Case study.

Reduce reactive spend by 30% and improve operational standards by going digital with myBuildings

Lenmed operates 16 private hospitals across Southern Africa, delivering acute and specialist healthcare services in environments where infrastructure reliability, compliance, and rapid response directly impact patient care.

Their systems were paper based, they relied on phone calls and log books, responses were slow and reactive maintenance spend was high. As Lenmed expanded across regions and disciplines, maintaining consistent standards became increasingly complex, and increasing audit scrutiny led to them looking for alternative solutions.

Since 2017, myBuildings has supported Lenmed in digitising and standardising facilities management and healthcare technology operations at group scale — without disrupting clinical workflows.

They now manage more than 16,000 work requests per month, with response times down to same day from three days. They have reduced ad hoc spend by 30% and preventative maintenance is now 80% of workload, demonstrating a mature FM approach.

Key issues

  • Manual fault reporting and heavy use of phone calls and log books

  • High reactive maintenance patterns

  • Limited portfolio-wide visibility

  • Inconsistent compliance

  • Uneven operational maturity across hospitals

  • Increasing audit scrutiny

  • Concern about impact to clinical care.

Solution

Lenmed selected myBuildings so they could achieve one standardised system across all hospitals, with scalability and strong compliance structure for audit readiness. The ease of use for non-technical staff was also important, as was local implementation support with healthcare experience. The project was seen as a change in operational discipline, not just software replacement.

The myBuildings roll out covered a wide range of activities, to create one operational environment for maintenance, compliance and oversight.

Facilities Management

  • Preventative and reactive maintenance management

  • Centralised asset registers

  • Contractor accountability workflows

  • Photo-based work orders

  • Digital job histories.

Healthcare Technology Operations

  • Internal issue logging and escalation

  • Structured equipment reporting

  • Cross-department visibility.

Compliance and Governance

  • OHS inspections and incident management

  • Compliance documentation tracking

  • Executive dashboards and portfolio reporting.

Outcome

Across their portfolio of 16 hospitals, Lenmed now processes 16,500 work requests per month. Their maintenance workload is now 80% scheduled and only 20% reactive, a mature FM environment where prevention reduces both clinical and financial risk.

They have reduced reactive spend by 30%, with lower emergency contractor use and reduced overtime, by preventative work completed early, reducing weekend escalation.

Work request responses have reduced from three days to same day, through structured communication, clear ownership and accountability across teams. Photo based inspections have reduced ambiguity and job histories are immediately accessible, with clear visibility for all parties.

Digitising requests has reduced admin, created faster document retrieval and saved approx. 54,000 printed pages per month, saving R680,400 per year. Reducing storage needs and manual filing and pre-audit compiling of paper records is saving the equivalent of 1-2 FTE roles, estimated at up to R600,000 each year.

Lenmed is achieving consistently high audit scores of +90% from major third party firms including PwC and Deloitte. This is reducing financial penalties and remediation cost, as well as saving the hospitals reputation.

This successful implementation has shown that operational maturity can be sustained long term, with myBuildings ongoing partnership. The benefits are not just financial, but also risk reduction, increased efficiency and clinical confidence.

The system has been in active use since 2017 and planned enhancements continue today, including facilities management refinements and healthcare technology improvements.

“myBuildings has been easy to use and widely adopted across the group. The team has consistently shown a willingness to adapt to our requirements and provided excellent local support. The system has improved visibility for hospital managers and executive leadership alike.”

Lenmed Facilities Management & Executive Leadership Team

Proven benefits

Lenmed’s experience demonstrates that myBuildings implementation can:

  • Scale across multi-hospital healthcare portfolios

  • Improve preventative maintenance ratios

  • Reduce reactive spend by 30%

  • Deliver high-90% audit compliance scores

  • Generate recurring annual cost savings

  • Improve same-day response performance

  • Reduce administrative burden

  • Strengthen governance and executive oversight.

Most importantly, it shows that operational discipline can improve without disrupting patient care.