Healthcare systems are constantly evolving through technological advances and the growing adoption of smart solutions. For healthcare facilities, smart building technology can enhance facilities management, improve patient care and create better experiences for staff. Leveraging data-driven insights from smart technology also can optimize operations and strengthen financial sustainability, positioning facilities for a more efficient future.

But it can be a challenge to effectively integrate this technology so it meets the needs of the healthcare system and ensures long-term success for facilities in the years and decades to come. To achieve this balance, healthcare facilities managers should keep in mind the seven key phases of technology integration in healthcare facilities and the decisions that occur at each stage to ensure the seamless integration of new technology into the built environment.

Strategic planning

In this phase, C-suite leadership and key stakeholders define the project’s goals and align them with operational objectives and the long-term vision for the facilities. Stakeholders must identify the challenges and opportunities presented by the project and find potential solutions for problems that might arise ahead of time.

For this phase to be an effective foundation for innovation, it is critical to involve leadership to ensure resources are secured, goals are aligned and operational needs and technology strategies are addressed. This phase requires a proactive approach to support the integration of advanced systems, including wireless infrastructure and AI-driven analytics, and avoid reactive problem-solving later in the project, which can lead to change orders and higher costs.

Pre-Programming

The pre-programming phase bridges strategy and execution, setting the stage for a successful project. This phase brings together key stakeholders from leadership, planning, design and construction teams, as well as end users such as doctors, nurses and staff to define project needs and make sure all parties are aligned. Technology plays a big role here because teams must identify the essential systems in the facility, from electronic medical records to advanced tools like RFID tracking, density sensors, logistics management and predictive analytics to plan for the best methods of data collection and analysis.

This phase balances certainty and exploration. Some decisions, like broad system selection, might have already been made. Others, like equipment tracking capabilities or patient flow management, will evolve iteratively.

Also important at this point is the introduction of a responsibility matrix to assign clear accountability and information-sharing throughout the project’s lifecycle. Given the large number of different technology systems across various departments that require consideration at this early stage, responsibility matrixes can prevent miscommunication and cost-sucking late-stage adjustments and set a framework for refining system requirements.

For example, a great deal of data can be gathered from medical equipment, which ideally will integrate with electronic medical records and cloud systems to support predictive analytics. At this point in the process, managers need to ask and answer critical questions: Where will this data go? How will it be collected? How will these systems communicate with one another? How can we best use this data to enhance patient care and operational efficiency?

Programming

During the programming phase, the project team takes the big-picture goals and turns them into real, actionable plans, diving into the specific needs of each department and user group. To be effective, this step must include input from engineering, architecture and construction leaders, along with healthcare end users to gather key data, analyze workflow and determine the kinds of spaces required and the kind of technology that needs to be integrated into the built environment.

Key technology decisions during this phase can include selecting specific systems and platforms that align with the facility’s operational objectives. For example, it is essential to choose an electronic medical record system that connects easily with other clinical and administrative systems. Issues such as telemedicine capabilities, patient monitoring systems and data analytics platforms also should be addressed at this phase, along with budget alignment on technology decisions.

For example, managers can help reduce costs and safety risks in the long run by understanding the price and capability differences between in-house servers versus cloud storage solutions for storing data collected by RFID-enabled systems and considering the tech-enabled mechanical, electrical and plumbing system upgrades that need to be made ahead of time.

Design

The design phase involves several distinct sub-phases, such as schematic design, design development and construction document preparation, each which has specific objectives and definitions. These sub-phases translate the vision into an actionable plan and bridge the strategy with the technical and operational needs.

At this stage, making smart technology decisions is all about setting up the right foundation. Key considerations include designing flexible spaces that can adapt as technology evolves, ensuring strong IT infrastructure to support data-intensive applications, and integrating intelligent building systems that enhance operational efficiency and patient experience.

Pre-Construction and construction

During pre-construction and construction, the plans laid out on paper in the previous phases become reality. Key decisions are made that shape the way equipment and systems are installed, and this phase directly impacts functionality, timelines and cost.

For example, lead times for the many technologies that need to integrate with the facility’s mechanical, electrical and plumbing systems and equipment need to be established and tracked at this stage because delays on technology integration can significantly disrupt the construction and completion timeline.

Virtual coordination, such as building information modeling, can help teams catch and resolve issues early, reducing rework and keeping projects on track. As much of the prefabrication for healthcare facilities happens off-site, ensuring that hardware, software and infrastructure elements are aligned will set up project teams for a smooth installation process.

Technology choices made in this phase affect efficiency, adaptability and long-term performance. From issues such as access control to data infrastructure, planning for these integrations prevents the introduction or use of outdated or unnecessary systems while allowing flexibility for future innovations.

Activation

In the activation stage, the focus shifts from building to operational readiness, and construction sites are transformed into fully functioning healthcare environments. Technology considerations during this phase include system commissioning, which involves individual systems commissioning such as HVAC, electrical, plumbing and healthcare-specific systems, as well as technology inter-system commissioning to make sure all function cohesively.

This phase also requires stress testing of installed technology — for example, making sure RFID sensors, destination dispatch elevators and access control systems can function in unison and addressing bugs in these systems before they go live. It also is essential that end users are educated in the capabilities of new technologies and are trained to use them properly.

Stable occupancy

The stable occupancy phase optimizes healthcare facilities operations, ensuring a smooth transition from activation to full functionality and helping staff shift from project-related activities to concentrating on their specific roles to ensure the facility meets business case goals, such as the expected number of patients per day.

One key aspect of this step is integrating and fine-tuning technology systems implemented during the construction and activation phases. This phase is particularly important for technologies that are complex, such as specialized medical equipment or advanced security systems, which often introduce significant challenges.

Technology in healthcare systems is a key driver of patient care and operational efficiency, and it requires constant consideration from facilities managers and stakeholders across the development lifecycle. Careful thought about the ways technology can, should and might be used in the future can prevent costly retrofits and ensure seamless system integration. A proactive approach not only enhances a facility’s current operations but also can better position it for future integrations and advances.

Eric Hoffman is vice president and healthcare sector lead for Project Management Advisors.