Food-Service-Manual-for-Health-Care-Institutions

• A maintenance and inspection schedule is developed. Instructions should be explicit and
complete and should include diagrams that indicate the location of key points or parts. The
schedule should also indicate what, when, and how activities are to be performed.
• The employees responsible for performing maintenance tasks are trained. It is important
that the employees understand the instructions and time schedules.
• A follow-up method of inspection is developed. A master check-off sheet that lists the
equipment, the activities to be performed, and the employees responsible is useful. However,
other types of systems also work well. The key is to devise a system that works best for the
institution (Exhibit 21.3).
• Review records periodically and take action before a malfunction occurs. If service is
required too frequently for any piece of equipment, the records should be checked. Repair costs
may far exceed replacement costs in the long run. Accurate records provide management with
data that can be presented to administrators in requesting new equipment.
• File manuals and other information received from the manufacturer in a location convenient
to the food service director and engineering department personnel. Such materials
should be part of the permanent equipment file for the life of the equipment. If the engineering
department is in charge of routine inspection and care, an up-to-date file may also be located
in that department. Files should be reviewed periodically and outdated materials discarded.
Preventive maintenance circumvents the effects of equipment breakdowns, and employees
trained properly in the operation and care of equipment can be a valuable asset to management
in this respect. The malfunctioning of equipment not only can damage product quality, it also
is frustrating and possibly unsafe for employees. After training, many employees can practice
preventive maintenance on the equipment they use (Exhibit 21.4). All employees should learn
to report suspected malfunctions, unusual noises, and any other problems with equipment to
the food service director.
In many health care institutions, maintenance department personnel are trained in routine
inspection, care, and minor repairs. Large institutions may have a staff member who is specially
trained to perform these duties. Enhanced diagnostics permit operators to more easily locate
the source of equipment problems and begin repairs.
Having skilled personnel within the organization helps equipment repair times. However,
additional salaries are involved, and money and storage space may be tied up in an inventory
of spare parts. Alternative methods for equipment maintenance and repair are contract service
agreements with the equipment manufacturer or vendor or informal agreements with a local
repair service. Whatever the arrangement, it is important that factory-trained repair people and
spare parts be available within a reasonable distance of the food service operation to eliminate
lengthy delays in equipment repair. The cost, convenience, and delay time for each service
should be evaluated before a maintenance decision is made.
Exhibit 21.3. Equipment Management Inventory
Equipment Acquisition Identification Frequency
Name Date Number Location Classification Safety of Repairs
Note: E indicates electrical; S, steam; and G, gas.
E S G By whom Cost
Facility Design and Equipment Selection
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