A hospital asset tracking system that gives clinical and biomedical teams one register of every infusion pump, monitor, bed and wheelchair — located by ward, department and room, with preventive maintenance, calibration and service history on each device. Asetavo tracks equipment, not patients.
Hospital equipment doesn’t stay where it was bought for. A pump starts in ICU, follows a patient to theatre, spends a night on a general ward and ends up in a sluice room waiting for cleaning.
Add your hospital, wards, theatres and stores — the same way you’d describe them.
Tag each infusion pump, monitor and bed, and give it a department or owner.
See which ward last had it, who signed it out, and when it moved.
Whether you run one hospital or a group of clinics, Asetavo follows your real structure — so equipment doesn’t get lost between departments.
The day-to-day failures healthcare teams describe before they move off spreadsheets and paper registers.
When a ward needs a pump, a syringe driver or a bariatric wheelchair, someone phones round other wards or walks the corridors. The device is usually in the building — in a side room, a sluice or another department — but nobody knows which.
Because equipment is hard to find, wards keep extras in cupboards “just in case”. The hospital ends up owning more devices than it uses while other departments still run short, and procurement keeps buying.
Biomedical engineering can only service what it can find. Devices that move between wards miss their preventive maintenance or calibration window, and overdue equipment stays in clinical use because no one realises it is due.
Repair notes sit in a workshop logbook, calibration certificates in a shared drive, contract details in procurement email. When an inspector or a manufacturer asks for a device’s full history, it takes days to assemble.
Devices borrowed from an equipment library, loaned to another site or sent out for repair often have no record of who took them and when they are due back — until the next person goes looking.
Every device has a current location in your hospital tree, updated by scans and by fixed reader sightings.
Learn moreUHF RFID readers at department doors and portals record when a tagged device passes, so its last-seen zone stays current.
Learn moreGet notified when a high-value device leaves the department or building it is assigned to.
Learn morePM plans per device or model, with work orders raised automatically when a device falls due.
Learn moreCalibration dates, results and certificates stored on the device, with due dates visible to biomedical staff.
Learn moreLend pumps and drivers to wards with a named borrower and a due-back time, and see what is overdue.
Learn moreEvery move, service, calibration and status change is logged with the user and time — ready for an inspection.
Learn moreA nurse searches for a syringe driver and sees which ones are marked available, where each was last scanned or read, and whether any are out of service or due for PM — before walking anywhere.
When a defibrillator’s PM falls due, a work order is raised for biomedical engineering with its last known location. The technician scans it on collection, records the checks and returns it to service with the next due date set.
Calibration results and certificates are attached to the device record. Anything past its calibration date is visible on the biomedical dashboard so it can be withdrawn before use.
Loan devices go out against a named person and ward with a return date. On return they are checked in to decontamination before becoming available again.
On the phone · Healthcare
Ward staff use Find an item to see where a device was last seen and which room it belongs in. Biomed technicians run the preventive maintenance job on the phone, from Open to Completed, with notes and an I’ve arrived check-in. Location is recorded only at the moment someone acts in the app, never in the background.
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An illustrative healthcare overview beside a real Asetavo screen.
Categories and custom fields keep the details each group needs — serials, warranty, custodian, room.
Infusion pumps · Syringe drivers · Patient monitors · Defibrillators · Ventilators · ECG machines · Suction units · Ultrasound units
Hospital beds · Wheelchairs · Stretchers & trolleys · Hoists · Pressure-relief mattresses · Commodes
Imaging support equipment · Theatre lights & tables · Electrosurgical units · Lab analysers · Sterilisers & autoclaves · Blood fridges
Workstations on wheels · Tablets & handhelds · Label printers · Pagers & radios · Medication fridges · Keys to controlled stores
Replace the biomedical spreadsheet with a single register of every device: manufacturer, model, serial, owning department, commissioning date, warranty and service contract. Custom fields hold what your team already records, such as risk class or asset owner.
Pool pumps and drivers in a central library and let wards check them out. Utilisation becomes visible, overdue loans are chased, and the argument for (or against) buying more devices is based on actual demand.
When inspectors or accreditation assessors ask for evidence of maintenance, Asetavo produces each device’s PM, calibration and repair history with dates and names. The records support your own compliance processes; they don’t certify compliance on your behalf.
When a manufacturer issues a field safety notice for a model or serial range, filter the register to find every affected unit, see where it was last located and track each one through inspection or withdrawal.
Keep high-value theatre and ICU equipment within its department using zones on department doors, and get an alert if a tagged device is read leaving. Staff can still move it — the record just keeps up.
Use age, repair frequency and depreciation to build the capital replacement list, rather than relying on which department shouts loudest at budget time.
Clinical engineering teams manage thousands of devices with different service intervals, calibration requirements and manufacturer contracts. Asetavo keeps each device’s schedules and history together, so the team can plan the week’s work and prove what was done.
Medical equipment is one of a hospital’s largest capital investments. Asetavo keeps purchase cost, useful life and depreciation on every device so finance and clinical engineering can agree on replacement priorities.
Health systems often run a main hospital with outlying clinics, health centres or community services. Each site gets its own branch of the location tree, and devices transferred between sites keep their full history.
A hospital asset tracking system has one job above all: when someone needs a pump, a monitor or a wheelchair, they should be able to find one that is clean, serviced and in date for calibration. Asetavo combines the register, the tags, the location record and the maintenance history so that question has an answer.
Shared equipment drifts between wards, so hospital equipment tracking software has to record who took a device and when it should come back. Run an equipment library with check-out and return by scan, and add RFID portals or zone alerts where devices keep going missing.
Real-time location systems need positioning infrastructure across the building. Asetavo answers “which ward is it on?” with scans and, on Business, UHF RFID readers at doors, theatres and stores that record tagged devices as they pass. You see the last place a device was scanned or read, with the time. It is not continuous indoor positioning.
Clinical environments need tags that survive cleaning, and a way to read devices without handling them. Most hospitals combine UHF RFID for location with QR for quick phone scans.
Readers at department entrances, theatres and the biomedical store record when tagged devices pass, keeping last-seen locations current and powering zone-exit alerts. Choose tags rated for your cleaning regime.
What is UHF RFID?A QR label on every device lets any nurse or technician open its record from a phone to check PM and calibration status or report a fault. Available on every plan.
What is QR?Tap-to-open tags work well on small handheld devices and on equipment where a label would be cleaned off; the tag can sit inside the housing or under a protective cover.
What is NFC?Keep existing barcoded asset numbers from a previous system so you don’t need to re-label everything on day one.
What is Barcode?Not sure which to use? Try the tag technology selector or compare plans.
Asetavo stores information about equipment — not patient records. There are no fields for clinical data and nothing is read from the devices themselves. Access is controlled by role so ward staff, biomedical engineers and finance each see what they need.
Asetavo sits alongside clinical and finance systems rather than inside them. It does not connect to medical devices or read device telemetry; it exchanges asset data through exports and its API.
Start with one high-demand device class — often infusion pumps — or one department.
Import your existing biomedical inventory with the Excel/CSV import wizard, then set up PM schedules.
Tag devices as they pass through PM or the equipment library, verifying each record.
Where you want zones, fit UHF RFID readers at department doors and stores.
Give ward staff scan-and-find access, then extend to further device classes.
Something we didn’t cover? Walk us through your sites and assets and we’ll show you how Asetavo would be set up.
Book a demoStart with one device class and one department. We’ll help you import your biomedical register and plan where readers make sense.
No card required · Workspace ready in minutes · Simple USD pricing
