Asset Management
The Asset Management module tracks all hospital equipment and assets from procurement to disposal -- including medical devices, IT equipment, furniture, and...
2026-02-01 · 4 min
Manual area
Support
Coverage
5 sections
Operator notes
2 implementation notes
Overview
The Asset Management module tracks all hospital equipment and assets from procurement to disposal -- including medical devices, IT equipment, furniture, and vehicles. It manages asset register, depreciation, maintenance schedules, and warranty tracking.
Asset Register
Maintain a comprehensive asset database:
- Asset details: Name, code, category, sub-category, manufacturer, model, serial number.
- Financial: Purchase date, cost, vendor, PO reference, expected useful life, salvage value.
- Location: Building, floor, department, room.
- Custodian: Responsible person/department.
- Documents: Purchase invoice, warranty card, user manual (uploaded as attachments).
- QR code/barcode: Auto-generated for physical tagging and quick lookup.
Depreciation
Auto-calculate depreciation for financial reporting:
- Methods: Straight Line (SLM) or Written Down Value (WDV).
- Depreciation rates as per Income Tax Act or Companies Act.
- Auto-calculate book value as of any date.
- Depreciation schedule export for accounting team.
- Asset-wise and category-wise depreciation reports.
Maintenance & AMC
Track maintenance for all assets:
- Preventive maintenance schedules with auto-generated work orders.
- Breakdown maintenance logging: Issue, diagnosis, resolution, parts used, downtime.
- AMC (Annual Maintenance Contract) tracking: Vendor, contract period, coverage, cost, renewal reminders.
- Warranty tracking: Warranty period, coverage terms, claim history.
- Calibration scheduling for medical devices that require periodic calibration.
Lifecycle Management
Manage the full asset lifecycle:
- Procurement: Linked to the purchase order.
- Installation: Commissioning date, initial calibration.
- Operations: Usage logs, maintenance history, downtime tracking.
- Transfer: Move assets between departments or branches with approval.
- Disposal: Condemnation process, disposal method, sale proceeds, write-off accounting.
The Asset Lifecycle Report shows the complete history of any asset from receipt to disposal.
Notes
Tip
Affix the auto-generated QR codes to all assets. Staff can scan the code with any phone to view asset details, raise a maintenance request, or check calibration status.
Clinic tip
Small clinics should register at least their major medical equipment (X-ray, ultrasound, ECG, autoclave) for warranty and maintenance tracking.
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