Medical equipment service
Medical equipment service software built around how you already work.
Equipment inventories per facility, scheduled preventive maintenance and electrical safety tests, calibration traced to your test equipment, and service reports the client can hand to an auditor. Set up around how your biomed team works.
The short answer
What software does a medical equipment service business need?
A medical equipment service company needs software that keeps each facility's equipment inventory, schedules preventive maintenance and electrical safety tests per device, records calibration readings with the test equipment used, tracks response times on repair calls, and produces service reports the client's auditors ask for. Fieldproxy is set up around your own procedures and forms, with a technician app that works offline.
How the job runs
A medical equipment service job, start to finish.
The stages your software has to follow, in the order the work actually happens.
- 1
Inventory and contract
A clinic, surgery center or hospital department signs on. Every device is added with its facility asset tag, serial, location and the PM frequency the manufacturer or the client's policy sets. - 2
Scheduled PM
PMs and electrical safety tests come due by device. Visits are planned around the facility's hours so devices can be taken out of use without disrupting patients. - 3
Test and calibrate
The tech follows the device's procedure, runs the electrical safety test and performance checks against the analyzer or simulator, and records each reading against its tolerance. - 4
Repair call
A device fails between PMs. The call is logged with the time and priority, a loaner is provided where needed, and parts and labor are recorded against the device. - 5
Report to the facility
The facility gets a service report per device and a summary of PM completion, failed devices and open repairs, ready for their audits.
What to record
The checklist for every job.
Whatever system you run on, these are the fields, readings and photos worth capturing every time. Use it as your checklist.
Per device (the asset record)
- Facility, department and room
- Facility asset tag and your own asset ID
- Device type, manufacturer, model and serial number
- Risk or criticality class as the client defines it
- PM frequency and procedure to follow
- Last PM date, next due date and current status (in service, out of service, retired)
- Recall or safety notice status
- QR code label on the device
Each PM, safety test and calibration
- Tech name, date, time and GPS check-in at the facility
- Test equipment used: model, serial and calibration due date
- Electrical safety: ground resistance, chassis leakage current, patient lead leakage where applicable
- Performance checks with expected value, measured value and tolerance (for example flow rate, pressure, energy delivered, temperature)
- Pass or fail per check and overall
- Visual inspection: cords, plugs, housing, labels, alarms tested
- Firmware or software version
- Photos of the device label and any damage
- Facility staff signature
Repairs, loaners and recalls
- Time reported, time responded, time on site, time returned to service
- Problem reported, cause found, work done
- Parts used by part number and serial where tracked
- Loaner device serial, date out and date returned
- Recall or notice reference and action taken per affected device
Where generic software breaks
Why template tools don't fit.
Most field service software is built for a generic service call. Medical equipment service companies run a different job.
- Every device needs its own PM frequency and procedure. A repeat job per facility cannot show the client which infusion pumps are overdue and which are done.
- A calibration reading is only meaningful with the test equipment's serial and calibration date. Without a required field, the analyzer used is never written down, and the report does not hold up in an audit.
- Clients are audited on PM completion per device, not on how many visits you made. Spreadsheets kept per technician cannot produce a completion report for one facility.
- When a recall arrives, you need every affected serial across every client in minutes. Generic software that stores devices as job notes cannot find them.
How it's set up in Fieldproxy
Your process, set up as it runs.
We map how you run on a 30-minute call and configure it within 48 hours. These are the pieces it is built from.
Every device as an asset with a QR code
PM plans per device
Procedure forms with required readings
Reports and links for each facility
AI for medical equipment service companies
AI that does the admin, inside your workflow.
The AI agents work on your real jobs and customers, and you confirm anything that matters before it happens.
Takes repair calls
Plans PM visits by facility
Keeps reports complete
From $649 a month, one price per company, unlimited users.
Every AI agent included, AI credits charged separately. Live in days: the average migration takes about 10 days.
Questions
Medical equipment service software, answered.
What software do medical equipment service companies use?
Medical equipment service companies need software that keeps an equipment inventory per facility, schedules PM and electrical safety tests per device, records calibration readings with the test equipment used, tracks repair response times, and produces reports clients need for audits. Fieldproxy is set up around your own procedures and forms, with an offline technician app on Android and iOS.
Can it record which test equipment was used for each calibration?
Yes. Every PM and calibration form can require the analyzer or simulator serial and its calibration due date, and your test equipment is tracked so you are reminded before its calibration lapses.
Can our clients get PM completion reports for their audits?
Yes. Each facility can get a link to its service reports and a summary of PM completion, failed devices, out-of-service devices and open repairs, so the records support what their auditors ask for.
How much does Fieldproxy cost for a biomedical service company?
Fieldproxy is $649 per month per company with unlimited users, so every technician and office user is included. AI credits are charged separately, and every AI agent is included.
How hard is it to switch from our current system?
It starts with a 30-minute call about your facilities, device inventories and procedures. Fieldproxy is configured to your process within 48 hours, and moving your inventories and service history over takes about 10 days on average.
See it set up for your medical equipment service business.
A 30-minute call on how you run. We configure it within 48 hours and show it to you running, with the AI agents working on it.