleaning shortcoming in that area. This is used to create a cleaning specification which documents the nature and frequency of the cleaning activity, the audit frequency and the actual audit score. Any ‘failed’ areas automatically generate a remedial cleaning task and target timescale.

Cleaning audit software helps to speed up this entire process. In just a few clicks you can undertake an audit, identify any failures and remedial action, and generate audit reports.

A spokesperson from Birmingham and Solihull Mental Health NHS Foundation Trust said: “The cleanliness auditing process (desktop and mobile app) is simplified. Being able to create and undertake specific audits (within the app) is smooth and easy. As a manager responsible for a cleaning service, the software enables the prompt generation of action plans for multi-disciplinary teams, right through to analysing trends.”

Asckey has been supporting and providing software solutions to the Healthcare sector since 1995. fmfirst Cleaning is the company's internally developed cleaning audit software and is part of its fmfirst suite of software applications. Each application is designed to speed up the process of collecting, reporting and analysing key performance data. 

Asckey specialises in developing data collection applications. From working with clients across different sectors it was recognised that a more bespoke application was needed for clients who were interested in collecting data for similar compliance-based activities, such as fire risk assessments, kitchen cleanliness, patient feedback etc.
 
From this, Asckey developed its survey software, fmfirst Survey. Its tailored software design makes it easy to use, and it can support a wide range of survey types, including audits. This gives cleaning providers the ability to offer auditable evidence of their efficiency and effectiveness to their clients. The software collates the information and displays a report that provides an overall score within the parameters set when creating the survey templates. User can then identify high-risk areas, trends and areas for improvement. 

Survey software provides a digital survey solution. It simplifies traditional time consuming and often error-prone paper-based systems and provides the ability to achieve fast and accurate data input. 
 
By using digital software solutions, you can free up time and resources that can be better allocated. You also have a digital record and audit trail of work undertaken, making it easier to identify when annual reviews need to take place. It also allows you to see where there has been growth or improvements made after each review, and prove compliance standards have been met. 

For more information contact [email protected] or visit www.asckey.com