Dishmachines

• See the Steamers & Combi-Ovens section for guidance on determining the need to descale booster heaters and interior of units
• Follow manufacturer-specific guidelines or request service from an authorized provider
• Calibrate flow switches and maintain sensors to ensure proper performance
• Clean or replace filters

Recommended product: To address mineral and lime scale buildup in booster heaters and dishmachine interiors, use Cleveland 109811 Descaler (Clv Dissolve Dynamix). Always follow the equipment manufacturer’s cleaning instructions and verify that the cleaner is compatible with internal surfaces.

Ice machines

• Your ice machine should be cleaned and sanitized regularly to avoid problems. Cleaning will help remove the buildup of lime scale and other deposits from impure water; sanitizing is designed to eliminate organisms like algae, slime and bacteria
• Refer to your owner’s manual for manufacturer-specific guidelines
• Check filters and clean your condenser coils
• Some filters are disposable and some can be cleaned with soap and water
• See the refrigerators & freezers section for instructions on condenser coil cleaning

Recommended product: For safe and effective sanitation, use Manitowoc ice machine sanitizer, 16 oz to eliminate algae, slime and bacteria. Pair with Manitowoc nickel-safe cleaner, 16 oz to remove lime scale and mineral deposits.

Legionella and water management

As part of CMS guidelines, it’s important to include any equipment requiring the use of water in your water management plan and to continually test for the presence of Legionella bacterium.

Commercial floor care

Floor care and maintenance is another part of your commercial kitchen cleaning checklist. In today’s tough regulatory and reimbursement climate, floor maintenance and operations professionals are pressed to find savings amidst tight budgets. Discover how to extract savings with commercial floor care and equipment.

Why are Mergers & Acquisitions becoming so common?

According to the McKnight 2024 Outlook, nearly 40% of Skilled Nursing owners and executives believe they will sell some or all of their senior living portfolio in 2024. There are a number of reasons leading to these healthcare mergers and acquisitions within Skilled Nursing:

1. High inflation
2. Unstable Medicare and Medicaid reimbursements
3. Increased labor costs
4. Stagnant incoming revenue
5. High interest rate pressure

As inflation costs increase worldwide, many providers have struggled to gain a foothold financially. Even before inflation rose, it was difficult for smaller providers to manage procurement, labor costs and new regulations. Now they must do so while grappling with higher prices. This has led to smaller organizations merging with larger ones to absorb their financial burden. 

With our expertise, healthcare facilities can consolidate their supply chains, ensuring consistent product quality and availability across all locations. Direct Supply DSSI offers valuable support in managing increased demand, optimizing inventory, and reducing costs. Our data-driven insights and analytics provide a clear view of procurement activities, helping to identify opportunities for savings and efficiency improvements. By working with us, healthcare providers can focus on integrating their operations and delivering excellent resident care, knowing their procurement needs are in expert hands.

M&A trends continue to emerge as the senior living industry recovers from the COVID-19 pandemic. DSSI is here to help your organization establish efficient procedures in your procurement activity.

Mergers and Acquisitions: What problems can DSSI help with?

One large struggle is figuring out how to handle procurement. This struggle is especially evident when your team hasn’t had a designated procurement professional in the past. For most mid-sized organizations, managing vendors and establishing a procurement strategy are tasks that fall by the wayside. 

When merging or acquiring new companies or assets, there may be inconsistencies in supply chain management. This can lead to potential disruptions in product availability and quality. Coordinating inventory across multiple locations becomes more difficult, and managing increased demand can strain existing resources. Additionally, aligning the procurement strategies of merging entities can be challenging, as each organization may have different practices and vendor relationships. 

As your organization gets larger, these questions within procurement become necessary to answer to establish financial success. Saving time, cost reduction, and risk management become areas of interest. Getting your arms around what strategic procurement looks like in healthcare and senior living is priority one. And luckily, DSSI has a wealth of experience helping folks navigate that transition.

Our decades of experience in supply chain management helps our customers in the healthcare industry save money. We can help manage suppliers, improve contract management and develop a cost effective strategy that works for your business. 

When should DSSI get involved in the M&A process?

Early communication is key. One benefit of working with DSSI is the industry expertise established over the last 30+ years. Our procurement data from so many successful partnerships helps us to make informed decisions. The DSSI team is here to support your growth and success, and we can add significant value throughout the M&A process and beyond. 

The DSSI procurement strategy is built on supporting your relationships with your suppliers. We will support your communication with your supply chain throughout the process. We will implement a procurement system to give you the control that you’re looking for. Products and services your organization requires will be purchased from visible, trusted suppliers

The DSSI spend management consulting team will also support your expanding internal procurement team. The system establishes standardized purchasing processes and provides an opportunity for your organization to instill confidence. It can also aid in quickly acclimating the team members you have also acquired through the acquisition or merger. Your procurement department will be our close partner, working with us on supplier negotiating, inventory management, and ensuring compliance with your plans for your procurement operation.

How can healthcare providers leverage DSSI when acquiring new buildings?

Buildings are being shuffled like cards in a hand of poker and they’re changing owners rapidly. There’s an opportunity to leverage DSSI technology and industry expertise to establish a healthcare procurement strategy.

Establishing a data-driven strategy will reduce the time you need for procurement management, even in the short term. Whether that’s relationships with vendors or analyzing your spend to find opportunity for savings, or just less time managing the requests and approvals that are necessary for large purchases, all of those burdens can be lessened with a system like DSSI.

What are the benefits of partnering with DSSI?

There is a large list of benefits to the DSSI procurement solution in general. With respect to customers undergoing mergers and acquisitions in particular, one really stands out. Real-time visibility into the spend-down that’s happening in your buildings can be crucial to identifying opportunities for cost reduction. 

As a new owner, one challenge is the lack of long-standing personal relationships with your new employees. You’re trusting that they’re acting in your best interests, but you may be operating on blind faith. Working with DSSI ensures that a second eye is watching your new employees and helping them learn how you do business.

With DSSI, you can reduce risk, remove time consuming tasks and a wide range of other helpful benefits. You can see everything from the orders that are being placed, including your approvals on those orders. You can see how well your new buildings are complying to your existing contracts. If employees are ordering off contracts with vendors you have not approved, you’ll know.

Direct Supply DSSI allows you to be an active manager because it gives you visibility into data you would need. It’s better than being reactive based on the financial reporting that you would otherwise produce routinely. Protect your bottom line with DSSI.

Research and implement a unit turnover software solution

Operators and key stakeholders in the buildings can navigate and control the process better through property management software with unit turnover functionality, such as TELS® Unit Turns. The benefits are numerous, both from a corporate office process viewpoint as well as through the implementation at the building level.

Building users gain tools to improve decision-making and communication

• Repairs and expenses are well documented, tracked and housed
• Maintenance teams can make better repair-or-replace decisions and executive directors can break down unit turnover expenses.
• Better communication between maintenance and sales teams and executive director results in clear expectations and shorter vacancy windows.

Create a change management plan to implement the solution

Once you’ve decided on a property management software solution with unit turnover functionality, ensure you have a change management plan in place to ensure smooth and successful implementation.

1. Identify stakeholders

• Create a list of everyone at your organization that should be involved in the planning, decision making, or implementation of unit turnover.
• From the highest level, identify the person that will own the unit turnover program (if using TELS, this person would be designated as a Power User).
• Identify the team that will align and create the templates that will be used to create unit turnover standards. These templates will take the form of checklists for buildings in your organization to use each time they complete the Unit Turns process.
• List out the major roles that will be working within the software, who will need to be notified of the program start, finish, and milestones, and those who will need instructions and training (maintenance personnel, regional directors, marketing, etc.)

2. Determine objectives and action items

Set clear objectives, goals and expectations up front for everyone involved in the transition. Once you’ve identified your objectives (e.g. reduce vacancy windows by 1 week on average), list out the goals that will need to be completed in order to meet them, as well as the timelines for completing these tasks.

For example:

• All facilities in your organization transition to property management software like TELS Unit Turns by a set date.
• Standardize the unit turnover program by instituting checklists for all facilities to use.
• Reduce carpet expenses/spend by requiring all carpet replacements include a picture to allow analysis by your teams.

Create additional action items to touch base on progress and keep the project moving forward. Include meeting dates, target dates and deadlines in this list. These additional action items could include:

• Create the team that will be standardizing the unit turnover process with checklists by room type or care and ask your designated TELS Power User to configure the checklists in TELS Unit Turns and align on a completion date.

• Set target dates for communications to be sent so that maintenance teams can ramp up before launch.
• Send messaging to internal teams to assign a date that unit turnover functionality will be turned on, and when they can begin using the tools.

 3. Create a timeline

• Review your list of action items and be sure to highlight any which need to be completed in a certain order, such as those that can’t begin until a previous action item is done.
• Create benchmarks when appropriate so that you can track intermittent progress up to your deadline date for each goal.
• Ensure that each stakeholder has an understanding of the action items, expectations and timelines that will affect them, and enough time to seek necessary feedback and or training as they begin on these action items.

4. Implement a communication plan

A communication plan should list out any communications associated with the unit turnover project and elements that should be included in the messaging. Start with high-level messaging to leadership that notes the objectives, action items and timeline of the project.

Plans to communicate to the maintenance teams should include:

• An explanation of the upcoming change to start using a unit turnover software solution.
• The reasons for the change and benefits they will see.
• Start date, training materials and instructions on how to use the tools.

Make sure to plan for communications after launching the unit turnover software to share how well the transition went and highlight some of the initial benefits teams are seeing.

Sources:

1. https://www.carepredict.com/blog/retain-senior-living-residents/ 

9 Steps to Winterize Pipes and Help Keep Your Pipes and Plumbing from Freezing

What materials handle cold weather better?

Due to age and demographics of facilities, many have galvanized or copper piping. However, if you are undertaking a plumbing project, you may want to consider using Uponor or Wirsbo Pex if you live in a cold climate. This material is made to expand and contract, so even when they freeze, they have a higher chance of withstanding the expansion and contraction of the ice as it freezes and thaws, potentially preventing bursts.

DIY tips and tricks on winterizing your plumbing

1. Put a bit of pink antifreeze into toilet tanks, floor drains like showers, mop sinks, etc; anything that is susceptible to freezing that you don’t utilize frequently. It’s cheap insurance to help your pipes make it through the winter.
2. On cold nights, open your kitchen cabinet doors to help pick up ambient temperature in the room.
3. In extreme cold, let water drip from your faucets and flush your toilets more frequently to get the water moving.

Sources:

1. http://www.iapws.org/faq1/freeze.html#:~:text=Water%20is%20one%20of%20the,it%20expands%20by%20approximately%209%25.

2. https://www.mallickplumbing.com/blog/2016/december/the-real-reason-that-pipes-burst-when-they-freez/

3. https://www.thebalancesmb.com/stop-freezing-pipes-2124982

Why does fall preventive maintenance actually matter?

While there are times when you simply can’t sidestep emergency repairs, preventive maintenance can go a long way to reduce the amount of emergency needs in your facility. By practicing preventive maintenance, you may be able to:

• Reduce emergency service needs (and costs)
• Extend asset life
• Increase workspace safety
• Save money in the long run

Fall HVAC maintenance checklist

Your HVAC system is critical to your community’s health and wellbeing, making this a vital piece you’ll want to ensure runs properly. Thankfully, a little now will do a lot to ensure your residents keep warm and comfortable during the long heating season.

• Make sure drain lines and pans are clean
• Inspect heat exchanger
• Replace filters and lubricate parts
• Clean the coils
• Inspect the ducts
• Schedule a maintenance checkup if needed

 Grease trap cleaning assessment tips

There’s nothing glamorous about it, but this as-needed task needs to be done. Blocked, clogged or improperly cleaned grease traps can cause maintenance costs to soar and resident and staff satisfaction to suffer.

• Reference your asset documents to determine when your last cleaning occurred and when you’ll most likely need another one

• Schedule your next grease trap cleaning to remove the built-up waste since your last cleaning

Preparing your exterior landscape for winter

Residents aren’t the only living beings you take care of: trees, shrubs, and flowers are also affected by winter weather. Use this checklist¹ to help keep your exterior looking nice and allow your landscape to spring back to life when it warms up.

• Remove dead annuals
• Aerate & fertilize the lawn
• Mulch any flower beds & insulate your perennials
• Plant any spring-blooming bulbs
• Trim shrubs & perennials
• Prune trees

Where can I find HVAC, mixing valve, and grease trap cleaning near me?

Performing these fall maintenance checklist tasks can help ensure your community runs smoothly throughout the upcoming fall season and beyond and can help you avoid costly emergency service visits that all too often plague the industry. When you don’t have the time, the staffing or simply don’t want the headache, the TELS® team can help you schedule these maintenance tasks and cross them off your to-do list. Our nationwide network of service technicians gives you access to insured, local and vetted service providers near your community. With TELS® Building Services, you’ll have:

• 24/7 maintenance service and support
• Emergency equipment rentals (call for availability)
• A 30-minute cap on travel time for technicians
• 15-minute billing increments
• No emergency fees

We know that it can be tough to make the leap and schedule service with a new company for the first time. Even if you “have a guy” or can do it yourself, we’re here to support your maintenance needs in any way we can.

Learn more about the full TELS Building Services offering or call 888-433-3224 to speak live to a helpful TELS team member. Our staff of fully trained customer service professionals and maintenance technicians can help consult with you, diagnose issues and set you up with the right service provider.

Sources:

https://www.angi.com/articles/10-ways-prepare-your-landscape-winter.htm

Building maintenance spring tips & tricks for your HVAC system

A properly cleaned, maintained and balanced system as part of any Senior Living HVAC preventive maintenance plan is a necessity. Geographical location and climate may present certain challenges for your HVAC systems, as well as specific temperature and system requirements based on local, state or federal mandate.

HVAC system maintenance cold vs warm climates

• Cooler northern climates: HVAC systems may need a more thorough inspection prior to the start of cooling season after collecting leaves and debris and sitting idly for several months during the winter
• Warmer southern climates: cooling systems may have been utilized more during winter months than in cooler climates resulting in less idle time, but require the same depth of inspection

3 steps to help your springtime HVAC maintenance

Before getting started, be sure to clean up around the outside of the unit and clear away branches, leaves and overgrown grass or plants. Check back periodically during the season. Then, follow these 3 steps as part of a commercial HVAC maintenance program to help ensure year-round comfort and minimize costly downtime.

1. Clean condenser and evaporator coils
   The condensing coil and evaporator coil in an HVAC unit should be cleaned at the start of each cooling season. Clean coils maximize heat transfer at the coil surface, so it’s essential to keep them free of debris that can reduce efficiency. For condensing units, lawn mowing results in the need for frequent condenser coil washing due to blades of grass settling in the coils. If the condensing unit sits on the ground, trim brush and shrubbery around it to prevent airflow obstruction. Also, road and building construction causes excessive dust buildup on coils. For cooling towers, before filling with water, thoroughly clean the basin of leaves and debris. Perform an operating check on motors, pumps and other parts.
2. Change filters
   Clean filters are important for efficiency and maintaining good indoor air quality. Begin the cooling season with clean filters, and be sure to clean or replace them twice a year to avoid dust buildup, which may lead to airflow restriction, reduced efficiency and dust recirculating into your building.
3. Inspect, seal and insulate ducts
   According to the EPA, a deficiency in your duct system can cause 20 to 30 percent air loss in your system. When air leaks from the ducts, it causes the system to work harder and wastes energy. Check connections on all accessible ducts and make sure they are well-insulated and sealed with mastic sealant or metal tape.

Capital planning strategy: the pros and cons of staying in-house or outsourcing

Regardless of the type of project, a lot of the decisions on a capital project revolve around the answer you give to the first two questions: “Do I need to hire someone to do this?” and “Do I have the budget to make that choice?”

Projects done entirely in-house are called self-performed projects. When building staff perform a project completely internally, they usually save a lot of money. And money talks. But there’s also risk, as you can miss an opportunity for expertise on the project. And on big-ticket projects, the last thing you want is to realize your maintenance director doesn’t always double as Mr. Fix-It.

So, you’re usually left deciding between an emphasis on budget or results, and with a lot riding on it.

Capital planning software to centralize your information and communicate more effectively

While important, data is half the battle. The other half is planning it out and making it work for you, not the other way around. A lot of data can be housed in Microsoft Excel documents, but these can be time-consuming and potentially out of date or inaccurate and can therefore lead to miscommunication as documents get lost or misplaced.

Plus, as data is recorded at the facility level and moves its way up to a corporate office, multiple documents and multiple levels of feedback and prioritization occur, which can be difficult to track and maintain. Add to that the potential of receiving a capital budget for a whole year as late as March or April, and you’ve found yourself in a time crunch.

This is why communities struggling with strategizing, communicating and tracking their capital planning may want to consider a capital planning technology platform.

 As the leading Senior Living technology platform, Direct Supply® TELS® works hand in hand with senior care facilities to develop and maintain the TELS Capital Planning Tool to help:

Increase visibility into capital spend

• Because project requests can’t get lost
• Keep track of what’s going on in your buildings with Site Visit & Asset Management tools
• You define your own categories, roles, and assets
• You keep up-to-date information such as useful life, repair need and history on all assets

Capital planning software for your organization

In short, having a platform where up-to-date information can be viewed by any level of an organization allows more-informed, better capital decisions, smoother facility operations and happier residents. Best of all, TELS Capital Planning is completely free for TELS Platform customers! See more of what TELS Capital Planning has to offer or call 800-667-3880 with any questions.

Not the first time…

This isn’t the first time the Senior Living industry has had to deal with a refrigerant phase-out. R-12 was a refrigerant and aerosol spray propellant used until 1995, when it was banned in developed countries except in the use as a fire retardant in submarines and aircraft. After the deadline passed, R-12 canisters were only available from stockpiles accumulated before the deadline or from those recovered from existing equipment, and subsequently jumped in price from $500 to over $1,200. Buildings across the nation that decided to keep the R-12-filled assets eventually had to replace them, as the cost of maintaining them became too high.

Let’s take a closer look at the R-22 phase-out by answering some key questions to help you better understand the phase-out, if your community is at risk and the steps you can take to address it.

How can you prepare?

Generally, you have three options moving forward for how to prepare your community to meet this emerging challenge.

Option 1: Proactively Replace the System

This is usually the best option for communities with heating and cooling assets over 11 years old or those that frequently need charging (indicating a leak).

Option 2: Retrofit Your Older System to Use a New Refrigerant

You may consider retrofitting your system and recharging it using a replacement refrigerant such as R-407c.

In some cases, you can invest in a retrofit or conversion that allows your older system to use certain newer refrigerants. This option isn’t possible for all systems, and you’d need an inspection by a licensed HVAC technician to determine if it can work for you.

Option 3: Run to Fail

If you feel like your older equipment is in good shape, has been properly maintained and is free from refrigerant leaks, this could be a viable option.

Freon^® is the registered trademark of The Chemours Company FC, LLC