Healthcare Equipment Management Software
Efficient management of medical assets is essential across all healthcare settings, from hospitals and clinics to home care providers and emergency services.
Itefy helps track, maintain, and coordinate vital equipment - reducing loss, downtime, and unnecessary expenses.
Key features:
- Location logged on every move
- Schedule and reserve equipment
- Automate maintenance schedules
- Manage equipment issues
- Monitor checkouts by user
- Prevent duplicate purchases
- Balance stock across sites
- Ensure compliance readiness
Every ward has a stash.
That is not the problem. It is the symptom.
There were four pumps behind the linen on Ward 6, and the sister who put them there was not hiding them. She had spent a night shift last winter walking the building to find one, and she had decided that was never happening again. Everyone I asked had a version of the same story. Nobody could tell me how many pumps we owned.
Hoarding is what rational people do when they cannot trust the pool. Every stash makes the shortage worse, which produces the next stash.
What breaks the loop is being able to find things. Four ways that plays out.
People hoard because looking for it costs more than hiding it
A nurse who cannot find a pump at two in the morning does not file a report. She solves it, permanently, by keeping one where she can reach it. The next person does the same, and the pool shrinks until the department buys more of something it already owns enough of. What actually fixes it: making the answer to “where is one” faster to get than a walk down the corridor, so the stash stops paying for itself.
- Locations nest the way the building does — site, building, ward, room — up to five levels
- Every item keeps a location history, so “where does this one usually end up” is answerable
- Filter a search by ward and everything below it is included by default
- Set a home location per item so returns have an obvious destination
- See what is free right now rather than guessing from a list of what exists
Nobody fills in a form at three in the morning
Any system that asks a clinician to stop and type during a shift will be worked around, and the workaround is invisible. That is not a training problem, it is arithmetic: the recording has to cost less than the thing it records, or it does not happen. What actually fixes it: making the whole handover a scan and two taps on a phone that is already in a pocket.
- QR label on the device: scan to open it, see who has it and what state it is in
- Check out and check in from the phone, no desktop and no paperwork
- Give ward staff accounts that can take and return equipment and nothing else
- Partial check-in, because kit comes back in ones and twos rather than all at once
- Every handover lands on the item’s history whether or not anyone writes a note
The device that is overdue for service, still on the ward
Somebody noticed. It was mentioned at handover, or written on a whiteboard that has since been wiped, and the device stayed exactly where it was because it still switches on. Equipment does not leave service because it is faulty; it leaves service because a person removes it, and that person has to know. What actually fixes it: making the fault a property of the device rather than a fact somebody is carrying around.
- Report a fault with photos from the floor; the responsible person is notified
- An open issue can flip the device to inoperative automatically, and clear it when closed
- Inoperative devices are refused for bookings and checkouts — not merely flagged
- Repair, maintenance and inspection bookings are exempt, so it can still be scheduled for service
- Recurring service and inspection schedules on a shared calendar, with the history kept per device
The cupboard is full until the moment it is not
Consumables are nobody’s job in particular, which means they are noticed at the point of use by whoever needed one. Reordering then happens as an emergency, at emergency prices, and the person who discovers the gap is the person least able to leave the ward to fix it. What actually fixes it: counting the stock as it is used rather than when it runs out.
- Track consumables as inventory with a quantity and a unit, separate from equipment
- Staff register usage themselves — scan the container, log what was taken
- Low-stock alerts on a threshold you set per item, before the bin is empty
- Full usage history per supply, so the threshold can be based on what actually happens
What Itefy does not do
It is equipment management, not a regulated medical device system. There is no calibration-certificate register and no expiry alerting, no structured electrical-safety or performance test records with pass and fail results, and no recall handling. Service and inspection are scheduled and documented like any other job, and certificates can be attached as files — but nothing will chase an expiry date for you.
It holds equipment data, not patient data, and it is not built for patient data — there is no EHR or PAS integration, no BAA on offer and no certification to cite. Keep clinical information in the systems meant for it.
Avoid Lost or Misplaced Medical Equipment
Prevent critical items like monitors, pumps, or diagnostic tools from being misplaced, especially when shared between departments or moved across facilities.
- Centralized database for all medical equipment
- Track each item's last known or assigned location
- Filter by category, type, location, condition or availability
- See current user and expected return time
Eliminate Double Booking or Equipment Unavailability
Ensure optimal use of medical devices and tools - like infusion pumps, diagnostic kits, or transport equipment - without scheduling conflicts or surprises.
- View real-time availability of all equipment
- Allow staff to schedule usage in advance to avoid conflicts
- Reserve multiple items or equipment sets at once
- Scan QR codes to quickly make reservations
Track Actual Usage with Checkouts
While reservations manage planned use, checkouts provide a clear record of who actually used each piece of equipment and when.
- Enable self-checkout and track user possession
- Flag unreturned items for follow-up
- Set a home location to simplify returns
- Log check-in/check-out timestamps for usage insights
Quick QR Code Equipment Handling
Speed up equipment handling and reduce errors by labeling devices with Itefy QR codes for instant access and tracking.
- Print labels using Avery or Herma sheets with a standard laser printer
- Export item lists with unique codes for dedicated label printers
- Use the Itefy GO mobile app to scan QR codes for fast lookup, reservations, and checkouts
- Minimize handling mistakes by verifying items instantly via scan
Maintenance Scheduling and Tracking for Healthcare Equipment
Prevent equipment failures and workflow disruptions by staying ahead of routine maintenance and addressing issues promptly.
- Set recurring maintenance reminders for critical equipment
- Assign tasks to specific personnel and locations
- Keep a detailed maintenance and usage history for each item
- Let staff log maintenance progress, notes, and results
Gain Full Control of Medical Supply Usage
Avoid running out of essential medical supplies by tracking usage in real time and receiving alerts before stock runs low.
- Allow staff to self-register supply usage
- Label supply containers with QR codes for fast scanning
- Access complete usage history for all supplies
- Get low-stock alerts with custom thresholds per item
Instant Equipment Status on the Dashboard
Quickly understand the condition and availability of your medical equipment at a glance.
- Color-coded indicators highlight key information
- Identify urgent issues within seconds
- View stats and recent activity on a single screen
- Access shortcuts to essential tools and functions
- Get maintenance and reservation reminders by email and push
Delegate Responsibility Across Your Healthcare Team
Empower your staff with secure access to a centralized equipment management system, distributing tasks and accountability efficiently.
- Set user-specific permissions and access levels
- Assign equipment responsibility to designated team members
- Track real-time possession of each equipment item
- Generate checkout and activity reports grouped by individual users
A Complete Toolkit for Managing Medical Equipment
Itefy goes beyond basic inventory—it’s a comprehensive solution for organizing, tracking, and maintaining medical equipment across all healthcare environments.
Reservations
Plan and schedule usage, maintenance or whatever needs to be scheduled for your assets.
Learn moreIssue Tracking
When equipment breaks, Itefy's issue management module helps to efficiently resolve it.
Learn moreEvent Tracking
Keep track of events such as purchases, license renewals, maintenance etc.
Learn moreMobile App
Use our mobile app Itefy GO to create reservations, checkouts and more on the go.
Learn moreCollaboration
Share the equipment management by delegating responsibility to multiple people.
Calendar sync
Read your bookings in Google Calendar, Outlook or Apple Calendar — on every plan.
Learn moreCommon questions about healthcare equipment management
Can Itefy track medical equipment across several departments or sites?
Yes. Locations are hierarchical, so a trust, hospital, clinic group or home-care service can mirror its real structure — site, building, ward, room — and see what is held where. Items move between locations as they are checked out and returned, and each one keeps a full location history, which is what makes shared pool equipment findable instead of hoarded.
How does Itefy handle medical equipment maintenance and inspections?
Preventive maintenance, service intervals and inspections are scheduled per item on a shared calendar, with reminders before anything falls due and recurring schedules for anything that repeats. Faults are reported from the floor with photos and a deadline, become a scheduled repair job in one click, and the affected item is locked out of booking until it is signed back into service.
Who had this device last, and where is it now?
Both are on the item itself. Every checkout records who took the equipment, when it was due and when it actually came back, and every location and condition change is appended automatically — so the audit trail builds itself rather than depending on someone remembering to write it down.
What kind of data does Itefy hold?
Itefy holds equipment records — item details, locations, custody, condition and maintenance history — together with the staff accounts that act on them. It is not designed or intended as a store for patient records or other special-category personal data, and we recommend keeping that kind of data out of item notes and free-text fields. If your procurement process has questions about data handling, get in touch and we will answer them.
Does it work for biomedical and clinical engineering teams?
It covers the operational side of biomedical and clinical equipment management — the register, custody, location, condition, service scheduling and repair history, with usage and maintenance reporting on top. It is not a calibration-management or regulatory-submission system, so teams needing device-specific calibration workflows should check that gap against their own process first.
Can staff use it away from a desk, on ward rounds or in the field?
Yes. Itefy Go runs in the browser on any phone or tablet and can be installed to the home screen like an app, with no app-store rollout to arrange — which matters for home-care and mobile teams. Staff scan an item's QR label to check it in or out, report a fault with a photo or update its condition on the spot.
Plans & Pricing
- USD
- EUR
- NOK
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Basic
N/Aper month, paid N/A- N/A items
- N/A locations
- N/A users included
- Extra seats N/A/month
- N/A GB storage
Core features
- Items, check-in & check-out
- Reservations & scheduling
- Calendar sync (Google, Outlook, Apple)
- Issues, maintenance & events
- QR labels & mobile app
- Public item pages
- Custom specifications
- Excel import & export
- Sign in with Google
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Most popular
Startup
N/Aper month, paid N/A- N/A items
- N/A locations
- N/A users included
- Extra seats N/A/month
- N/A GB storage
Everything in Basic, plus
- Recurring reservations
- Kits
- Contacts
- Reports & insights
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Business
N/Aper month, paid N/A- N/A items
- N/A locations
- N/A users included
- Extra seats N/A/month
- N/A GB storage
Everything in Startup, plus
- API access for custom integrations
- Up to 5 API keys
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Enterprise
N/Aper month, paid N/A- N/A items
- N/A locations
- N/A users included
- Extra seats N/A/month
- N/A GB storage
Everything in Business, plus
- Up to 25 API keys
- Highest limits, built for large fleets
- Lowest extra-seat price
Take control of your equipment
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