Summary
Protect Uptime • Prevent Citations • Preserve Warranty
This checklist is designed to reduce emergency failures, sanitation findings, and premature equipment replacement.
Facility Information (Optional)
Facility Name: ______________________________
Building / Room: ______________________________
Equipment Type: ☐ Ice Machine ☐ Ice & Water Dispenser
Manufacturer / Model: ______________________________
Serial Number: ______________________________
Filter Type: ☐ Carbon ☐ Carbonless ☐ Bacterial Retentive ☐ Reverse Osmosis ☐ Other __________
Service Provider: ______________________________
DAILY TASKS (Operator Level)
☐ Check ice quality (clear, odor-free, normal shape)
☐ Verify dispenser or bin door closes fully
☐ Wipe exterior surfaces with approved cleaner
☐ Ensure floor area around unit is clean and dry
☐ Confirm no visible leaks, drips, or condensation
Red flag: Cloudy ice, odor, or wet floors require immediate follow-up.
WEEKLY TASKS (Facilities / EVS)
☐ Clean exterior panels and controls
☐ Clean dispenser chute or bin door interior
☐ Inspect drain line for obstructions or slow flow
☐ Verify scoop is clean and stored outside the bin
☐ Check surrounding area for dust or debris buildup
MONTHLY TASKS (Facilities / Maintenance)
☐ Inspect interior bin surfaces for slime or biofilm
☐ Inspect evaporator plate or grid for scale buildup
☐ Clean water distribution components
☐ Verify proper airflow to condenser (air-cooled units)
☐ Inspect electrical connections for damage or moisture
☐ Confirm machine is level and stable
Inspection note: Slime, mold, or scale inside the bin is a common citation.
QUARTERLY TASKS (Recommended Minimum)
☐ Perform manufacturer-approved cleaning and descaling cycle
☐ Inspect condenser coil (air-cooled units) and clean as required
☐ Verify drain pump operation (if installed)
☐ Inspect bin level controls and safety interlocks
☐ Confirm ice production meets current demand
☐ Review maintenance log for recurring issues
FILTER & WATER QUALITY MAINTENANCE
☐ Verify filtration system is manufacturer-approved
☐ Check filter change indicator (if equipped)
☐ Replace filters per manufacturer schedule
☐ Document filter changes with date and initials
☐ Inspect for scale or mineral deposits
Compliance note: Expired or missing filters are a leading cause of warranty denial.
SEMI-ANNUAL / ANNUAL TASKS (Service Provider)
☐ Full internal sanitation and descaling
☐ Inspect compressor performance
☐ Inspect water inlet valve and float mechanisms
☐ Verify refrigerant pressures (qualified personnel only)
☐ Inspect drain and air gap compliance
☐ Validate electrical load and safety protections
☐ Review operational history and downtime
SANITATION & INFECTION CONTROL (Healthcare)
☐ Ice machine location approved by Infection Prevention
☐ Cleaning chemicals are manufacturer-approved
☐ Ice is not used for wound care or direct patient contact
☐ Isolation unit ice handling follows facility SOP
☐ Cleaning frequency aligns with Infection Control Risk Assessment (ICRA)
DOCUMENTATION & COMPLIANCE
☐ Maintenance log is current and complete
☐ Service invoices retained
☐ Warranty documentation on file
☐ Manufacturer manuals accessible
☐ Inspection readiness checklist completed
MAINTENANCE STATUS
☐ Compliant – No Action Required
☐ Corrective Action Needed (Non-Critical)
☐ Immediate Service Required
Notes / Corrective Actions:
Why This Checklist Matters
Facilities most often experience:
- Inspection citations due to slime or mold
- Emergency shutdowns due to scale lockup
- Flood damage from blocked drains
- Warranty denials due to missed filtration
Routine maintenance costs far less than:
- Emergency service calls
- Bagged ice purchases
- Infection control findings
- Premature equipment replacement
