One vendor list. Every building.

A contact list that outlives the people who built it

Not a spreadsheet, not a binder, and not somebody’s phone. The building keeps it.

Vendors is a tab on the building record, sitting next to the floor plans, the room data, the permits and the assets. Ten tabs describe a building. This is the one that says who to call about it.

MERIDIAN HEALTH · GREENWOOD MEDICAL CENTERWest Region

Greenwood Medical CenterRiverside Campus · 4523 Maple Street, Springfield, IL

Acute

Floor PlansProject FilesBuilding DataCompliance BinderPermitsWork OrdersMaintenance SchedulerAssetsVendorsRequests Status

Vendors on this building

Northgate Mechanicalservice@northgatemech.comMaintenanceHVAC

Springfield Fire Systemsservice@sfiresystems.comMaintenanceFire Protection

Ashcroft Elevatorservice@ashcroftelev.comMaintenanceElevator

Lakeside Tube Systemssupport@lakesidetube.comInstallerPneumatic Tubes

Name, email, phone number, what the company does for you and the trade they work in. Search it, sort any column, and filter it down to the two or three that matter right now.

GREENWOOD MEDICAL CENTER · VENDORS7 vendors

SearchVendor Type Category Vendor

NameVendor TypeCategory

Northgate Mechanicalservice@northgatemech.comMaintenanceHVAC

Halstead Boiler and Chillerdispatch@halsteadbc.comMaintenanceHVAC

Calder Airoffice@calderair.comInstallerHVAC

Springfield Fire Systemsservice@sfiresystems.comMaintenanceFire Protection

Ashcroft Elevatorservice@ashcroftelev.comMaintenanceElevator

Prairie Water Treatmentops@prairiewater.comMaintenanceWater Treatment

Lakeside Tube Systemssupport@lakesidetube.comInstallerPneumatic Tubes

Three vendor types, and the trade underneath. The firm that put the air handler in is usually not the firm under contract to keep it running, and a list that cannot tell them apart sends you to the wrong one first.

ADD VENDOR · CLASSIFICATIONVendor Type

Company

Company Name*Northgate Mechanical

Email*service@northgatemech.com

Phone Number*(217) 555 0142

Website*northgatemech.com

Vendor TypeMaintenance

InstallerMaintenanceSupplier

CategoryHVAC

Location

Address*1140 Industrial Parkway, Springfield, IL

Company email, phone and website. The address, because how far away they are is part of the answer. And a description, so the reason it is this company and not another one is written down instead of remembered.

VENDOR · NORTHGATE MECHANICALMaintenance

Northgate MechanicalMaintenance · HVAC

Description

Chiller and air handler service under contract. After hours dispatch, and the only firm certified on the older units.

Company

Emailservice@northgatemech.com

Phone Number(217) 555 0142

Websitenorthgatemech.com

Location

1140 Industrial Parkway, Springfield, IL

A main contact with a name, an email, a cell number and an office line, all four required. A second contact underneath, optional. The teams who fill in the second one are the teams who never get stuck.

ADD VENDOR · CONTACTSMain required

Main Contact

Name*Enter Main Contact's Name

Email*Enter Main Contact's Email

Cell Number*Enter Main Contact's Cell Number

Office Number*Enter Main Contact's Office Number

Secondary Contact

NameEnter Secondary Contact's Name

EmailEnter Secondary Contact's Email

Cell NumberEnter Secondary Contact's Cell Number

Office NumberEnter Secondary Contact's Office Number

CancelSave

MERIDIAN HEALTH · GREENWOOD MEDICAL CENTERWest Region

Greenwood Medical CenterRiverside Campus · 4523 Maple Street, Springfield, IL

Acute

Floor PlansProject FilesBuilding DataCompliance BinderPermitsWork OrdersMaintenance SchedulerAssetsVendorsRequests Status

Vendors on this building

Northgate Mechanicalservice@northgatemech.comMaintenanceHVAC

Springfield Fire Systemsservice@sfiresystems.comMaintenanceFire Protection

Ashcroft Elevatorservice@ashcroftelev.comMaintenanceElevator

Lakeside Tube Systemssupport@lakesidetube.comInstallerPneumatic Tubes

It is two in the morning and something has stopped. Who do you call?

The same building, four steps apart. Seven companies down to one person.

The moments a phone number turns into somebody’s problem

None of these are unusual. They are the ordinary month of a hospital facilities team, before and after the list lives on the building.

The moment✗ Before✓ With Ruya

A unit fails after hours

✗Somebody texts the manager who might know

✓The list is on the building, with a cell number on it

The facilities manager retires

✗The vendor list retires with him

✓The list stays on the building

You need the company that services it, not the one that installed it

✗Same pile of contacts, same guess

✓Vendor Type says which is which

The main contact does not pick up

✗Leave a message and wait until morning

✓A second contact, with their own cell number

A second campus needs the same trade

✗Starts its own list, in its own spreadsheet

✓Every building keeps its own list, in the same form

The list is on the building, and the building is not going anywhere

People move on. Contracts change hands. The record that says who to call stays where the work is.

2contacts on every vendor, a main one and a backup

4phone numbers when both are filled in, two cells and two office lines

10tabs describing a building, and vendors is one of them

100+buildings on the platform

Who stops asking around

The number is where the problem is.

No hunting at two in the morning

Open the building, filter to the trade, and the company under contract is two rows away with a cell number on the record.

The right company first

Vendor Type separates the firm that installed a unit from the firm paid to keep it running, so the first call is not the wasted one.

No request to somebody who left

The list belongs to the building. It does not walk out with the person who assembled it.

The firm that installed it is still on the record.

The trades on the job, named

The companies that worked in a building are recorded on that building, in the trade they worked in.

The same form on every campus

One structure across the portfolio, so a list you inherit reads exactly like one you built yourself.

Handover is not a spreadsheet

When a job ends, the companies that touched the building are already sitting where the next person will look.

When a surveyor asks who services it, there is an answer.

A company and a person

Not a shrug, and not a search through three inboxes. A name, a trade, and two people who can be reached.

Consistent across the portfolio

The same fields on every building, so the answer does not depend on which campus you happen to be standing in.

One tab from the question

The vendor list sits on the same building record as the floor plans, the room data and the permits.

What facility leaders say about knowing who to call

“

A vendor is only interesting because of something they work on

Which is why the list sits on the building, next to the things they were hired to keep running.

The units they service are assets on the same building. The job you are about to hand out becomes a work order. The service that comes back around every year sits in the maintenance schedule. The companies that built the space filed their work into the project that changed it. And the contractor who ran that work is named on the permit it ran under. One building record, which is the only reason a phone number is ever easy to find.

AssetsThe units in the building, and what they are. Work OrdersThe job you are about to hand to one of them. Maintenance SchedulerThe service that comes back around every year. Project FilesThe record of the job the trades filed into. PermitsThe package the work ran under, on the same building.

What is vendor management software for healthcare facilities?

Vendor management software for healthcare facilities keeps a per-building record of every contractor and service vendor, including certificates of insurance, badge compliance, work history, and the inspection reports they file. In healthcare facilities management it gives staff and Joint Commission (JC), DNV, or CMS surveyors one verified answer to who worked on a building, when, and with what documentation. Ruya Vendors is a software and service solution: vendors upload reports and documents through their own portal access, limited to the buildings they work in, with no hospital network account.

Questions facility leaders ask

No, and it is worth being straight about that. It is a contact directory: who a company is, what they do for you, the trade they work in, where they are, and how to reach two people there. Contracts and insurance paperwork are not in it. If what you need is procurement, this is not that. If what you need is the number to call when the air handler stops at two in the morning, this is exactly that.

Vendor Type is what the company does for you: installer, maintenance or supplier. Category is the trade they work in, from fire protection, elevators and HVAC to plumbing, security, water treatment and pneumatic tubes. The two together let you ask the question you actually have, which is almost never who does our HVAC and almost always who maintains it, because the firm that installed a unit is usually not the firm under contract to keep it running.

Yes, and that is deliberate. The companies serving one campus are not the companies serving another, and a single list that covers everything ends up covering nothing. You can also look across the portfolio when the question is a portfolio question, for instance when you want to know which buildings a company is already working in.

No. Adding a company to the directory creates a record your own team reads. It does not create a login and it gives nobody outside your organization a way in. Letting an outside party into a building is a separate decision, granted building by building, and it is not what this module is.

Whoever is closest to the work. Adding a vendor is one form, and the fields that matter are the ones it insists on: a company name, an email, a phone number, an address, and a main contact with both a cell number and an office line. The habit worth building is filling in the second contact, because the day you need this list is usually the day the first one is unreachable.

No, and most teams should not try. Start with the systems that fail at night: HVAC, fire protection, elevators, water treatment. Those are the calls nobody should ever have to hunt for. The rest goes in the next time somebody looks a number up, which is the only import schedule that has ever actually held.

Bring the vendor nobody can find the number for.

The one where the answer is to go and ask whoever has been here longest. We’ll put one of your buildings into Ruya with its vendor list and show you what that call looks like on a night that person is off. Twenty minutes, with the founder, not a sales rep.

See your own building, with its own vendors on it
Ask the hard questions, pricing included
Leave with clear next steps, or a clean no

Rashad Mujeebuddin, Founder, Ruya

Book a 20-minute demo

On your schedule — no prep needed.