Articles on: QMS (Quality Management System)
This article is also available in:

Manage medical devices

Medical Device is your clinic's device register — each device with its manual, its supplier agreement and its maintenance history in one place.


📍 Where to find this: Quality Mgmt. System → Medical Device


✅ What you can do


  • Register a device with its identifying details
  • Attach a manual and a supplier agreement
  • Record that a compliance declaration check was performed
  • Add maintenance documents to a device
  • Filter by active or inactive, and review a change log
  • Export all devices as a ZIP


➕ Add a medical device


  1. Click Quality Mgmt. System → Medical Device.
  2. Click the Add button.
  3. Fill in the required details:
  • Device name
  • Model
  • Brand
  • Serial number
  • Supplier
  1. Choose Yes or No for Compliance declaration check performed.
  2. (optional) Upload the device manual under Upload manuals.
  3. (optional) Upload the agreement under Supplier Agreements.
  4. Click Submit.


Add Medical Device


ℹ️ Each upload field holds one file. Uploading a new one replaces what was there before, so combine multiple pages into a single PDF first.


🔧 Add a maintenance document


Each device keeps its own list of maintenance documents, and there is no limit on how many you add.


  1. On the Medical Device list, click the number in the Maintenance Doc column for that device.
  • The Maintenance Doc page for that device opens.
  1. Click the Add button.
  2. Enter a Title.
  3. Upload the file under Upload protocal.
  4. Click Submit.


Add Maintenance Doc


⚠️ Maintenance documents cannot be edited or deleted once added. You can only view them. Check the title and the file before you submit — a mistake can only be corrected by adding a second, corrected record.


🔍 Find and review devices


Column

What it shows

Device name

The device — click the sort arrows to reorder

Added On

When it was registered

Maintenance Doc

How many maintenance documents it has — click to open them


Medical Device list


  1. Use the status filter to switch between All, Active and Inactive.
  2. Click the eye icon to view a device, including links to its manual and supplier agreement.
  3. Click the log icon to see every change made to it.


ℹ️ The log is read-only and cannot be exported.


🚫 Inactivate or reactivate a device


  1. Click the power icon on the device row.
  2. Confirm Are you sure you want to inactivate? by clicking Inactivate.
  3. To bring it back, switch the filter to Inactive, click the power icon again and click Activate.


ℹ️ Retiring a device from service is what Inactive is for — the record and its maintenance history are kept.


⬇️ Export your devices


  1. Click Export at the top of the Medical Device page.
  2. A window titled Important confirms your request has been queued.
  3. Wait for the notification File ready: (clinic name) QMS Medical Devices Zip, then click the link in it to download.


ℹ️ Each device gets its own folder containing a device summary, the manual, the supplier agreement and every maintenance protocol. Inactive devices are included.


ℹ️ Exported before? The window offers the existing file and the date it was generated — click Generate New to rebuild it.


⚠️ The download link expires 24 hours after the file is ready. After that, run the export again.


💡 To manage quality documents and reports, see Manage quality documents & reports. For an overview of the module, see QMS overview.

Updated on: 07/08/2026

Was this article helpful?

Share your feedback

Cancel

Thank you!