Healthcare · Medical Equipment Rental Company Management Software

Track each unit from shelf to household.

Manage rental requests, tagged equipment, agreements, deposits, delivery and pickup runs, disinfection, workshop service, cylinder exchange and billing in one system that the depot and the bay both read. Each concentrator, ripple mattress, bed or wheelchair carries its own history from purchase to its latest return inspection, so the desk answers a caller from the record. Drivers and technicians work from a phone.

Share your requirements

Tags and open rentals loaded from your sheet
Cleaning steps, filter schedules and service intervals set per equipment type, from humidifier bottle changes on a concentrator to sling checks on a patient lift
Rate and type changes made on request

Medical Equipment Rental Company Management Software runs the hire of oxygen concentrators, CPAP machines, hospital beds, wheelchairs, commodes and patient lifts for depots, drivers and the cleaning bay. A phone query about any tagged unit is settled from its file, which holds the agreement, delivery photographs, disinfection entries, running hours and invoice lines. A morning list names overdue returns.

Where it breaks today

What goes wrong before the software.

A tag is the only link to a household

A sticker on a frame and a sheet row are all that connect a unit to the home it sits in. A caregiver says the bed was never collected. The desk cannot confirm which tag went where, because the bay logged the frame and the driver logged the house number on separate pages.

Disinfection leaves no trace on the unit

Wipe-down, filter change, humidifier bottle wash and mask swap happen in the bay, and the note stays on a paper tray beside the sluice. The next renter’s concentrator leaves with no proof.

Hour meters are read when someone remembers

Concentrators and suction pumps carry service limits counted in running hours, read from a small meter behind the filter door, while a bilevel unit counts its own blower hours. The reading goes on a slip. A machine past its interval goes back out.

Rent is counted from remembered dates

A hire that starts on a delivery and ends on a pickup is billed from the dates the office recalls, and extensions and deposits are settled on phone calls. Disputes follow.

Accessories go missing between houses

Power leads, remote pendants, bed rails, trapeze bars, footrests, masks and tubing travel with a unit from house to house but are listed nowhere in the depot. A missing rail surfaces later.

Fixing a breakdown is slow to start

A caregiver rings at night. The alarm is sounding. The call lands on one person’s phone, and a replacement concentrator is found only by ringing round the depot while the household waits with a spare cylinder.

How it runs

How the work flows through it, step by step.

1
Request
A unit is requested. A family, a discharge ward or a home-care agency supplies the item, start date, likely length of hire and address, including stairs, floor and lift access.
2
Reserve and agree
The coordinator picks a tested unit by tag. The agreement then carries the rate, the deposit and the named user, so a ripple mattress or a bed is never promised twice.
3
Deliver and set up
A crew loads the unit and its accessories, sets it up in the room, shows the caregiver the controls and takes a photograph and a signature. The record then shows the unit as out.
4
During the hire
A swap for a faulty unit, an oxygen cylinder refill, a mid-hire service or an extension is added to that agreement’s own history. The desk sees which hires end this week.
5
Collect and inspect
The crew collects the unit. Condition and hour-meter reading are recorded at the door, with any cracked footrest, torn cover or missing bed rail photographed before the van leaves the street. The bay wipes it down with the disinfectant your rules name, changes filters, humidifier bottles or masks, runs a function test and signs the unit off as ready.
6
Bill and close
Rent runs from delivery to collection. The deposit is held apart. A torn mattress cover or a lost remote pendant is added as its own damage line before the invoice is issued and the deposit is returned or applied.

Modules

What is inside.

Every module can be switched on, left out or changed to match how your team already works.

Equipment register

Hold each bariatric bed, concentrator, CPAP machine, wheelchair, rollator, riser recliner, commode and patient lift with its tag, serial number, purchase date, supplier and location, shelf or home.

Rental requests and reservations

Capture each request, check which tagged units are ready, and reserve one against a start date so two coordinators never promise the same machine.

Agreements and deposits

Issue the agreement with rate, term, deposit and named user, then hold the signed copy and every extension on the same record as the unit.

Delivery and pickup runs

Build the day’s runs by address. Each driver gets the load list and accessories on a phone, then takes photographs and a signature from whoever receives the unit at the door.

Accessories and consumables

List masks, nasal cannulas, tubing, humidifier bottles, filters, bed rails and trapeze bars against the unit they travel with, and note what returns and what is replaced.

Cleaning bay and release checks

Log disinfection, filter changes, humidifier bottle washes, a function test and condition notes against each returned unit, with the technician’s name and the shelf where it was left. Nothing is ready until the bay signs.

Workshop and service hours

Track hour-meter readings, sieve bed and compressor service intervals, repairs and parts for each machine, and keep any unit past its limit off the hire list.

Oxygen cylinder exchange

Record cylinders sent out and returned by serial, with regulator, refill status and the household holding them, so empties are collected on the next run.

Rental billing and damage charges

Raise invoices from the dates on the agreement, apply extensions and add a charge for a damaged mattress cover or a lost remote.

Overdue and breakdown calls

List hires past their return date and log faults from callers as numbered tickets, with a replacement unit assigned from ready stock.

Solutions inside

The business modules it is built from.

Each one is also available on its own, or inside a system built for you.

Asset AMC Tracking
Service intervals and hour-meter readings are held per machine, so a concentrator past its limit is flagged and held from hire until repaired.
Fixed Asset Register
Each bed, lift and concentrator is listed with its tag, serial, supplier and purchase date, and its location shows shelf or home.
Contract Management
The signed rental agreement, its rate, term and extensions stay attached to the unit, so a past hire can be read back at the desk.
Quality Control
Disinfection, filter changes and the function test are ticked per returned unit, and the unit is only released to hire once each check is done.
Invoice Management
Rent is invoiced from the delivery and collection dates, with the deposit kept apart and a damaged mattress cover added as its own line.
Vehicle and Trip Management
Each run groups addresses for one vehicle, gives the driver the load list, and records what was delivered and what came back in the same trip.
Ticket Management
A caller reporting an alarming machine becomes a numbered ticket with an owner, and a replacement tagged unit is assigned from ready stock.
Stock Tracking and Alerts
Masks, nasal cannulas, tubing, filters and humidifier bottles are counted in and out, and a reorder alert fires when a consumable runs below the level you set.

Services

How we would put it in.

Setup, data migration, integrations and anything built on top.

Who uses it

One system, each person sees their part.

For the owner

See units out, units in the bay, hires ending this week, rent billed against rent collected and equipment past its service limit.

For coordinators

Take requests, reserve tagged units, issue agreements, extend hires and ring any family whose return date has passed, with the agreement open on screen beside the phone.

For delivery crews

Open the day’s runs on a phone, see the load list, the floor and the lift access, then record set-up photographs, the bed rail fitted, and the signature.

For bay and workshop staff

Work through the return queue, log cleaning steps and function tests, replace filters and humidifier bottles, and record repairs and hour-meter readings.

For billing

Raise rent and damage invoices, hold deposits, match receipts to each agreement, and settle the households whose deposit refund is still open.

Reports

The numbers the owner asks for.

Units out, in the bay, ready
Hires due back and overdue returns
Hour-meter readings and units approaching a service limit
Cleaning and function-test entries per returned unit
Rent billed, deposits held, damage charges
Breakdown tickets and replacement units
Utilisation of each equipment type across the year

Good fit

Who this is built for.

Companies hiring concentrators, beds and mobility aids
Firms supplying discharge teams and home-care agencies
Suppliers of patient lifts, stairlifts and suction units
Pharmacies with a rental counter
Organisations lending equipment to patients through a charity

Honest answer

When it is not the right choice.

A shop that rents out only two wheelchairs and a walking cane a month can probably keep its register in a notebook beside the till.
Companies that mainly sell equipment, rather than hire it out by the week to households, will find Medical Equipment Manufacturer Management Software or a retail system closer.

Made to fit

Adapted to your business before it goes live.

You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.

Equipment types and tags

Beds, concentrators, CPAP machines, lifts and mobility aids are set up with the fields and tag format your depot already uses, down to the barcode label on the frame.

Cleaning and release steps

Your bay staff describe how each equipment type is disinfected, with hypochlorite or quaternary ammonium wipes where your rules allow, and function-tested, and those steps become the checklist.

Rates, terms and deposits

Daily, weekly and monthly rates, minimum hire periods, deposit rules and damage charges for a torn sling or a cracked footrest all follow your price list, line by line.

Open rentals migrated

Current rentals, tags and household details are loaded from your sheet, then counted against the shelves, so the first morning starts with the real list.

Messages and payments

A hirer gets the receipt, the due-back reminder and a note about the cylinder collection by email, text or chat on the evening before the van arrives. Currency and tax rules follow each country where a wheelchair, a hospital bed or an oxygen concentrator is billed to a household or an agency.

Works alongside

Email
SMS
WhatsApp or other messaging
Payment gateway
Accounting export
Barcode or QR labels

Common questions

Questions owners ask before a demo.

Does it cover short hires and long ones?

Yes. A weekend of crutches and a six-month concentrator sit on the same register, and every agreement states its own rate and due-back date while any extension lands on it.

Can a unit be held back?

Yes. A returned unit stays out of the ready list until cleaning, a function test and the condition check are logged, and no coordinator can reserve it for a hire.

How are service hours handled?

The hour-meter reading is entered at every return. When a concentrator nears the interval you set for its model, it is marked for the workshop and removed from the hire list.

Can we track oxygen cylinders as well?

Yes. Cylinders are listed by serial with their refill status and the household holding them, so empties are collected on a later run instead of being forgotten.

How do deposits and damage charges print?

Rent, deposit and any damage charge appear as separate lines on the invoice, each with its own date, so a household can see what was held and why. The deposit is returned or applied at close. The damaged item is named from the return inspection, whether a torn sling, a bent bed rail or a cracked commode seat, with the photograph attached.

Can drivers capture the signature at the door?

Yes. The driver opens the run on a phone, photographs the set-up and takes the signature of the person who receives the unit. Both attach to the agreement.

How is pricing decided?

The quotation reflects the number of depots, users and equipment types, the tax and currency setup, and how much old rental history needs bringing across from your sheets. A demo with your own list comes first.

Can we export our rental records?

Yes, your register, agreements and billing history export as files, and the layouts for the register and billing are fixed in the quotation, ahead of any build.

Who looks after changes after launch?

Our team makes changes to equipment types, rate cards and release checklists on request, and support for the depot staff, the bay and the drivers is arranged during implementation.

Wondering what it would cost? Share your requirements and an engineer will come back with a scope.

Industries

Businesses that use this.

Medical equipment rental companies

Related products.

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See Medical Equipment Rental Company Management Software with your own data.

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Start with your requirements

Seven short steps that tell us what you need. An engineer reads them before getting in touch.