Medical Equipment Maintenance & Calibration Log (Excel)

Preview

Real view of the file with its sample data (yellow cells are where you type).

What's inside

• Equipment sheet: asset ID, name, make and model, serial number, location, vendor and phone, purchase date, warranty and AMC end dates, calibration interval in months
• Calculated for every machine: last calibration, next calibration due, days left, last service, service cost to date and a status (Calibration overdue, Due soon, AMC / warranty ending, OK)
• Service log sheet: date, asset (drop-down), type (Preventive maintenance, Breakdown repair, Calibration, Installation, Inspection), done by, certificate or job number, cost, downtime days and remarks
• Due list sheet: summary counts, so the manager can see at a glance how many machines need attention
• Red and amber highlights for overdue and soon-due items

How to use it

1. On the Settings sheet leave the as-on date as =TODAY() and set how many days of warning you want before a due date (30 to start with).
2. List every machine on the Equipment sheet with an asset ID (stick the same ID on the machine), its details, warranty or AMC end date and how often it must be calibrated (12 months, 6 months, or empty if never).
3. Every time a machine is serviced, repaired or calibrated, add a row on the Service log sheet. Keep the calibration certificate number in the Certificate / job no. column.
4. Open the Equipment sheet to see next calibration due and status. Sort by Days left to see what is coming up.
5. Call the vendor before the AMC ends to renew it, and book calibrations before they fall due.

Tips

• File the paper calibration certificates in asset ID order so an inspector can match them to the log.
• Record downtime days for breakdowns: a machine that is often down may cost more than a replacement.
• Calibration intervals come from the maker's manual or your accreditation body; this sheet only reminds you.
• This is an admin and record-keeping template. It holds no medical advice and does not replace your clinic's medical records or software.

Questions and answers