FSM software for medical equipment service providers
Whether you are an in-house HTM department, an OEM service arm or an independent service organisation covering forty hospitals, FSM Flow schedules PM by manufacturer or AEM interval, records electrical safety and calibration results against the serial number, and turns a recall notice into a list of affected units in minutes.
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PM completed · infusion pump
Safety test passed · calibration due Apr 2027
At a glance
Medical equipment service software is field service management software built for the people who maintain, repair and calibrate clinical and laboratory devices: hospital healthcare technology management (HTM) departments, manufacturer service organisations and independent service organisations (ISOs). It holds a serialised inventory of every device, schedules preventive maintenance at the interval the manufacturer or an alternative equipment maintenance (AEM) programme sets, records safety tests and calibration results per unit, and tracks recalls and corrective work so that the record a Joint Commission surveyor asks for already exists.
FSM Flow treats each device as the customer record. An infusion pump, ventilator, patient monitor or centrifuge has its own entry under the hospital, the site and the department, with model, serial, risk classification, PM interval, service history, test readings and attached documents. PM visits are generated from that interval, AI technician matching sends a BMET with the right OEM training to the right site, and the offline-first mobile app lets technicians complete checklists and record readings in a basement equipment room with no signal.
The outcome is a PM completion rate you can report by device class, by site and by month, calibration and electrical safety evidence that is a report rather than a binder, and a service business that can grow its install base without growing its back office at the same rate.
$13.0B
US medical equipment repair and maintenance services revenue (2025)
Source: IBISWorld
71,800
Medical equipment repairers employed in the US (2025)
Source: US Bureau of Labor Statistics
+13%
Projected growth in medical equipment repairer jobs, 2025–2035 (much faster than average)
Source: US Bureau of Labor Statistics
56%
HTM professionals aged 45 or over, State of HTM survey (2025)
Source: AAMI
Job types
Each job type carries its own checklist, duration, required credentials and billing rule, so dispatch knows what a visit involves before it lands on the board and the record is complete when it closes.
Scheduled PM (manufacturer interval)
Visits generated per device from the OEM-recommended interval, with the model-specific checklist attached.
Scheduled PM (AEM interval)
Devices on the alternative equipment maintenance programme carry their own interval and 100% target.
Electrical safety testing
Leakage current, earth resistance and insulation readings recorded against the serial, pass/fail flagged.
Calibration & performance verification
Reference-standard readings, tolerances and next-due date held on the device; certificates attached as PDF.
Corrective maintenance / repair
Clinician-reported faults triaged by risk class, with parts, loaner and downtime captured on the work order.
Recall & field safety notice
Match the notice to affected models and serials across your install base and generate one job per unit.
Incoming inspection
New or returned devices inspected, tagged and added to inventory before first clinical use.
Imaging & laboratory OEM/ISO contract visit
CT, MRI, analysers and centrifuges serviced under contract with entitlement checked at intake.
Loaner & rental management
Loan units issued against the job and recalled when the repair closes; both serials stay in history.
Cybersecurity patch & firmware update
Networked device updates scheduled as jobs with version recorded on the equipment record.
Decommission & retirement
End-of-life devices retired from inventory with disposal record and final service history preserved.
Multi-site PM round
One technician, several clinics in a day, each device checklist completed offline and synced at the end.
Where time gets lost
The problems that come up in every HTM huddle and ISO operations meeting, and what FSM Flow does about each one.
PM compliance lives in a spreadsheet nobody trusts.
Every device carries its own PM interval and the visits are generated from it. Completion is reported by device class, site and month, so the surveyor-ready number is a dashboard widget, not a Friday afternoon reconciliation.
See how it worksA recall notice arrives and the hunt for serial numbers begins.
Attach the notice to the job, ask the AI assistant which serials in your install base match the affected models, and have the action agent create one work order per unit for your confirmation.
See how it worksTechnicians arrive without the right OEM training for that device.
Skills and OEM training certificates sit on the technician profile. AI scheduling only suggests BMETs qualified for the device class, and flags when a certificate is about to lapse.
See how it worksTest readings end up on paper and get typed in later, or never.
Electrical safety and calibration readings are captured as checklist fields on the mobile app, offline, against the serial. Out-of-tolerance values flag the job and the device automatically.
See how it worksContract and billable work get mixed up on the invoice.
Each device is linked to its contract. The work order shows whether the visit is covered, and only billable parts and labour reach the invoice generated when the job closes.
See how it worksNobody knows which devices are costing more to keep than to replace.
Equipment lifecycle tracking shows age, repair count, parts spend and downtime per device, so the capital replacement list is built from service history rather than from memory.
See how it works
Built for medical equipment service providers
One platform for the shop, the technicians on the wards and the AI that connects them.
Serialised device inventory
Every device from install to retirement: model, serial, location, risk class, PM interval, warranty, documents and full service history.
- Hospital → site → department → device hierarchy
- Manufacturer or AEM interval per unit
- Lifecycle view from incoming inspection to decommission
PM scheduling by interval
Visits are generated from each device's interval and placed on the drag-and-drop board by site, so PM rounds are planned months out.
- Due, overdue and completed PM by device class
- Model-specific checklists attached to each visit
- Completion rate reported per site and per month
AI dispatch with credential matching
The scheduler suggests the technician with the right OEM training and the shortest drive, and holds corrective work in an unassigned pool until it is triaged.
- Skills and training certificates on each profile
- Priority by device risk class
- Day, week and month views across sites
Test records on the mobile app
Electrical safety, calibration and performance verification readings captured offline against the serial, with photos and PDF certificates attached.
- Pass/fail and tolerance fields per checklist
- Works without signal in equipment rooms
- AI translation for multilingual field teams
Contracts, entitlements and invoicing
Devices link to the contract that covers them. Covered work stays off the invoice; billable parts and labour are invoiced when the job closes.
- Covered versus billable shown on the work order
- Quotes for out-of-contract repairs with expiry
- Bulk invoicing per hospital or health system
AI assistant, documents and workflows
Ask “which ventilators are overdue for PM at the north campus?” or let a workflow open corrective jobs when a reading fails.
- Document intelligence reads recall notices and service bulletins
- Entity-event triggers on failed tests or overdue PM
- AI-generated dashboards for survey preparation
A day with FSM Flow
How a 20-technician independent service organisation gets through PM rounds, a recall and a ventilator fault without losing the audit trail.
- 6:30 am
The PM round is already built
Overnight, the scheduler grouped this month's due devices by site and assigned each round to a BMET qualified for that device class, leaving a corrective slot per campus.
- 7:45 am
Technicians leave with device lists and parts
Each technician opens the mobile app, sees the devices on today's round, their last readings and the filters and batteries picked for them, and heads to the first site.
- 9:05 am
A ventilator fault comes in from ICU
The coordinator logs the fault as high-risk corrective work. AI suggests the technician already on that campus; the job is dragged onto their day and a loaner is issued against it.
- 10:30 am
A recall notice lands
The coordinator attaches the notice and asks the AI assistant which serials match the affected models. The action agent drafts one job per unit, and the coordinator confirms them in bulk.
- 1:15 pm
Safety tests recorded in a basement plant room
No signal, no problem. Leakage and earth-resistance readings go into the checklist offline; one out-of-tolerance value flags the device and opens a corrective job automatically.
- 3:50 pm
Covered and billable work separate themselves
Contract PM visits close with no invoice. The ventilator repair used an out-of-contract part, so an invoice for that line is generated the moment the job is completed.
- 5:00 pm
Survey prep is a dashboard
The operations lead opens the AI-generated PM compliance dashboard: completion by device class and site, overdue list, and the recall jobs still open. Tomorrow's gaps are filled before the office closes.
Compliance & records
FSM Flow stores the evidence against the device, the job and the technician, so a surveyor's request or an OEM audit is a report away.
Joint Commission EC.02.04.01 / EC.02.04.03
A complete inventory of medical equipment, maintenance activities and frequencies set by manufacturer recommendation or AEM strategy, and PM completion reported per device, with the 100% expectation for AEM-listed equipment visible on the dashboard.
Alternative equipment maintenance (AEM) programme
Devices on the AEM programme are flagged, carry their own interval and rationale document, and are reported separately from manufacturer-interval devices. High-risk, imaging and laser equipment can be kept off AEM by policy.
CMS Conditions of Participation (42 CFR 482.41)
Hospital equipment maintenance records, including corrective work and downtime, kept per device and exportable for state and CMS surveys.
Electrical safety and calibration evidence
Test readings, tolerances, reference standards and the technician who performed them stored on each job and summarised on the device record; calibration certificates attached as PDF.
FDA recalls and field safety notices
Notices attached to the install base, affected serials identified, one job per unit, and close-out evidence retained against each device for the manufacturer's reconciliation.
Technician credentials and OEM training
BMET credentials, OEM training certificates and expiry dates held on each technician profile and matched to the device class at dispatch, so no device is serviced by someone not trained on it.
Numbers worth watching
Every one of these is a dashboard widget in FSM Flow, or a question you can ask the AI assistant.
PM completion rate
The compliance headline. Reported by device class, site and month, with AEM-listed equipment shown separately against its 100% expectation.
100% for AEM-listed devices (Joint Commission)First-time fix rate
Driven by parts on hand, device history and sending the right-trained technician; repeat visits are tagged to the original job so the number is honest.
Medical devices median 69% (Aquant 2025)Mean time to repair (MTTR)
From fault logged to device back in service, per device class and per site. Clinical downtime is the number the hospital cares about.
Equipment uptime by device class
Downtime captured on corrective jobs rolls up to the device and the class, feeding AEM decisions and capital planning.
Contract margin per hospital
Labour, parts and travel on covered visits against contract value, so renewals are priced from data.
Recall close-out time
Days from notice received to last affected unit remediated, with open units listed by site.
What is medical equipment service software?
Does FSM Flow support an alternative equipment maintenance (AEM) programme?
How is PM completion reported for a Joint Commission survey?
Can it manage FDA recalls and field safety notices?
Does it suit an ISO serving multiple hospitals and health systems?
Does the mobile app work in basements and shielded rooms with no signal?
How much does FSM Flow cost for a medical equipment service team?
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