How to keep the inventory and maintenance of medical equipment
KIBBO brings a healthcare institution's medical equipment fleet together on one platform, whatever the manufacturer. It shows what equipment exists and where it is, the equipment history file of each device, when the next preventive is due, and what to justify the investment with to management.
STEP 1 · ON THE FLOOR
On the phone, right beside the device.
KIBBO runs on the phone: you scan the QR code stuck on the machine and its profile, its history and its next preventive appear right there. The lookup happens where the device is, not in front of a desktop computer.
STEP 2 · INVENTORY
The whole fleet in one list, with its QR code.
The fleet is loaded device by device or all at once from an Excel file on KIBBO's template: each device keeps its serial, brand, service, building and status. KIBBO assigns each one a QR code that, stuck on the machine, opens its profile from the phone. Modules, the parts or accessories of a device, have their own QR code and move between devices from the profile.
STEP 3 · EQUIPMENT HISTORY FILE
Every device, with its full history in one place.
Every device has its own equipment history file: the profile with brand, model, serial and UMDNS code, and every note and work order, each dated and signed by whoever logged it. Who repaired it, what was replaced and when it was calibrated no longer lives in papers and emails: it appears when you look it up, not once the device has already failed.
STEP 4 · PREVENTIVE MAINTENANCE
Preventive, before it turns corrective.
KIBBO tracks each maintenance task with its date and status, and flags whatever is past due as "Overdue." The due date is seen coming in the list, so preventive maintenance gets planned instead of turning into an emergency corrective, which costs more than the same task done on time.
STEP 5 · ORDERS AND TICKETS
From failure to fix, with a record.
When a device fails, its work order is opened from the profile: internal or outsourced, with who handles it and what state it is in. The report can come through the device's QR code, without an account and with the approximate location. Spare parts added to the order come off the storeroom's stock. That record later builds the equipment history file.
STEP 6 · SERVICE PROVIDERS
Every provider in the fleet, in one place.
KIBBO gathers the fleet's service providers with the brands they represent, their province, city and rating. Each provider's profile shows its assigned equipment, its work orders and its maintenance. When a machine needs service, the hospital knows who to call whatever the manufacturer. And the provider can have its own account to receive the orders.
STEP 7 · DASHBOARD
The institution's real state, on one dashboard.
The dashboard brings the fleet's state together in real time: the areas, the maintenance and the devices, on a single screen. It shows what is operational, what is overdue and what needs action. In its reports, KIBBO adds time to first response, maintenance per user, the devices with the most activity and spending per provider.
GET STARTED
The institution picks its plan and starts loading its equipment fleet.
The plan is chosen by the size of the fleet: devices, users, sites and storage. Trust and security answers the questions about data and security.
FEATURES
KIBBO features
Beyond the seven-step walkthrough, KIBBO adds these features. All of them are available on every plan.
AI assistant
Answers questions about the fleet written in the user's own words, builds PDF reports and calculates each device's MTBF and MTTR.
See the AI assistantGeolocation
Whoever is with the device reports the fault by QR, without creating an account, and the alert can arrive with an approximate point on the map.
See geolocationVendor management
Each service provider with its brands, its assigned equipment, its work orders and its maintenance. Internal work orders become external ones without leaving KIBBO.
See vendor managementProjects
Work done in stages, such as an installation, in activities and tasks with an assignee, dates and dependencies, with its Gantt chart and, if needed, its budget.
See projectsService provider account
A service company can have its own account in KIBBO and receive on a single board its clients' work orders, from different hospitals.
See provider accountsTicket boards
The institution creates its boards, each with its own statuses, an SLA per status, criticality and a QR code. Tickets can be viewed as a board or as a list.
See ticket boardsSpare parts and supplies by storeroom
Stock for each storeroom, with minimums, a low-stock flag and batches used oldest first. Whatever is added to a work order is deducted from the stock.
See spare partsReports and indicators
Time to first response, maintenance per user, the devices with the most activity and spending per provider. On each device profile: MTBF, MTTR, downtime and availability.
See KPIsIntegrations
An API to export and import data, webhooks that notify another system when an event happens and an official KIBBO app on Make.
In summary
KIBBO manages a healthcare institution's medical equipment fleet in seven steps: profile on the phone, inventory with QR codes, equipment history files, preventive maintenance with due dates in plain view, work orders, service providers and a dashboard with the real state. Also: AI assistant, QR fault reporting with location, service provider accounts, ticket boards, spare parts stock and integrations.
Technical content reviewed by Gustavo González.