Medical equipment service software with a record you can show
Servicing medical equipment is high-trust work. Hospitals and clinics expect visits on schedule, a history of who serviced which device, and contracts that do not quietly expire. ZoltOps keeps that trail without anyone maintaining a parallel notebook.
Start free — 14 days See pricingNo credit card required. Prices include GST.
A visit that was not recorded did not happen
In most trades a missing service record is an inconvenience. In healthcare it is the thing the customer is buying. A biomedical department asked to show when a device was last serviced needs a date, an engineer and a result — and "we definitely did it in March" is not an answer they can use.
When the schedule lives in a notebook or with one long-serving engineer, that record exists only while they do. Keeping the visit against the contract and the device puts it in the business rather than in a person.
Preventive schedules slip before anyone notices
Preventive and calibration visits are due on a cycle, not on a complaint. Nothing goes wrong on the day one is missed, which is exactly why they slip — the pressure to attend a breakdown always outranks a visit nobody is asking for.
A contract in ZoltOps records how often visits are due and the next visit date, and completed visits are counted against it. That turns "are we up to date on that hospital?" from a memory exercise into something you can look at.
Hospital AMCs expire without a conversation
An institutional AMC ends on a date agreed a year ago by people who may have moved on. Procurement will not remind you, and the clinical staff who rely on the cover usually do not know the date exists.
Every contract carries its expiry date and a renewal reminder is sent 30 days ahead, once per contract, to your team and the customer. In institutional sales that month matters more than in most trades: a renewal often needs a quotation, an approval and a purchase order before it can be signed.
Device-level history, not just customer-level
A hospital is not one machine. Contracts record the equipment and its serial number, so history accumulates against the device rather than only against the account — which is what makes a service record useful when a specific unit is questioned.
Jobs carry the engineer, the date and the status, spare parts come out of stock against the job they were used in, and invoices are raised with GST against the customer’s place of supply.
What an equipment service business typically runs here
- Enquiry from a hospital, clinic or dealer, quoted and converted to an installation
- Breakdown call dispatched with a priority, an engineer and a status
- Preventive and calibration visits scheduled against the contract
- Contract recorded per device, with the serial number and annual value
- Renewal reminder 30 days before a hospital AMC ends
- Spare parts recorded against the job, and GST invoices raised from it
Questions people ask
Can it schedule preventive maintenance and calibration visits?
Yes. A contract records how often visits are due and the next visit date, and completed visits are counted against it, so you can see what has been delivered against what was sold.
Does it keep service history for individual devices?
Contracts record the equipment and its serial number, and jobs carry the engineer, date and status, so history accumulates against the specific device rather than only against the hospital account.
Does it produce calibration certificates or regulatory documents?
No. It records that a visit happened, when, by whom and against which device, and it holds notes against the job — but it does not generate calibration certificates or regulatory submissions, and it is not a quality management system.
How are hospital AMC renewals handled?
Each contract carries its expiry date, the list shows a countdown as it approaches, and a renewal reminder is sent 30 days before it ends to your team and to the customer.
Can engineers update jobs from a hospital site?
Yes. There is an Android app alongside the web application, so an engineer can see assigned jobs and update status from site.
Does it work if we sell through dealers as well as direct?
Yes. Dealers and institutions are both held as customers, each with their own enquiries, quotations, jobs and contracts, so equipment sold through a dealer and serviced directly stays on one record rather than two.
Can it handle a hospital with several departments and many devices?
A hospital is one customer with many contracts — one per device or per group of equipment, each with its own expiry date and visit schedule — so renewals and visits are tracked at the level they are actually agreed.
Try it on your own jobs
Fourteen days, no card, no sales call. Put a week of real enquiries, jobs and contracts through it and see what the next quarter looks like.
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