What is healthcare asset tracking software?

Healthcare asset tracking software is a platform that helps hospitals, health networks, clinics and aged care facilities track, manage and maintain their medical equipment, devices and mobile assets across wards, departments and sites. It replaces spreadsheets, paper registers and disconnected systems with a single source of truth for where equipment is, who has it, what its calibration status is and when it's due for service. MapTrack combines asset tracking (QR codes, barcodes and GPS for fleet), inspections and compliance forms, calibration and maintenance scheduling, and reporting, all accessible on mobile at the ward level.

Is MapTrack suitable for tracking medical devices?

Yes. MapTrack is built for mobile assets that move between locations, which is exactly what happens with medical equipment in hospitals and clinics. You can track patient monitors, IV pumps, wheelchairs, defibrillators, portable ultrasound units, ventilators, workstations on wheels, surgical instrument trays and more. Each asset has its own record with assignments, calibration due dates, compliance certificates, maintenance history and location, all in one place.

Can we track calibration due dates and certificates?

Yes. Store calibration certificates, test reports and compliance documentation against each asset. Set calibration due dates and intervals. MapTrack sends alerts before they expire so nothing is missed. Reports show you what's due, what's overdue and what's compliant across your entire fleet of equipment. All evidence is searchable and exportable for audits and accreditation reviews.

How does ward-level tracking work?

You can structure MapTrack by hospital, campus, building, ward or department. Assign equipment to specific wards or locations, then use check-in and check-out to track movement between them. Ward staff scan a QR code on the equipment to check it out, and scan again to return it. You can see at a glance what equipment is in each ward, what's checked out and who has it, eliminating the hunt for missing equipment during shifts.

Does MapTrack support check-in and check-out for shared equipment?

Yes. Check-in and check-out is a core workflow. Staff scan the QR code on the asset, select their ward or department, and the assignment updates in real time. When they return the equipment, they scan it back in. This creates a clear chain of custody and makes shared equipment findable - especially for high-demand items like IV pumps, patient monitors and portable diagnostic devices that move between wards constantly.

Where is data hosted?

MapTrack runs on AWS with regional hosting options including Australia, Europe and the United States. For Australian healthcare organisations, data is hosted in Australia by default. We can discuss your specific data residency, privacy and compliance requirements, including alignment with the Australian Privacy Principles and any state health department data governance policies.

Can we integrate MapTrack with our existing hospital systems?

MapTrack has an open API and supports integrations with fleet telematics platforms (Teletrac Navman, Geotab) for vehicles and patient transport fleet. For broader hospital system integrations, our team can discuss your requirements. MapTrack is designed as the asset tracking and maintenance layer. It does not replace clinical systems, but it gives biomedical engineering, facilities and operations teams a purpose-built tool for equipment management.

Does MapTrack support SSO and role-based access?

Yes. MapTrack supports Single Sign-On (SSO) via SAML and OIDC, and Role-Based Access Control (RBAC) so you can control who sees and does what. This is important in healthcare where you may want biomedical engineering to manage calibration, ward staff to check equipment in and out, and leadership to access reports, all with different permission levels. SSO integration means staff use their existing hospital credentials.

How does MapTrack pricing work for healthcare teams?

MapTrack uses per-asset pricing with unlimited users included. Not per-seat licensing. You can give access to every nurse, biomedical engineer, ward clerk, facilities technician and administrator without your costs growing as the team does. This is a significant advantage in healthcare where hundreds of staff across multiple wards and shifts may need to scan, check out or report on equipment. Pricing scales with the number of assets you track, not the number of people using the system.

How long does it take to get a healthcare team set up on MapTrack?

Most healthcare teams are running on MapTrack within one to two weeks. The typical approach is to start with one asset class or one department : import your asset register, label equipment with QR codes, set up calibration and compliance workflows, and roll out to ward staff. MapTrack's onboarding team supports you through setup and training at no additional cost. For larger health network rollouts across multiple campuses, a phased approach works well: get adoption solid on one ward or equipment type, then expand across the organisation.

What is healthcare asset tracking?

Healthcare asset tracking is the process of monitoring the location, condition, compliance status and maintenance schedule of medical equipment, devices and mobile assets across hospital wards, clinics, storage areas and satellite sites. It replaces paper-based registers and spreadsheets with a digital system that provides real-time visibility into where equipment is, who has it, when it was last serviced and when its next calibration or inspection is due. MapTrack enables healthcare teams to scan a QR label on any device to instantly see its full history, compliance status and current location.

How does asset tracking software work in healthcare facilities?

Asset tracking software in healthcare works by assigning each piece of equipment a unique digital identity, typically via a QR code label. Staff scan the label using a mobile phone or tablet to record check-outs, inspections, maintenance events and location transfers. The software maintains a complete audit trail for each device, including calibration records, service history and compliance certificates. For hospitals managing thousands of devices across multiple wards and departments, this eliminates the manual tracking burden and ensures nothing falls through the cracks when audits or accreditation reviews occur.

Healthcare

Healthcare equipment & asset tracking software

Track medical equipment, devices and mobile assets across wards, sites and clinics. Calibration tracking, compliance registers and maintenance in one platform, so you know where every asset is, what's due and what's patient-ready.

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4.8★ G2highest-rated in AU

Unlimited usersper-asset pricing

AU-hostedregional data residency

Healthcare facility with medical equipment. MapTrack tracks devices and assets across wards, clinics and hospitals in Australia

Lachlan McRitchie

GM of Operations

|Reviewed by Jarrod Milford

Updated 9 April 2026

Trusted by construction, mining and field service teams

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What we track

Every asset type in your healthcare facility

MapTrack is built for the full mix of medical equipment, devices and mobile assets that move across your wards, departments, campuses and clinics, from IV pumps to patient transport vehicles.

Patient monitors & vital signs equipment
IV pumps & infusion equipment
Wheelchairs, beds & mobility equipment
Defibrillators & resuscitation gear
Portable ultrasound & diagnostic devices
Ventilators & respiratory equipment
Laptops, tablets & workstations on wheels
Surgical instruments & trays
Calibration & test equipment
Cleaning & decontamination equipment
Carts & storage units
Consumables & inventory

The challenge

The costs of poorly managed healthcare assets

Medical equipment doesn't sit still. It moves between wards and departments every shift, requires documented calibration and compliance evidence, and its unavailability can delay patient care and fail accreditation audits.

Equipment moves between wards and can't be found

IV pumps, patient monitors and portable devices get moved between wards during shifts. Without a check-in/check-out system, staff spend valuable time hunting for equipment instead of caring for patients, or departments hoard equipment to guarantee availability.

Calibration and compliance due dates are missed

Medical equipment requires regular calibration and safety testing. When due dates live in spreadsheets or paper registers, items slip through the cracks - putting patient safety at risk, failing accreditation audits and creating liability exposure for the organisation.

No check-in/check-out system for shared equipment

High-demand equipment is shared across wards and departments but there's no formal system to manage it. Nobody knows who took it, where it went or when it's coming back. Equipment gets lost in transit, left in storage rooms or sits idle in the wrong department.

Audits reveal missing or unaccounted assets

When accreditation audits or annual stocktakes come around, equipment registers don't match reality. Assets have been disposed of without updating records, moved to other campuses, or simply can't be located. Reconciliation takes days and the gaps erode confidence in your register.

Disconnected spreadsheets across departments

Each department, ward or campus maintains its own spreadsheet or paper register. There's no single view of what equipment the organisation owns, where it is, or what its compliance status is. Leadership can't make informed decisions about procurement, reallocation or retirement without manual consolidation.

By the numbers

The cost of poor equipment management in healthcare

Australian hospitals and health networks manage thousands of medical devices and mobile assets across wards and campuses. Without a system, time and money are lost daily.

20–30 min

spent per shift by clinical staff searching for equipment across wards

Nursing workflow studies

10–20%

of medical equipment unavailable at any given time due to poor tracking

Hospital operations research

$4,000+

average cost per failed accreditation finding linked to equipment compliance gaps

Healthcare accreditation data

15–25%

of equipment purchases are duplicates, bought because existing units could not be located

Health network procurement audits

One platform

Tracking, calibration and maintenance in one system

Stop juggling spreadsheets, paper calibration registers and disconnected departmental systems. MapTrack connects asset tracking, calibration and compliance management, and preventive maintenance into a single platform built for healthcare teams.

Equipment accountability & location

Assign medical equipment to wards, departments or staff. Check in and check out on mobile with QR scanning. Run audits and stocktakes by ward or campus. Know what's where, who has it and what's available without phone calls or walking the corridors.

Explore equipment accountability & location

Calibration & compliance

Store calibration certificates, test reports and compliance documentation against each asset. Set due dates and intervals with automated alerts. One place for all compliance evidence - audit-ready and searchable at any time.

Explore calibration & compliance

Maintenance & servicing

Schedule preventive maintenance and trigger work orders from usage or calendar intervals. Assign to biomedical engineering or facilities teams on mobile. Full service history on every asset for compliance, audits and lifecycle planning.

Explore maintenance & servicing

Compliance

Calibration registers and compliance forms. Always audit-ready

Store calibration certificates, safety test results and compliance documentation against each asset. Set due dates and intervals so your biomedical engineering team gets alerts before anything expires. Inspection forms can be completed on mobile with photos, and results attach to the asset record with a timestamp.

Calibration due dates with automated alerts
Certificates and test reports stored on each asset
Failed inspection items trigger work orders automatically
Full compliance history searchable and exportable
Build forms with AI or upload your existing templates

Compliance & certificates

Accountability

Scan, check out and track across every ward

QR-label every piece of equipment. Staff scan the code to check equipment out to their ward, and scan again to return it. Ward managers see what's in their department at a glance. No more hunting corridors, calling other wards or hoarding equipment just in case.

Check-in and check-out on mobile or tablet
Bulk scanning for ward audits and stocktakes
Assign to wards, departments or individual staff
Real-time visibility of equipment location by ward
Alerts when equipment is overdue for return

Asset tracking

Maintenance

Keep every device serviced, calibrated and patient-ready

Schedule preventive maintenance from calendar intervals or usage. Work orders are assigned to biomedical engineering or facilities teams on mobile. Every service record, parts replacement and cost lives alongside the asset's calibration and compliance history, giving you a complete lifecycle view.

Calendar and usage-based maintenance triggers
Work orders assigned to biomed or facilities teams
Complete parts history and cost tracking per asset
Overdue maintenance alerts to keep equipment current
Service history exportable for audits and accreditation

Maintenance & work orders

“MapTrack gave our biomedical engineering team a single register for every piece of equipment across three campuses. Calibration certificates are attached to each asset, ward staff can check equipment in and out, and we finally have audit-ready compliance evidence without chasing spreadsheets between departments.”

Biomedical Engineer

Australian hospital network

600+

assets tracked across 3 campuses

100%

calibration compliance on schedule

Ward-level

visibility across every department

Integrations

Connected fleet and equipment data

MapTrack integrates with telematics platforms for your patient transport fleet and service vehicles, so odometer, GPS location and usage data drive maintenance automatically. For medical equipment, QR and barcode scanning provide the tracking layer across wards and departments.

Fleet telematics for patient transport and service vehicles
QR and barcode scanning for medical equipment across wards
Open API for connecting to existing hospital or facilities systems
SSO integration with your identity provider (SAML/OIDC)

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Field-ready

Built for ward staff, biomed and facilities teams

Healthcare happens at the bedside, not the office. MapTrack runs on any phone or tablet. No specialist hardware required. Ward staff scan QR codes to check equipment out, biomedical engineers update calibration records, and facilities teams manage work orders, all on mobile.

Unlimited users means everyone who touches equipment has access - nurses, biomedical engineers, ward clerks, facilities staff and administrators. No per-seat charges, no access restrictions that slow teams down.

Mobile app Calibration & compliance Work orders

iOS & Android

No specialist hardware required

QR scan

Any standard phone camera

SSO & RBAC

Enterprise security built in

Unlimited users

No per-seat charges

Know where every piece of equipment is, right now

Calibration tracking, inspection schedules and ward-level visibility for medical devices and equipment across your health network.

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Used across Australia & New Zealand
Per-asset pricing
Unlimited users

Get started

How healthcare teams roll out MapTrack

Most healthcare teams are tracking equipment within one to two weeks. Start with one department or equipment class, prove the value, then expand across the organisation.

Week 1

Import your register

Upload your existing equipment register from a spreadsheet or CSV. MapTrack maps asset data (serial numbers, calibration dates, locations, departments) into a structured, searchable register.

Week 1–2

Label and organise

Print QR code labels and attach to equipment. Set up your location hierarchy: hospitals, campuses, buildings, wards, departments. Assign each asset to its current location and responsible team.

Week 2

Configure workflows

Set up check-in/out for shared equipment, calibration alerts with due dates, and preventive maintenance schedules. Build or upload inspection forms for compliance. MapTrack's onboarding team helps at no extra cost.

Week 3+

Expand across wards

Start with one ward or equipment type. Once adoption is solid, roll out to biomedical engineering, facilities, ward staff and leadership. SSO means staff use existing hospital credentials. Unlimited users included.

Key features for healthcare

Everything a healthcare team needs to track, manage and maintain equipment in one platform.

Asset tracking & QR scanning QR & barcode labels GPS tracking Inspections & compliance Compliance & certificates Maintenance & work orders Calibration tracking Scheduling & reservations Audits & stocktakes Service history Cost tracking Enterprise (SSO/RBAC)

Close the gaps

Equipment loss and missed calibration are the two biggest controllable risks in healthcare asset management

MapTrack gives your team the visibility, accountability and compliance triggers to address both without adding headcount or replacing your existing clinical systems.

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Frequently asked questions

Common questions from healthcare and biomedical engineering teams.

Resources for healthcare teams

Guides, calculators and pages relevant to healthcare asset management.

Explore

Track medical equipment across departments

Join healthcare and biomedical engineering teams across Australia using MapTrack to track equipment, manage calibration and keep devices maintained, all in one platform.