Pneumocare
How AI-powered configuration transformed medical equipment servicing from compliance nightmare to 100% uptime with zero manual setup.
The Old System
Before Fieldproxy, Pneumocare managed medical equipment servicing through a fragmented system of paper logs, Excel trackers, and manual phone calls. Each piece of equipment had regulatory requirements for maintenance intervals, calibration schedules, and documentation. Service records were stored in physical binders at each hospital site, making it impossible to track compliance across their entire portfolio.
Their service coordinators spent entire days managing spreadsheets to track when equipment needed servicing, which technicians had the required certifications, and whether maintenance windows would disrupt hospital operations. When equipment unexpectedly failed, they had no visibility into service history or parts availability. Critical medical equipment downtime directly impacted patient care, yet their manual processes made rapid response nearly impossible.
Paper + Excel Compliance
Service records scattered across hospital binders and spreadsheets, no centralized compliance tracking or audit trail
No Certification Matching
Manual checks to verify technician certifications for specific equipment types, often sending wrong personnel
48+ Hour Service Delays
Reactive scheduling meant equipment waited days for service, directly impacting patient care and hospital operations
Compliance Anxiety
No automated alerts for expiring certifications or overdue maintenance, constant fear of regulatory violations
Why Generic Tools Didn't Work
Pneumocare tried multiple healthcare-focused and general FSM platforms before Fieldproxy. Each one failed because medical equipment servicing has unique regulatory and operational complexities that generic tools couldn't handle without extensive customization.
Healthcare CMMS - Built for Facility Management
Designed for managing hospital buildings and infrastructure, not complex medical equipment with regulatory requirements. Couldn't handle equipment-specific certification matching, calibration tracking, or compliance documentation. Configuration required hiring consultants and took 6+ months.
Generic FSM - No Compliance Intelligence
Could track work orders but had no understanding of regulatory requirements, certification expiration, or mandatory documentation. Technicians still needed phone calls to understand compliance requirements. No automated compliance alerts or audit trails.
Equipment Management Software - No Field Operations
Could track equipment inventory and maintenance schedules but had no field service capabilities. No technician dispatch, no mobile access for on-site documentation, no real-time status updates. Still required parallel systems for actual service delivery.
How AI Made the Difference
Fieldproxy didn't ask Pneumocare to build compliance workflows or configure certification rules. Instead, their operations team described their requirements in conversation: "We service respiratory equipment across hospitals. Each device has mandatory maintenance intervals. Technicians need specific certifications. We must document everything for regulatory audits."
The AI took those descriptions and automatically configured a complete compliance-aware FSM system. It created equipment tracking with regulatory requirements, built certification matching logic, established automated compliance workflows, and generated audit-ready documentation. The system understood healthcare compliance from natural language and configured itself accordingly.
AI Configured Compliance Rules
When Pneumocare said each device has mandatory maintenance intervals the AI didn't just create calendar reminders It understood regulatory requirements automatically configured compliance tracking set up escalation workflows for overdue maintenance built audit documentation and created alerts for expiring certifications Zero compliance experts zero regulatory consultants just describing requirements in plain language
Complete regulatory compliance framework configured through conversation not legal experts
AI Generated Certification Matching
Pneumocare described their requirement only certified technicians can service specific equipment types The AI transformed that into intelligent dispatch rules It automatically matches equipment types to required certifications blocks unqualified assignments alerts when certifications expire and learns which technicians perform best on which equipment All from a simple statement about certification requirements
Smart technician matching built from simple descriptions not complex qualification matrices
AI Built Documentation Workflows
Instead of designing documentation templates Pneumocare said we need complete service records for audits The AI configured comprehensive documentation capture including pre-service checklists calibration data parts used service photos completion signatures and automatic PDF generation for regulatory compliance The system knew what documentation healthcare auditors expect
Audit-ready documentation generated from describing what you need not building forms
AI Adapted to Hospital Schedules
Pneumocare mentioned we can't disrupt patient care with maintenance during peak hours The AI understood operational constraints and configured intelligent scheduling It automatically identifies low-impact maintenance windows coordinates with hospital schedules prioritizes emergency repairs over routine maintenance and reschedules dynamically when surgeries run long The system learned optimal timing from real-world patterns
Hospital-aware scheduling configured from operational requirements not complex rule engines
The Transformation
Spent 8+ months trying to configure healthcare CMMS systems to match compliance requirements ultimately abandoned
Described regulatory requirements in conversation AI configured complete compliance system in days
Manual tracking of technician certifications constant risk of sending unqualified personnel to sites
AI understood certification requirements from description automatically enforces qualification matching
Paper documentation scattered across hospital sites no centralized audit trail compliance anxiety
Said need complete service records for audits AI configured automatic documentation and audit reports
Reactive scheduling meant equipment waited days for service directly impacting patient care
Mentioned can't disrupt patient care AI configured hospital-aware scheduling with intelligent timing
Compliance tracking required dedicated staff constantly checking spreadsheets and calendars
AI learns compliance patterns proactively schedules maintenance sends automatic alerts for expiring requirements
The Results
AI-configured compliance workflows eliminated regulatory anxiety and audit preparation stress
Intelligent certification matching ensured only qualified technicians serviced equipment
Automated documentation created perfect audit trails without manual paperwork
Hospital-aware scheduling minimized patient care disruption while maintaining compliance
Proactive maintenance alerts prevented equipment failures before they impacted operations
Real-time visibility replaced phone tag and spreadsheet coordination
Equipment uptime improved dramatically protecting patient care quality
Administrative burden dropped 90%, freeing staff to focus on service delivery not paperwork
Why This Worked
The key difference was AI that understood healthcare compliance without requiring regulatory expertise. Other systems treated compliance as custom fields and manual workflows. Fieldproxy's AI learned what healthcare auditors require and configured the entire system to meet those standards automatically.
Configuration happened through conversation, not consultants. The operations team described their requirements in plain language, and the AI transformed those descriptions into working compliance systems. Technicians got mobile tools that made documentation easy instead of burdensome. Hospital partners experienced better equipment uptime. Most importantly, Pneumocare achieved 100% regulatory compliance without the administrative nightmare they had feared.