Department-wise checklist for Facility Management Services (FMS) in a hospital or
healthcare setting, aligned with NABH (National Accreditation Board for Hospitals and
Healthcare Providers) requirements:
1. Housekeeping Department Checklist
Cleaning Schedules: Daily, weekly, and monthly schedules for cleaning patient
rooms, ICU, OT, waiting areas, and common spaces.
Disinfection Protocols: Regular disinfection of critical areas such as operation
theatres, ICUs, and emergency rooms.
Cleaning Equipment and Supplies Inventory: Record of cleaning supplies and
equipment (quality, type, and usage).
Housekeeping Staff Training Records: Documentation for training in hygiene,
infection control, and safety protocols.
Pest Control Logs: Regular pest control service and certifications for pest control
contractors.
Waste Management: Compliance with biomedical waste segregation, storage, and
disposal procedures.
Housekeeping Service Audits: Regular audits to ensure cleanliness and sanitation
standards are met.
2. Waste Management Department Checklist
Waste Segregation Policy: Guidelines for segregation of biomedical, non-
biomedical, hazardous, and general waste.
Waste Collection and Storage Logs: Records of the collection and temporary storage
of waste before disposal.
Waste Disposal Service Agreements: Contracts with authorized disposal agencies for
biomedical and hazardous waste.
Waste Disposal Certifications: Documents certifying proper disposal of biomedical
waste (issued by certified agencies).
Sharps Disposal Protocol: Procedures for safe disposal of needles and other sharp
instruments.
Staff Training Records: Evidence of waste management training for relevant
personnel.
Compliance with Local Regulations: Documentation of adherence to local
environmental and health regulations.
3. Maintenance Department Checklist
Preventive Maintenance Schedules: Routine maintenance schedules for HVAC
systems, elevators, plumbing, medical gas systems, etc.
Asset Inventory and Management: Record of hospital assets and equipment,
including service contracts and maintenance logs.
Service Provider Agreements: Contracts with third-party service providers for
equipment maintenance.
Corrective Maintenance Logs: Documentation of repairs and corrective actions
taken for equipment and infrastructure.
Building and Infrastructure Inspections: Regular inspection of the building's
structure (walls, ceilings, floors) for any damages.
Fire Safety Equipment Inspection: Regular checks and service of fire alarms,
extinguishers, emergency exits, and sprinklers.
Electrical System Maintenance Logs: Records for electrical system maintenance,
including UPS, power backup systems, and generators.
Water Supply and Drainage Systems: Regular inspection of water quality, filtration,
and drainage systems.
4. Security Department Checklist
Access Control Protocol: Management of access points and ensuring security of
restricted areas.
Security Personnel Training Records: Documentation of training in emergency
response, surveillance systems, and security protocols.
Surveillance Systems: Maintenance of CCTV cameras, alarms, and other security
devices.
Visitor Management System: Documentation of protocols for managing visitor
access, including visitor logs.
Emergency Response Plans: Detailed response plans for security breaches, natural
disasters, and other emergencies.
Patrol and Shift Logs: Documentation of security staff patrols, including rounds and
checks performed during shifts.
Incident Reports: Records of any security incidents or breaches, with corrective
actions taken.
Emergency Equipment Inspections: Regular checks for emergency security
equipment, including alarm systems and emergency exits.
5. Fire and Safety Department Checklist
Fire Safety Plan: Documented fire safety procedures, evacuation plans, and
emergency exit routes.
Fire Drills: Documentation and records of regular fire drills for staff, patients, and
visitors.
Fire Equipment Inspection Logs: Regular checks of fire extinguishers, fire alarms,
sprinklers, and emergency lights.
Safety Signage: Placement and visibility of fire safety and emergency evacuation
signs across the facility.
Fire Safety Staff Training: Training for all staff in fire safety protocols and the use
of firefighting equipment.
Evacuation Drills: Record of planned and unplanned evacuation drills conducted
periodically.
Fire Safety Audits: Documentation of audits conducted by third-party inspectors or
internal teams.
6. Energy and Utilities Management Department Checklist
Energy Consumption Logs: Regular records of energy usage (electricity, gas, etc.)
and efforts to reduce consumption.
Power Backup System: Inspection and maintenance records for generators, UPS
systems, and backup power solutions.
Water Supply and Wastewater Management: Regular testing of water quality and
adherence to health standards.
Utility Maintenance Logs: Documentation of scheduled maintenance for electricity,
water supply, medical gas systems, and other utilities.
Renewable Energy Initiatives: Records of any renewable energy measures adopted
(solar power, etc.).
Lighting Systems and Energy Saving: Audit of lighting systems for energy efficiency
and cost-saving measures.
Energy Management Policy: Document outlining energy conservation policies and
staff engagement in energy-saving practices.
7. Emergency and Disaster Management Department Checklist
Disaster Management Plan: A documented plan covering response to natural
disasters, pandemics, or other emergencies.
Emergency Drills: Records of emergency drills (fire drills, evacuation drills, etc.)
conducted with staff and patients.
Risk Assessment Reports: Identified potential risks (fire, flood, equipment failure)
and mitigation measures.
Emergency Equipment Inventory: Records of emergency supplies like stretchers,
first aid kits, and medical equipment.
Staff Training in Emergency Procedures: Documentation for regular training on
emergency procedures and first-aid.
Communication Plan for Emergencies: A clear communication system for staff,
patients, and families in emergencies.
Evacuation Routes and Procedures: Clearly documented evacuation routes and
roles for staff during emergencies.
8. Administrative and Compliance Department Checklist
Regulatory Compliance Documentation: Compliance with all local, regional, and
national regulations for building codes, waste disposal, etc.
Insurance Coverage: Valid insurance policies covering the facility, equipment, and
staff.
Accreditation Documents: Documentation related to NABH and other
accreditations.
Audit Reports: Internal and external audit reports for FMS and general hospital
management.
Documentation Retention and Control: A system for maintaining, reviewing, and
updating FMS-related records.
Third-Party Contracts and Agreements: Copies of contracts with service providers,
contractors, and vendors for FMS.
