Nursing home maintenance: regulations, checklist, and system maintenance management

Why maintenance is crucial in nursing homes

In nursing homes, maintenance is not just a technical issue: it is a guarantee of safety and well-being for fragile people. A correctly functioning system, always efficient medical equipment, and safe environments reduce risks for guests and operators. Preventing failures means avoiding interruptions in essential services and protecting the facility's reputation.

Reference legislation for maintenance in nursing homes

The regulations governing maintenance in nursing homes are numerous and specific. D.M. 308/2001 establishes the minimum structural and organizational requirements, while UNI 10881:2013 defines the quality standards for residential care for the elderly.
For fire safety, DM 18/09/2002 and DM 19/03/2015 apply, requiring regular checks on systems and escape routes. Building regulations (D.M. 236/1989, Law 13/1989, DPR 503/1996, DPR 380/2001) require attention to accessibility and architectural barriers.
Failure to comply with these rules exposes the structure to sanctions, legal risks, and, above all, endangers the health of the guests.

Types of maintenance and critical areas in a nursing home

Maintenance is divided into:

• Ordinary: routine interventions to maintain efficiency (e.g., filter cleaning, light bulb replacement).
• Extraordinary: major repairs or replacements (e.g., system renovation, boiler replacement).
• Preventive: scheduled checks to avoid failures (e.g., periodic verification of medical equipment).
• Corrective: interventions following reports or malfunctions.

The most sensitive areas include:

• Electrical and water systems: fundamental for safety and hygiene.
• Heating and air conditioning systems: guarantee comfort and health.
• Firefighting systems: must always be efficient and accessible.
• Elevators and stairlifts: essential for guest mobility.
• Medical equipment: periodic maintenance of electric beds, lifters, defibrillators, and infusion pumps is vital for clinical safety.
• Security devices: alarms, smoke detectors, fire doors.

Operational checklist: what to check and with what frequency

A detailed checklist helps not to overlook any critical aspect. Here is what to monitor regularly:

• Electrical systems: check panels, sockets, emergency lighting (monthly).
• Water systems: leak control, pressure, water temperature (monthly).
• Heating and air conditioning systems: filter cleaning, check boiler and air conditioner functioning (quarterly).
• Firefighting systems: check extinguishers, hydrants, fire doors, alarms (monthly and annually).
• Elevators and stairlifts: maintenance according to regulations, check operation and report anomalies (monthly).
• Medical equipment: operation tests, calibration, cleaning, and battery check (quarterly or according to manufacturer's instructions).
• Escape routes and emergency exits: clearing obstacles, visible signage, door opening (weekly).
• Security devices: alarm tests, smoke detectors, call systems (monthly).

Reports from staff are fundamental: nurses and operators can immediately notice malfunctions of electric beds, air conditioning, infusion pumps, or alarms. An effective system for collecting and managing reports speeds up interventions and reduces risks.

Specific advantages of structured maintenance management in nursing homes

• Reduction of risks for guests and staff: safe environments and reliable equipment prevent accidents and health complications.
• Continuity of essential services: scheduled maintenance avoids interruptions in heating, hot water, elevators, and medical devices.
• Speed of intervention: thanks to timely reports from nurses and operators, faults are resolved before they become emergencies.
• Reduction of unforeseen costs: prevention is less expensive than repairing serious damage or replacing compromised equipment.
• Improvement of perceived quality: guests and families notice well-kept environments and always functioning services, increasing trust in the facility.

Roles, responsibilities, and documentation

Maintenance management requires a clear division of tasks:

• Internal manager: coordinates activities, keeps records, and verifies compliance.
• External suppliers: perform specialized interventions on systems and equipment.
• Technical staff: performs routine checks and small interventions.
• Operators and nurses: promptly report anomalies and malfunctions.

Recording every intervention is essential: maintenance logs, reports, and completed checklists are decisive tools for demonstrating diligence and compliance in case of inspections or incidents.

How digitalization can simplify maintenance management

A dedicated digital platform for maintenance, such as UTwin, allows for the centralization of all information on systems and equipment, automation of checklists, and collection of reports from staff in real time.
Tracking every intervention, scheduling preventive maintenance, and integrating data from IoT sensors allows for an updated view of the facility's status. This reduces errors, forgetfulness, and ensures regulatory compliance in a simple and transparent way.

Guaranteeing safety and quality with structured maintenance

Organized maintenance management is the key to offering safe environments, efficient services, and peace of mind to guests and operators. Adopting checklists, training staff, and using digital tools helps prevent problems, reduce risks, and improve the quality of life in the facility.