Introduction
Established in 2018, Med Science Medical Equipment has been committed to providing top-tier services and solutions in the fields of life science research (human, veterinary, and plant), pharmaceuticals, clinical diagnostics, natural sciences, and food sciences. With a mission to deliver excellence through its core expertise, Med Science aims to support clients with unparalleled service, exceptional technical solutions, and reliable support to meet their specialized needs.
Challenges Faced by Med Science
Despite their expertise, Med Science faced numerous operational challenges due to the manual management of their maintenance and customer service processes. These challenges impacted their service quality, client satisfaction, and operational efficiency. Key challenges included:
Difficulty in Preparing Customized Reports for Clients
With diverse client requirements, creating individualized, detailed reports was time-consuming and labour-intensive. The team had to generate these reports manually, leading to delays and a lack of client-specific insights, impacting client satisfaction and communication.
Limited Visibility on Service Histories Across Locations
Med Science’s clients operated across multiple locations, making it difficult to keep track of each site’s service history. This lack of visibility often resulted in inconsistent service levels, redundant maintenance activities, and inefficient asset management.
Lack of Real-Time Asset Condition Monitoring
Without a centralized system, Med Science could not easily monitor the condition of assets in real time. As a result, equipment issues were often detected only when a failure occurred, leading to reactive rather than proactive maintenance.
Client Complaint Logging and Communication Challenges
Clients had to call in to log complaints, which was inconvenient and made it difficult to track and document issues systematically. This reactive approach hindered the timely resolution of client concerns and decreased operational efficiency.
Inefficient Calibration Tracking for Equipment
Med Science struggled to keep up with the calibration needs of the medical equipment they serviced. With equipment installed at different client sites, the lack of a systematic calibration tracking method often led to missed schedules, resulting in non-compliance with industry standards and frequent equipment breakdowns.
Complex Scheduling Requirements for Preventive Maintenance
The equipment Med Science managed required preventive maintenance at varying frequencies—monthly, quarterly, or yearly—depending on the type and intensity of use. Managing this manually led to missed schedules, increasing the likelihood of breakdowns and impacting client operations.
Solution: Implementing Cryotos CMMS Software
Med Science turned to Cryotos CMMS (Computerized Maintenance Management System) to address these challenges. The software provided a comprehensive, digital solution that streamlined their operations, improved service quality, and enhanced client satisfaction. Key features and solutions included:
Customizable Reporting
Cryotos CMMS allowed Med Science to easily create customized reports tailored to each client’s needs. By automating the reporting process, the team could generate detailed, client-specific insights, enhancing transparency and strengthening client relationships.
Centralized Asset and Service History Tracking
Cryotos provided a single platform to monitor all service activities across locations, offering full visibility into each client’s service history. This feature enabled Med Science to prevent redundant maintenance, improve resource allocation, and ensure consistent service delivery.
Real-Time Asset Condition Monitoring and Alerts
With Cryotos CMMS, Med Science gained access to real-time monitoring capabilities, allowing them to track asset conditions and receive immediate alerts for any irregularities. This proactive approach facilitated early issue detection, enabling timely interventions before failures occurred.
Streamlined Complaint Logging via QR Code Scanning
Cryotos CMMS enabled clients to log complaints quickly by scanning QR codes placed on each asset. This innovative feature eliminated the need for phone calls, provided an easy way to document issues on-site, and improved response times, resulting in faster resolution and enhanced client satisfaction.
Automated Calibration Tracking and Scheduling
Cryotos’ calibration management feature helped Med Science maintain regulatory compliance by allowing them to store and track calibration data centrally. Automated scheduling ensured that all assets were calibrated on time, reducing downtime and preventing equipment malfunctions.
Flexible Preventive Maintenance Scheduling
Cryotos CMMS enabled Med Science to set preventive maintenance schedules at customized intervals—such as monthly, quarterly, and yearly—based on asset-specific requirements. Automated reminders and tracking features helped prevent missed schedules, improved equipment reliability, and minimized service interruptions.
Key Assets Maintained
Water Distiller: LWD-3008, AS1
Manual Pipette: Finn pipette 10-100, Research Plus, Transferpette, P300
PCR Cabinet: UVT-S-AR
Microscope: TC400,IM3, XDS2,TCM400
Diluters: Gravimetric diluters
Results and Benefits
After implementing Cryotos CMMS software, Med Science realized significant improvements across their operations, leading to increased efficiency, enhanced client satisfaction, and streamlined maintenance workflows. Key benefits included:
Enhanced Reporting and Client Transparency
Automated and customizable reporting streamlined data collection and allowed Med Science to provide transparent, insightful reports that met each client’s unique requirements.
Improved Service Quality with Real-Time Monitoring
Real-time asset monitoring allowed Med Science to detect potential issues early, transitioning from reactive to proactive maintenance and extending equipment lifespans.
Optimized Complaint Logging and Resolution
QR code-based complaint logging enabled faster, more efficient issue tracking and reduced resolution times, enhancing the client experience and Med Science’s responsiveness.
Accurate Calibration and Compliance Management
The automated calibration scheduling ensured compliance with regulatory standards, reduced equipment downtime, and prevented costly breakdowns.
Efficient Preventive Maintenance Scheduling
Customized maintenance schedules minimized downtime by ensuring all assets received timely care. This proactive approach also improved asset reliability, further enhancing client trust and satisfaction.
Customer Feedback
"Cryotos CMMS has transformed our operations with its customizable reports, easy QR code complaint logging, and flexible maintenance scheduling. It has saved us time, improved client satisfaction, and moved us to a proactive maintenance approach. An essential tool for our team!”
– Sr Sales & Service Engineer, Med Science Medical Equipment
Conclusion
By adopting Cryotos CMMS, Med Science transformed their maintenance and service operations. The comprehensive digital solution enabled them to overcome operational inefficiencies, improve client interactions, and maintain high standards of regulatory compliance. Cryotos CMMS empowered Med Science to deliver a superior client experience and establish itself as a reliable, proactive service provider in the competitive life sciences sector.
