Medical Equipment Tracking keeps a clinic's equipment register, planned maintenance and service evidence connected. The Clinical Coordinator records assets, assigns work and follows work orders through their lifecycle.
Work orders in one list
Licensed Clinician checks the asset permit and signs it.
Every feature works on the same records. Pick one to see the screen your team works in.
Keep each device identifiable by asset tag, location, state and assigned technician.
Assets
See due tasks, completion dates and escalations against the right equipment.
Maintenance tasks
| Task | Asset | Due at | Completed at | Status | Assigned technician | |
|---|---|---|---|---|---|---|
| Verify pump flow rate at three settings | Portable ultrasound 3, imaging | 03 Nov | Open | Marcus Hale | ||
| Inspect power cord and ground continuity | Surgical light 2, operating room | 13 Oct | In progress | June Park | ||
| Replace worn probe strain relief | Patient monitor 8, ICU | 04 Nov | 23 Oct | Completed | Nia Okafor | |
| Record defibrillator discharge energy | Ventilator 6, critical care | 16 Oct | Escalated | Farid Rahman | ||
| Confirm autoclave temperature profile | Autoclave 2, sterile processing | 01 Nov | Open | Sofia Chen |
Follow equipment service from scheduling and arrival to review and completion.
Completion waits for the clinical coordinator
| Id | Asset | Technician | Work type | Started at | Status | |
|---|---|---|---|---|---|---|
| WO-2026-0714 | Surgical light 2, operating room | Amir Haddad | Preventive maintenance | 12 Oct | Awaiting review | |
| WO-2026-0715 | Infusion pump 12, east ward | Elena Torres | Calibration | 18 Oct | Awaiting review | |
| PERMIT-2026-0198 | Autoclave 2, sterile processing | Rafael Costa | Corrective repair | 28 Oct | Awaiting review | |
| WO-2026-0716 | Patient monitor 8, ICU | Priya Menon | Electrical safety test | 22 Oct | Awaiting review | |
| PERMIT-2026-0199 | Ventilator 6, critical care | Priya Menon | Performance verification | 16 Oct | Awaiting review |
Check equipment permits and technician credentials before assigning sensitive service work.
Approval conditions
| Id | Asset | Permit type | Version | Expires at | Status | |
|---|---|---|---|---|---|---|
| WO-2026-0714 | Patient monitor 8, ICU | Electrical isolation | Electrical isolation rev 3 | 20 Oct | Pending | |
| WO-2026-0715 | Surgical light 2, operating room | Restricted clinical area access | Clinical access rev 2 | 01 Nov | Pending | |
| PERMIT-2026-0198 | Autoclave 2, sterile processing | Sterile processing entry | Sterile entry rev 4 | 25 Oct | Pending | |
| WO-2026-0716 | Infusion pump 12, east ward | Lift equipment authorization | Lift authorization rev 2 | 22 Oct | Pending | |
| PERMIT-2026-0199 | Patient monitor 8, ICU | Radiation area access | Radiation access rev 5 | 30 Oct | Pending |
Keep signed work notes and measured calibration results tied to a work order.
Work orders
| Id | Asset | Work type | Requested at | Status | Technician | |
|---|---|---|---|---|---|---|
| WO-2026-0714 | Surgical light 2, operating room | Preventive maintenance | 22 Oct | Scheduled | Nia Okafor | |
| WO-2026-0715 | Surgical light 2, operating room | Calibration | 30 Oct | Arrived | Farid Rahman | |
| PERMIT-2026-0198 | Surgical light 2, operating room | Corrective repair | 20 Oct | In progress | Sofia Chen | |
| WO-2026-0716 | Portable ultrasound 3, imaging | Electrical safety test | 03 Nov | Awaiting review | Elena Torres | |
| PERMIT-2026-0199 | Portable ultrasound 3, imaging | Performance verification | 26 Oct | Completed | Oliver Brandt |
Record spare part consumption and device identifiers with the service event.
Device identifiers
Review service amounts, billing states and received cost records without losing their source links.
Approval conditions
| Work order | Service description | Amount | Status | |
|---|---|---|---|---|
| Validate autoclave 2 cycle | Replaced worn pump door latch | 650 | Draft | |
| Validate autoclave 2 cycle | Calibrated ultrasound depth scale | 350 | Draft | |
| Check ECG cart 5 leads | Installed new monitor battery | 50 | Draft | |
| Calibrate infusion pump 12 | Verified defibrillator output | 250 | Draft | |
| Check ECG cart 5 leads | Replaced autoclave door seal | 270 | Draft |
Equipment service cycle ships ready to use. 2 steps need a named approval before the work moves on: Permit signoff (Licensed Clinician) and Service review (Clinical Reviewer).
Identify the device, location and responsible technician.
Plan due work against the asset and assigned person.
A Licensed Clinician signs the asset permit after checking its validity.
Record the visit, measurements, notes and parts on the work order.
Clinical Reviewer inspects evidence and Admin approves recorded service history amounts.
Record completion on the work order and maintenance task.
Open any work order to see its device identifiers, the roles that work on it, its process stages and its approvals on one page.
Asset, Work type, Requested at and Technician.
Each line is linked to this work order.
Clinical Reviewer, Licensed Clinician and Clinical Coordinator, each with their own permissions.
Work order arrival and Work execution, with the role that acts.
Permit signoff and Service review, with who decides.
Portable ultrasound 3, imaging · Scheduled
| Work order | Identifier type | UDI |
|---|---|---|
| Service ventilator 6 valves | Manufacturer serial number | (01)10863251000124 |
| Validate autoclave 2 cycle | Hospital asset tag | (01)10863251000131 |
| Calibrate infusion pump 12 | Device identifier | (01)10863251000148 |
Signed in as Licensed Clinician
| Decision | Approver | |
|---|---|---|
| Permit signoffA Licensed Clinician signs the asset permit after checking its validity. | Licensed Clinician | |
| Service reviewClinical Reviewer inspects evidence and Admin approves recorded service history amounts. | Clinical Reviewer |
Everyone opens Medical Equipment Tracking to the work that is theirs. Pick a role to see what it starts with.
Maintains people, technician assignments and certification records for equipment service.
This is the first screen this role sees.
Technician certifications · Clinical Governance Administrator
Reviews the equipment, maintenance and service evidence records listed in this role’s permissions.
This is the first screen this role sees.
Work orders · Clinical Reviewer
Records assigned maintenance work and service evidence.
This is the first screen this role sees.
Work orders · Licensed Clinician
Maintains equipment, maintenance plans, permits, service history and work orders.
This is the first screen this role sees.
Work orders · Clinical Coordinator
Maintains account access and oversees equipment record setup.
Review equipment state, due maintenance, service evidence and recorded amounts.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Scheduled | 41 | ||
| Arrived | 7 | 17% | |
| In progress | 3 | 43% | |
| Awaiting review | 1 | 33% |
Sample counts per stage
Which devices are Pending, Active or Withdrawn at each location?
Which tasks are Open or Escalated, and who is assigned?
When was service requested, started and completed?
Which asset permits are signed and when do they expire?
Which technician credentials are Verified and within their effective dates?
Follow each work order to its calibration type, reading, unit and recorded date.
What part, lot, quantity and unit were recorded for a work order?
Compare service-history amounts and states by work order.
See how Medical Equipment Tracking fits your kind of team.
Each stage of equipment service cycle names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Use Proto to prepare equipment records and guide a review with the responsible people.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 15 tablesStart with one team and one process, then add the rest once the basics are running.
Pick a clinic location and devices with known asset tags, service dates and people responsible for them.
Add users and people, check role access, and enter technician assignments with effective dates.
Attach permits and technician certification evidence, then review signed and expiry dates with the team.
Create a due task and work order, record arrival, service evidence, review and completion.
Compare the completed order with its service history and any received cost entry before expanding the register.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Medical Equipment Tracking for your business. Start with a small set of devices, named technicians and a representative maintenance visit.
Yes. Each asset records a location, asset tag, name and operating status. Agree location names before importing the first device set.
Maintenance tasks and work orders each reference a technician. The team can use those assignments to review due tasks and service visits.
Record the calibration type, value, unit, calibrated date and person under the relevant work order.
A permit belongs to an asset and carries a document, version, signed date, expiry date and status. Check the asset and date before using it for service work.
Yes. Certification records hold the type, issuing authority, license number, verification evidence, dates and status for a technician.
A part usage entry records the part, lot number, quantity, unit, work order and authorizing person.
The work order can move to awaiting review. A reviewer can inspect its signed work notes and linked evidence before the coordinator records completion.
They have separate records and source links. Service history belongs to a work order; a service cost entry belongs to an asset and has a received date and reference.
Plan source ownership and identifier mapping for any inventory, scheduling, instrument or accounting connection. Test a representative import before relying on it.
Start free, then use Proto to change fields, steps and approvals before your team goes live.