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:

  • Track asset location in real-time
  • Schedule and reserve equipment
  • Automate maintenance schedules
  • Manage equipment issues
  • Monitor checkouts by user
  • Prevent duplicate purchases
  • Balance stock across sites
  • Ensure compliance readiness
01

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, location, model, or custom tags
  • See current user and expected return time
Items registry in Itefy with tabs, search and filters
02

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
New reservation in Itefy with classification and period selection
03

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
Checkout log in Itefy with statuses and due dates
04

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
QR label generation in Itefy
05

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
Issue ticket in Itefy with a Schedule repair action
06

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
Item page in Itefy with insights and full history
07

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
  • Monitor maintenance and reservation alerts in real time
Itefy dashboard with live equipment status
08

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 usage reports grouped by individual users
User permissions setup in Itefy

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.

Asset Database

Keep track of, organize and categorize all your assets in one database.

Learn more

Reservations

Plan and schedule usage, maintenance or whatever needs to be scheduled for your assets.

Learn more

Checkouts

Keep track of actual asset usage, and make sure it's being returned in time.

Learn more

Location Tracking

Keep track of where your assets are located at any given time.

Learn more

Issue Tracking

When equipment breaks, Itefy's issue management module helps to efficiently resolve it.

Learn more

Event Tracking

Keep track of events such as purchases, license renewals, maintenance etc.

Learn more

Mobile App

Use our mobile app Itefy GO to create reservations, checkouts and more on the go.

Learn more

Statistics

Get live statistics on utilization, performance, condition, inventory etc.

Learn more

Collaboration

Share the equipment management by delegating responsibility to multiple people.

Common 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.

From the blog

More on the blog

7 Best Practices for Managing Hospital Equipment Inventory

Healthcare Asset Management: What It is and Its Benefits

Medical Inventory Management: Optimize Patient Care With Effective Strategies

Plans & Pricing

  • USD
  • EUR
  • NOK
Monthly Yearly

  • Basic

    N/A
    per 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
    • Issues, maintenance & events
    • QR labels, NFC & mobile app
    • Public item pages
    • Custom specifications
    • Excel import & export
    • Sign in with Google
    Start free trial
  • Most popular

    Startup

    N/A
    per 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
    Start free trial

  • Business

    N/A
    per 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
    Start free trial

  • Enterprise

    N/A
    per 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
    Start free trial

Take control of your equipment

Try every feature free for 14 days. No credit card, no obligations.

Start your free trial View pricing