Hospital equipment tracking: know where every device is and when its AMC ends

A register organised by ward and branch

Record each device with at least one photo, its category (Patient monitoring, Infusion, Imaging, Furniture, IT, Electrical) and the department it belongs to. Use departments for ICU, OT, Emergency, Radiology, Laboratory, wards and OPD, and branches for each hospital unit or clinic. Add staff as employees so each device has a named custodian, typically the nurse in charge of the ward or the biomedical engineer.

Warranty, AMC and repairs in one place

Log the warranty and AMC for each device and record every repair against it. Assets Tracker sends reminders by email before a warranty or AMC expires, so the biomedical team and purchase department can decide on renewal in time. When a device breaks again, its repair history is right there on its record.

Labels for large and small devices

Print QR and Code 128 barcode labels in batches by category, numbered like HSP/MON/001. Use the standard 70×37 mm labels (24 per A4 sheet) for larger equipment, the small 38×21 mm labels (65 per sheet) for pulse oximeters, infusion pumps and handheld devices, or a thermal roll. Any staff member with the app can scan a label with the phone camera to open that device's record.

Lend a device to another ward, with a return date

When ICU lends a monitor to Emergency, check it out to the nurse in charge there with a return date, and mark it returned when it comes back. Use assign for equipment that stays with a person or department long term. A device and its accessories, such as a monitor with its leads and probes, can be checked out together as a kit.

Handover with acknowledgement

When equipment is handed over, the receiving employee confirms receipt from a link with a code. At shift changes, transfers or when a staff member leaves, there is a clear record of who accepted what.

Desktops at nursing stations and billing counters

For desktop computers, Assets Tracker records 11 CPU parts, including processor, RAM, SSD, graphics card and power supply, with a history of every part change. Your IT person can see which machines were upgraded and where the old parts went.

Consumables you want to watch

For items such as ECG paper rolls, device batteries or printer toner, use stock: record what comes in and goes out, see the balance, and get low-stock alerts (Growth plan and above). Assets Tracker is not a pharmacy or medicine inventory system and does not track drug batches or expiry.

On the Growth plan and above, you can run a physical audit by scanning, branch by branch. Staff walk through each ward and scan the labels with their phones; the items not yet scanned are the ones to follow up. Export the result to Excel or PDF for management, or give your internal or statutory auditor the read-only auditor role so they can check the register directly.

For equipment that has been condemned, the Business plan adds approval before disposal or write-off, so nothing is removed from the register without the right sign-off. Branch-wise managers on the Business plan let each unit's manager look after their own branch.

Your accounts team can also get depreciation as per the Income-tax Act and the Companies Act (Growth plan and above). Medical equipment is a large part of a hospital's fixed assets, so read our depreciation guide and check individual items with the free depreciation calculator. If you are moving from spreadsheets, start with the fixed asset register format.