A medical equipment service company handles planned maintenance, calibration and breakdowns for devices installed across hundreds of hospitals and clinics. When maintenance dates live in spreadsheets and service forms on paper, a missed calibration means both a contract penalty and a problem at the next accreditation audit. In the system we build each device enters the installed base with its serial number, location and contract, and the maintenance and calibration plan is generated automatically. Technicians enter measurements in the app on site and capture the customer’s signature; the certificate and service report appear instantly in the hospital’s portal.
Problems medical service companies face
- Planned maintenance and calibration dates being missed
- Paper service forms invoiced late
- Technicians unable to see device history on site
- Spare part usage not tracked
Modules
Installed base
Customer, location, serial number, warranty and contract details.
Maintenance plan
Automatic maintenance and calibration work orders based on manufacturer intervals.
Technician app
Job list, device history, measurement forms, photos and signature.
Calibration certificate
Automatic certificates from measurements with traceable reference equipment.
Spare parts
Van stock, parts used and returns tracking.
Customer portal
The hospital’s device list, reports and fault logging.
How it works day to day
- 1
Work orders are created for devices due for maintenance.
- 2
The work order is assigned to a technician in the region.
- 3
The technician enters measurements, logs parts used and collects a signature.
- 4
The certificate and service report are sent to the customer.
- 5
Completed jobs are invoiced and contract performance is reported.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For service teams with few devices and technicians, general field service apps may be enough.
When custom software pays off
Firms that need calibration certificates, accreditation traceability and a hospital portal reduce both audit risk and workload with custom software.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 20 screens and 10 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €500 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Can technicians work in areas without internet?
Yes, the app supports filling in forms offline and syncs when a connection returns.
Can we put QR labels on devices?
Yes, scanning the QR code instantly opens the device history and any open work order.
Can we use our own calibration certificate template?
Yes, your existing certificate and report templates are adapted into the system.
Can we import our existing device list?
Customer and device lists in Excel are imported together with their maintenance history.
