Taking care of asserts is a detailed job for any organisation, especially one that must keep track of several different types. Care homes, by their very nature, rely on a wide range of medical equipment and supplies, as well as mobility aids, diagnostic and therapeutic machines, furniture and fittings and cooking appliances. Each asset requires careful tracking and paperwork management, including purchase receipts or rental agreements, warranties, instructions and insurance policy details. If it breaks down, gets stolen or needs to be upgraded, having all the details you need in one place will save a lot of time and hassle later on.

Here are some top tips from Care Vision on how to look after your assets and get the most out of them.

Keep track digitally

When you use care management planning software like Care Vision, asset management is straightforward. Care Vision has an integrated tool that allows users to photograph and upload receipts and other paperwork and keep everything relating to each asset in one place. You can also note purchase date, supplier details, payment scheme information and lots more. This means you will never lose bits of paper, nor get confused about which document goes with which asset. The details can be accessed 24/7, from anywhere by those who are authorised to view them. They are also stored confidentially and safely, thanks to the passwords, encryptions and safety features built into the Care Vision system.

Know what you have got

Keeping an inventory of all your assets, equipment, machinery, appliances, furniture and fittings allows you to work out what you have already got and what gaps you need to fill. This information can be stored on Care Vision and used to track how you meet the healthcare and social wellbeing needs of your residents. It can tell you if equipment is growing old and obsolete and when assets are due for a service or overhaul. Having a current inventory also saves wasting money on rebuying something you already have by mistake or getting the dimensions or specifications wrong, then spending more money on sending something back and buying the version you actually need.

Watch for expiry dates

When an asset has been in place for some time, hopefully not giving any trouble around breakdowns, malfunctions or unexpected deterioration, it can be all too easy to miss dates for upgrades, insurance policy renewals, servicing etc. One idea to help with this is to keep a diary – digital or paper – to track when items are purchased and the dates they require your attention to handle associated paperwork. You could even set reminders on your email calendar or phone diary to alert you when the time is due for action.

Be proactive

Don’t wait until a servicing agreement or insurance policy goes out of date before you take action to renew it or book a maintenance appointment. Contact the provider yourself to get the ball rolling. You may also be able to secure a discount if you are proactive and call to arrange an upgrade or paperwork renewal in good time. Look out for signs of wear and tear on your assets too. Don’t wait until the last minute to replace or repair them. Planning ahead can really help with budget planning and management too, as it makes it far less likely that you will have to face sudden, very expensive repair or replacement bills. You can also use the information you have about current assets to plan ahead for future purchases that you might wish to consider to add to a system, upgrade it or replace it altogether.

Train your team

A big part of business resilience is making sure that you not only have the assets you need to carry on functioning, but that your employees know how to use them and handle their documentation as well. Get key trams members involved in checking inventories, tracking servicing and maintenance requirements, filling out insurance and other documentation and making sure that assets are fully compliant and safe for use. All of this adds to people’s knowledge and skillsets and gives you back-up support if you are absent or unable to sort something out to do with asset management yourself.