Healthcare CMMS for medical device inventory, inspection, PM and repair

A healthcare CMMS that gives every infusion pump, monitor, ventilator and defibrillator its own record, runs each inspection and PM on the schedule you set, and keeps the evidence a surveyor asks for on the device itself.

Book a demo

Updated 15 Oct 2026

FieldEx scheduling board on desktop with a technician's inspection checklist open on the mobile app, as used by biomedical engineering teams

FieldEx is field service management and a computerized maintenance management system (CMMS) in one, for hospital clinical engineering departments and medical equipment service companies. It keeps every device on record with its model, serial number and location, runs inspection and preventive maintenance to the manufacturer's intervals, sends repairs to qualified technicians, and holds each device's test results, repairs and certificates together.

What FieldEx does for clinical engineering teams

Healthcare technology management comes down to three things a surveyor will check: a complete inventory, every scheduled activity done on time, and a record that proves it. FieldEx runs all three on the device's own record, so the acceptance check, every PM, each electrical safety test and every repair after a fault sit in one history that anyone in the department can open. Book a demo to see it with your own equipment list.

Every medical device on its own record

An asset record for every infusion pump, patient monitor, ventilator, defibrillator and ultrasound scanner, with manufacturer, model, serial number, photos, warranty details and acquisition and depreciation information.
Each device linked to its hospital site with its location recorded, and classified by type, category and subcategory, with lifecycle statuses you define, such as in service, awaiting repair or retired.
Parent and component levels, so an anaesthesia workstation and its ventilator, or a central monitoring station and its bedside monitors, keep their own histories, in asset management.
QR or barcode labels for every device, and a change history showing who edited each record and when.

Inspection and PM to the right interval

Preventive maintenance plans that create each visit automatically, by calendar or by meter readings such as operating hours or cycles, or whichever comes first.
Different checklists and technicians for different points in the cycle, such as a six-monthly performance check and a yearly full service.
Fixed calendar schedules or schedules that count from the last completed visit, with missed PM rescheduled after a set overdue period. Fixed calendar dates apply to time-based plans.
One plan for every device of a model, picking up new devices that match its criteria as they are added, in preventive maintenance.

Safety tests, calibration and certificates

Recurring inspections per device type, on the schedule each one needs, each linked to its own checklist.
Recurring certifications, such as calibration, on standard or custom frequencies, with the certifying body recorded and reminders by email, in-app notification or both.
The date, the person who did the work, the result and remarks on each record, with the test report or certificate attached, through compliance documentation.
A dashboard of overdue inspections and certifications, those due in the next 7 days and those completed in the last 7 days.

Fault reports from wards and clients

A QR code for each hospital or building that opens a fault-report form without logging in, with the location, a description, contact details and photos or video.
A branded customer portal where client hospitals raise service requests, follow job status and download job reports, in the customer portal.
An alert by email or in-app notification when a new job repeats a recent job on the same device.
Service-level agreements with several stages, measured against business hours, with at-risk and violation alerts per client or device.

Biomedical technicians on the wards

Automatic assignment by skill, availability, shift, leave, service zone and live location, with a drag-and-drop scheduler for exceptions, in scheduling and dispatch.
Each job on the FieldEx mobile app: scan the device's label, see its history, answer the checklist, enter test readings as numbers and add watermarked photos and a signature.
Jobs downloaded to the phone and worked without a signal in imaging suites, theatres and basements, then uploaded when the connection returns.

Spare parts and own stock

Spare parts held in each store and in each technician's own stock, with transfers, barcode scanning and approvals where needed.
Reorder and low-stock alerts per stock location, with a movement history of every transfer and part used, in spare parts inventory.
Parts recorded on the job and the device, with manufacturer details and warranty periods kept on each part.

Service contracts, reports and audit records

Service contracts with start and end dates, linked to the devices and maintenance plans they cover.
Completion PDFs with the equipment, fault, resolution, parts, check-in and check-out times, attachments and a signature, emailed with a record of when each was sent, in work order management.
Reports on device reliability, maintenance cost, utilization and age, and on jobs and inspections by site or period, exported as CSV, Excel or PDF or emailed on a schedule, in reporting and analytics.

Must hospitals follow the manufacturer's maintenance schedule for every device?

Not always, but leaving it needs a documented reason. The Centers for Medicare & Medicaid Services (CMS), in its hospital guidance QSO-25-24 (released 5 September 2025), says that when equipment is maintained to the manufacturer's recommendations, the hospital must keep documentation of those recommendations and of the maintenance done. Hospitals that use alternate maintenance activities or schedules should develop, implement and maintain a documented alternate equipment management (AEM) program. The World Health Organization (WHO), in its 2011 *Medical equipment maintenance programme overview*, starts from the same place: the frequency of inspection and preventive maintenance (IPM) is specified by the manufacturer in the maintenance manual.

So each device's record has to show which route it is on, the interval behind it, and every activity carried out.

What FieldEx does about it

The manual on the device: the manufacturer's service manual and maintenance schedule are attached to the device record, so the source of each interval is on file.
A plan per route: devices kept to the manufacturer's schedule and devices on an AEM program run on separate maintenance plans, each with its own interval and checklist.
Checklists built from your procedure: inspection questions can be generated with AI from a description or a PDF or PNG of your existing checklist or procedure, then checked and edited by your team.
Every activity logged: each completed PM stays on the device record with its date, technician, checklist answers and readings.

Which devices have to stay off an AEM program?

The CMS guidance names two groups. Diagnostic imaging and therapeutic radiologic equipment is not eligible for AEM, and nor are medical lasers, for which the US Food and Drug Administration (FDA) requires manufacturers to provide a schedule of maintenance. The Joint Commission adds a risk category that drives how strictly a device is maintained: its survey activity guide for EC.02.04.01 and EC.02.04.03 defines high-risk equipment as medical equipment whose failure could cause serious injury or even death to a patient or staff member, and that includes life-support equipment.

In practice, the inventory has to mark which devices are high-risk, which are excluded from AEM and which can safely move to an alternate schedule.

What FieldEx does about it

Risk and route on every device: device type, category and subcategory mark each device as high-risk, life-support, imaging or laser, so the AEM-excluded devices are easy to filter.
Fixed plans for excluded devices: imaging and laser equipment run on plans set to the manufacturer's intervals, kept apart from the plans used for AEM devices.
High-risk work first: high-risk and life-support devices can carry their own service-level agreement, so a fault on a ventilator raises an at-risk alert sooner than one on a lower-risk device.
Lists for the survey: reports filter the inventory by category or type and export it as CSV, Excel or PDF.

What does a medical equipment inventory need to contain?

More than a list of serial numbers. The CMS guidance says all equipment, whether leased or owned, and whether it follows the manufacturer's recommendations or an AEM program, is expected to be listed in an inventory that includes a record of maintenance activities. The Joint Commission's survey activity guide, under element of performance 4, adds that the inventory includes the activities and frequencies for maintaining, inspecting and testing all medical equipment on it. The WHO overview lists the identifying data each device record should hold: a brief description, manufacturer, model, serial number and location.

In a ward that means two records: the moment the device was pulled from use, and what finally happened to it.

What FieldEx does about it

Identity fields on every record: description, manufacturer, model, serial number, location, photos and warranty details on each device, with owned and leased devices told apart by category.
Activities and frequencies alongside: each device shows the maintenance plans and inspection schedules it belongs to, with last and next due dates.
Maintenance history in the same place: every job, inspection, certification and part used is listed under the device.
Rented devices tracked: devices on a service or rental contract show their contract, and whether each is on rent or returned.

What checks are needed before new medical equipment goes into use?

The Joint Commission's EC.02.04.03, element of performance 1, says that before initial use of any equipment on the inventory, the hospital performs safety, operational and functional checks. The ECRI Institute's service nomenclature calls this an acceptance inspection: a detailed inspection performed before a device is put into use. The UK Medicines and Healthcare products Regulatory Agency (MHRA), in its 2021 guidance *Managing Medical Devices*, adds a step before that: check that the specification of newly delivered devices matches the purchase order or tender specification.

Acceptance is also the moment the device joins the inventory, so its record and first schedule should be set up the same day.

What FieldEx does about it

Acceptance as a job: each new device gets an acceptance job with an ordered procedure, such as delivery check against the order, electrical safety test and functional check. An acceptance-test form captures baseline readings at handover, stored against the device and the job.
No release until it passes: designated tasks must be completed before the job can be closed, so a device cannot be signed off with a step missing.
Readings kept as a baseline: the first test values are entered as numbers on the job, so later tests have a reference.
The schedule starts at once: a device that matches an existing plan's criteria is added to that plan automatically, so its first PM is already on the calendar.

What is the difference between an inspection and preventive maintenance on a medical device?

The ECRI Institute defines an inspection as a procedure to verify that a device's physical integrity, safety and performance meet the necessary requirements. Preventive maintenance is the work that keeps it that way, such as replacing parts on schedule. ECRI notes that scheduled inspections are often called "PMs", which creates confusion between the two. The WHO overview avoids the problem by planning them together as IPM, with the manufacturer setting the frequency.

The distinction matters when a surveyor asks what was checked and what was replaced, and whether both were done.

What FieldEx does about it

Two kinds of record: inspections run as recurring inspection records with their own checklist, and preventive maintenance runs as jobs from a maintenance plan with its own work items and parts.
Both on one device: the device record lists inspections and PM jobs side by side, each with its result.
One visit, both tasks: a single PM job can carry an inspection checklist and a parts-replacement task, so the technician finishes both on the same visit.
Failures raise the work: a failed inspection answer creates the corrective job and its tasks, and can book a follow-up inspection.

Which standard covers in-service electrical safety testing of medical electrical equipment?

IEC 62353:2014, published by the International Electrotechnical Commission (IEC), is the standard for medical electrical equipment in use. It covers testing before putting into service, during maintenance, inspection and servicing, after repair, and on recurrent tests. The MHRA explains why the product standard is not used for this: the tests in BS EN 60601-1 are designed for type testing and may damage the device under test, so not all of them suit maintenance testing.

Each test produces measured values, so the record has to keep the numbers, not just a pass.

What FieldEx does about it

A safety test on its own cycle: the recurrent electrical safety test runs as a recurring inspection per device type, with its own frequency and checklist.
Measured values recorded: number fields on the job capture readings such as earth resistance and leakage currents against the device tested.
Test after repair built in: a repair job can include the post-repair safety test as a required task, so the job cannot close until it is done.
The analyzer report attached: the printout or file from the safety analyzer is attached to the completed record.

What PM completion rate do surveyors and the WHO expect?

The Joint Commission's survey activity guide is strict: for medical equipment, the required activities and frequencies for maintaining, inspecting and testing must have a 100% completion rate. The WHO overview sets a softer target for maintenance programmes in general: a good IPM completion rate goal is above 90%.

The gap between them is the AEM and non-critical equipment, so the number a department reports should split high-risk devices from the rest.

What FieldEx does about it

Completion reports by group: reports compare PM jobs completed with PM jobs scheduled, grouped by device category, site or period.
Overdue work in view: the dashboard shows overdue PM, PM due in the next 7 days and work completed in the last 7 days, filtered by device type or service zone.
Nothing silently skipped: missed PM stays overdue for a set period and is then rescheduled, so it remains visible.
Monthly figures sent automatically: completion reports can be emailed to the department head on a schedule.

What maintenance records should be kept for each medical device?

The MHRA's *Managing Medical Devices* says good record keeping is essential for the safe management of medical devices, and that the records should be kept within one system wherever possible. The WHO overview describes what those records are: work order records documenting every maintenance task performed on the device, which together give its full technical and financial history.

The hospital's engineers check the concessionaire, and the concessionaire has to show its PPM and repair performance hospital by hospital.

What FieldEx does about it

One system for every record: inspections, PM, repairs, certifications, parts and attachments all sit on the device record, with a change history of who edited what.
Technical and financial history: each job keeps the work done, parts with quantities and prices and time on site, and reports add up maintenance cost per device.
A job report for every visit: each completed job produces a PDF with the equipment, fault, resolution, parts and signature.
Records for the client: service companies give client hospitals the device list with last-serviced dates and downloadable job reports through the customer portal.

How should medical equipment be labelled after inspection or PM?

The WHO overview says it is good practice to label each piece of medical equipment with a unique identification number, and that after IPM a label showing the date the work was done and the procedure performed should be applied to the equipment.

The label on the device and the record in the system should say the same thing, which is easier when the label opens the record.

What FieldEx does about it

A unique label per device: QR or barcode labels are generated from each device's record, in several formats, sizes and page layouts.
Scan to open: scanning the label on the mobile app opens the device's record, its history and its checklist.
Date and procedure on record: the completed job holds the date, the procedure and the technician, matching the service sticker applied on the ward.
Last and next on one screen: each plan lists its devices with their last and next PPM dates.

Who is qualified to decide maintenance strategies for medical equipment?

The CMS guidance says AEM decisions are made by qualified personnel, and that in the case of medical equipment a clinical or biomedical technician or engineer would be considered qualified. Surveyors also check outside help: CMS asks whether the hospital can demonstrate how it assures that contractors use qualified personnel. The WHO overview leaves room for local judgement, noting that the clinical engineering department manager may prefer to modify what equipment to inspect, how often maintenance should be performed and what parts should be replaced. The MHRA adds that a medical device management policy must cover maintenance and repair of all devices, including reconditioning and refurbishment, and that random audits should be carried out on all elements of maintenance, repair, record generation and storage.

What FieldEx does about it

Skills on every job: jobs require the skill they need, such as defibrillator or imaging service, and only technicians or contractors holding it are assigned. Skills can be named after any qualification or manufacturer training, and carry an expiry date.
Plan changes controlled: permission profiles decide who can create or edit maintenance plans.
Contractors on the same record: contractor groups receive jobs through the same assignment rules, and their work lands on the same device history.
Records ready for audit: inspection, job and certification data can be filtered by period, technician or device type for a random audit.

How are medical device adverse incidents reported in the UK?

The MHRA says that in England and Wales problems with medical devices should be reported online through the Yellow Card website. Healthcare organisations appoint Medical Device Safety Officers (MDSOs), and part of the MDSO role is to report adverse incidents to the MHRA and other official agencies.

Whoever files the report needs the device's identity, its recent service history and what was done to it after the incident, quickly and in one place.

What FieldEx does about it

The device out of use: the device's status changes to quarantined or out of service, so it shows as unavailable across the inventory.
The incident on file: the incident is logged as a job on the device with notes, photos and attachments, and the safety officer can be notified automatically when it is created.
History to hand: the device record shows every inspection, repair and part since it was accepted, ready to attach to the report.
Same-model devices found fast: filters by manufacturer, model or type list every similar device, so checks can be raised on each. A recall job can be raised for every affected device in one upload, and each one is tracked through to completion.

When should medical equipment be replaced rather than repaired?

The MHRA's guidance lists the questions to ask when planning replacement: whether the device is damaged or worn out beyond economic repair, its reliability (check the service history), clinical or technical obsolescence, the absence of manufacturer or supplier support, and the non-availability of correct replacement parts.

Most of those answers sit in the maintenance record, provided it holds the cost and fault history for each device.

What FieldEx does about it

Cost and reliability per device: reports show maintenance cost, repair frequency and age per device, model or department.
Repeat faults flagged: an alert goes out when a new job repeats a recent job on the same device.
Parts availability in view: the parts catalogue shows stock by location and the manufacturer details for each part.
Lifecycle status: retired and replaced devices keep their status and full history on record.

Customer story

EC Solutions maintains and replaces technical equipment across multiple airport sites in Latin America on FieldEx. Its story describes a QR scan on the equipment opening a replacement job, several part replacements recorded in one mobile form, equipment records and linked parent and child assets updated automatically, and digital sign-offs with the reason for replacement, giving a time-stamped record of every swap for audits.

Read EC Solutions' FieldEx story

Questions clinical engineering managers ask about FieldEx

What is the best CMMS for a hospital clinical engineering department?

One that holds a complete device inventory, runs inspection and PM to each device's interval, tracks safety tests and certificates, takes fault reports from the wards and keeps every record on the device. FieldEx does all of this, with field service and maintenance management on the same records. Compare approaches in our guide to the best CMMS software.

Can FieldEx hold our whole medical equipment inventory, owned and leased?

Yes. Every device has its own record with manufacturer, model, serial number, location and status, classified by type and category, and leased or rented devices can be linked to their contract.

Can FieldEx schedule PM by operating hours as well as by date?

Yes. Devices can carry meter readings such as operating hours or cycles, and a plan can trigger on the calendar, on the meter or on whichever comes first.

Can we record electrical safety test readings on each device?

Yes. Technicians enter measured values in number fields on the job, against the device tested, and attach the analyzer's report to the completed record.

Can FieldEx remind us before a calibration certificate expires?

Yes. Calibration can run as a recurring certification on the device type, with a custom frequency, due and overdue status and reminders by email, in-app notification or both.

Can ward staff report a faulty device without a FieldEx login?

Yes. A QR code for the hospital or building opens a fault-report form with photos or video, and the report arrives as a job in the backlog ready to assign.

Can a medical equipment service company give each client hospital its own view?

Yes. Each client gets a branded customer portal showing its devices with last-serviced dates, upcoming asset maintenance, job status and downloadable job reports, and access can be limited so each team sees only its own records.

Can technicians work in theatres and imaging suites without a signal?

Yes. Jobs and tasks can be downloaded and worked offline, with check-in, check-out and travel synced later.

Can FieldEx show which devices keep failing?

Yes. Reports show repair frequency, maintenance cost and age per device or model, and an alert goes out whenever a new job repeats a recent job on the same device.

How long does it take to get our department running on FieldEx?

Once we know your requirements and your data is ready, FieldEx can be implemented in as little as a week with standard features for small businesses. Larger setups and custom work take longer. Setup, data upload and training are included in the subscription, with no setup fee. Devices can be uploaded. FieldEx helps with setup, and training is included. See FieldEx implementation and training.

Put every device's PM, safety tests and repairs on one record

Book a demo