Reusable clinical equipment
Track one device by asset ID, model, serial number, UDI when applicable, location, department, custodian, condition, inspection, maintenance, and calibration readiness.
Medical Device Inventory Management Software
Track medical devices and related stock by UDI when applicable, serial or lot identity, location, custody, readiness, maintenance, calibration, quarantine, and next action.
Built for biomedical, clinical engineering, materials, field inventory, and quality teams that need accountable records without replacing their EHR, CMMS, ERP, or regulated quality systems.
Use Jodoo for configurable operating capture, review, and follow-up; keep clinical, financial, maintenance, quality, and regulatory records in the systems that own them. Inspect the working medical device inventory app, then validate the fields, ownership, controls, and system boundaries for one real device category.
Medical device inventory workflow in JodooOpens in a new tab
Inspect the medical device inventory appReview device identity, vendor, location, readiness, inspection, and next-action views before you adapt the workflow.Preview the app
Direct answer
What is medical device inventory management software?
Medical device inventory management software tracks the identity, quantity or physical instance, location, custody, readiness, service status, and traceability history of medical devices and related stock. The required record differs for a reusable device, a lot-controlled consumable, an implant, or field inventory.
Reviewed July 29, 2026 by the Jodoo operations content team against current FDA UDI, device-tracking, and QMSR source material.
Choose the inventory context
Separate equipment, clinical stock, and field inventory
These records share identifiers and custody, but they support different availability, maintenance, expiry, and traceability decisions.
Consumables, implants, and kits
Track item and UDI identity when applicable, lot or batch, serial, expiry, quantity, storage location, quarantine state, recall status, and point-of-use handoff.
Manufacturer or field inventory
Track custody across warehouse, rep, consignment site, hospital, procedure availability, return, field action, and billing handoff while keeping regulated records in the approved system.
Device inventory lifecycle
Keep identity, custody, readiness, and disposition connected
Register and verify identity
Record the device or item master, manufacturer, model, asset ID, UDI data when applicable, serial or lot, and source evidence.
Receive and inspect
Confirm quantity or device condition, packaging, expiry, acceptance status, storage rule, receiving evidence, and responsible reviewer.
Store or assign
Link the item to a site, room, bin, department, custodian, rep, consignment location, or other approved custody point.
Maintain readiness
Schedule inspection, preventive maintenance, calibration, cleaning, battery, certificate, and service follow-up where required.
Issue, use, or transfer
Record the responsible handoff, destination, status, timestamp, linked request, and return expectation without storing unnecessary patient data.
Quarantine, recall, or retire
Block unavailable items, assign investigation or field action, retain evidence, approve disposition, and preserve the closeout history.
Minimum data model
Give each device or lot the identity needed for its next decision
| Record group | Fields to evaluate | Decision supported |
|---|---|---|
| Device or item identity | Internal ID, device name, manufacturer, model/version, catalog number, category | Separates the product model from each physical device, lot, or stock item. |
| UDI and production identity | UDI-DI when applicable; lot/batch, serial, expiry, manufacture date, or other PI data when present | Supports precise identification without claiming that every device has the same UDI requirements. |
| Physical instance or stock | Asset ID, serial, lot, quantity, unit, condition, availability, quarantine state | Shows what can be located, assigned, issued, serviced, or withheld. |
| Location and custody | Facility, department, room, bin, custodian, field rep, consignment site, transfer history | Answers where the device is and who is responsible for the next confirmation. |
| Readiness and service | Inspection, maintenance, calibration, cleaning, certificate, service provider, next due date | Keeps “in inventory” separate from “ready for approved use.” |
| Traceability and exception | Receipt, issue, use/transfer reference, recall or field action, evidence, owner, status, disposition | Connects an affected device or lot to an accountable investigation and closeout. |
FDA describes UDI as a device identifier (DI) plus conditional production identifier (PI) data such as lot, serial, expiration, or manufacture date when included on the label.
Read the FDA sourceUDI requirements, exceptions, direct marking, GUDID submission, and production data vary by role and device. Configure fields only after the responsible quality or regulatory owner defines the requirement.
Jodoo medical device inventory app
Inspect the device record, vendor directory, and inventory dashboard
Switch views to examine the working form and operating screens. Click any preview to open the Jodoo app.
Exception controls
Turn device risk signals into owned actions
A status view is only useful when the trigger, availability impact, responsible owner, evidence, and closeout requirement are defined.
| Signal | Example condition | Required workflow |
|---|---|---|
| Incomplete identity | Required model, serial, lot, UDI, manufacturer, or source evidence is missing | Hold release and route identity verification to the designated owner. |
| Expired or near expiry | Expiry is reached or falls inside the organization's action window | Quarantine or prioritize according to approved procedure; document disposition. |
| Inspection, maintenance, or calibration overdue | A due date has passed without an accepted result or certificate | Change readiness status, notify the owner, and prevent unauthorized issue or assignment. |
| Missing or unconfirmed location | The recorded location or custodian cannot be confirmed at the required cadence | Open a location exception and record search, confirmation, and escalation history. |
| Recall, safety notice, or field action match | A model, UDI-DI, lot, serial, or other identifier matches an approved action list | Identify affected records, quarantine where required, assign action, and preserve evidence in the approved system. |
| Vendor or service evidence not accepted | Required supplier, certification, service, or calibration documentation is absent or expired | Block the related handoff until the responsible quality or service owner resolves it. |
Regulatory scope
Do not turn a configurable inventory workflow into a compliance claim
Tracking requirements do not apply identically to every device
FDA states that manufacturers must track certain devices when ordered to implement a tracking system. The approved SOP, audit procedures, distribution tracking, privacy handling, and useful-life obligations belong in the regulated program.
Read FDA device trackingManufacturer quality-system records require validated ownership
The FDA QMSR became effective February 2, 2026 and applies to finished device manufacturers in its defined scope. Jodoo can support configured operating workflows, but this page does not establish QMSR, ISO 13485, Part 11, or other regulatory compliance.
Read FDA QMSR informationWhere Jodoo fits
Use Jodoo for configurable operating records and handoffs
Forms, ownership, approvals, reminders, and dashboards
- Device, location, custody, inspection, calibration, and exception records
- Required evidence, role-based views, status routing, notifications, and due dates
- Controlled imports or integrations when another approved platform supplies source data
- Department, site, vendor, condition, readiness, and exception reporting
Clinical, maintenance, quality, financial, and regulated records
- EHR, procedure documentation, patient-linked implant records, and billing
- CMMS/EAM maintenance execution, test equipment, parts, and validated service history
- ERP/WMS valuation, purchasing, replenishment, and high-scale serialized inventory
- eQMS, GUDID submission, labeling, complaints, adverse events, recalls, and regulatory reporting
Software evaluation checklist
How to choose medical device inventory management software
Start with device category, regulatory role, record granularity, and system ownership—not a generic feature list.
| Requirement | What to verify | Jodoo fit or boundary |
|---|---|---|
| Inventory type and granularity | Does the operation manage reusable assets, quantity stock, serialized items, lots, kits, consignment, or a mix? | Model separate masters, physical instances, lots, quantities, and custody records before selecting views. |
| UDI and barcode capture | Which items carry UDI, which DI and PI elements are needed, and must AIDC parse the carrier? | Jodoo can store configured fields and support scanning workflows; validate parsing, label, and regulatory requirements separately. |
| Location and custody | Can the system show facility, room/bin, department, custodian, rep, consignment site, and movement history? | Use linked forms and role-based views; integrate with RTLS or specialist location technology when automatic location is required. |
| Readiness and service | Must maintenance, calibration, inspection, cleaning, certificate, or battery status block availability? | Jodoo fits configurable follow-up and approvals; use CMMS/EAM where specialist maintenance execution and validated records are primary. |
| Recall and field action | Can an approved identifier list find affected devices/lots, quarantine records, assign actions, and prove closure? | Use Jodoo for controlled operating workflow only when the organization validates the design; keep official regulatory records in the approved QMS or recall system. |
| Clinical, financial, and regulatory ownership | Must EHR, ERP/WMS, billing, GUDID, eQMS, complaint, adverse-event, or patient-linked systems own the record? | Define each system of record and integration direction; do not duplicate sensitive or regulated data without an approved purpose. |
Medical device inventory KPIs
Measure identity, location, readiness, and exception response
Inventory identity completeness
records with required identity fields ÷ records reviewed × 100Shows whether devices can be identified precisely enough for the operating decision.
Location confirmation rate
devices confirmed at expected location ÷ devices checked × 100Separates device availability from stale custody data.
Ready-for-use rate
available devices with accepted readiness status ÷ available devices × 100Excludes overdue, quarantined, damaged, or otherwise unavailable devices.
Overdue service rate
devices past required inspection, maintenance, or calibration ÷ applicable devices × 100Surfaces readiness risk before assignment or issue.
Recall action coverage
affected records with required action completed ÷ affected records identified × 100Measures controlled response without implying regulatory sufficiency by itself.
Exception closure time
exception closed time − exception opened timeShows how quickly missing, expired, overdue, quarantined, or recalled records are resolved.
Implementation worksheet
Test one device category before scaling the inventory model
Map identity, UDI applicability, stock granularity, location, custody, readiness, service, exception, privacy, and system ownership for one real category.
FAQs
Questions about medical device inventory management software
What is medical device inventory management software?
Medical device inventory management software tracks device or stock identity, quantity or physical instance, location, custody, readiness, service status, and traceability history. The data model should differ for reusable equipment, lot-controlled consumables, implants, and field inventory.
What fields should a medical device inventory system track?
Evaluate manufacturer, model, internal ID, UDI data when applicable, serial or lot, expiry, quantity, location, custodian, condition, readiness, inspection, maintenance, calibration, quarantine, recall action, evidence, owner, and disposition. Only collect fields required for an approved operating purpose.
Can Jodoo store UDI, serial, lot, and expiry data?
Yes. Jodoo can store configured UDI, device identifier, production identifier, serial, lot, expiry, and related evidence fields. UDI requirements and exceptions vary by role and device, so the responsible quality or regulatory owner must define the required data and validation.
Can Jodoo manage medical device maintenance, calibration, and readiness?
Jodoo can route inspection, maintenance, calibration, cleaning, certificate, due-date, and readiness follow-up. Use a CMMS or EAM when specialist maintenance execution, test equipment, parts, or validated service records must remain the system of record.
Does Jodoo replace an EHR, CMMS, ERP, eQMS, or GUDID?
No. Jodoo fits configurable operating records, handoffs, approvals, reminders, and dashboards. Keep patient-linked clinical data, specialist maintenance, financial inventory, quality records, UDI submission, complaints, adverse events, recalls, and regulatory reporting in the approved systems that own them.
Is a Jodoo medical device workflow automatically FDA, QMSR, ISO 13485, or Part 11 compliant?
No. A configurable workflow does not establish compliance. The organization must define applicability, approved procedures, validation, access, audit, retention, privacy, integration, training, and oversight with its responsible quality, regulatory, security, and legal owners.
Start with this medical device inventory app
Test one device category from identity to disposition
Open the app, review the device, vendor, readiness, and next-action records, then validate the fields, owners, system boundaries, and controls for one real device category.