Setup
Devices and assets
Keep an inventory of the laptops, tablets, phones and equipment your clinic owns, who holds each one, its warranty, and whether it can hold patient information.
The device and asset list is your clinic's inventory of what it owns: laptops, tablets, phones, printers and therapy equipment. Each entry records who has it, where it is, its serial number and warranty, and whether it can hold patient information. HIPAA asks you to know which devices store patient data, and the list also tells you what a departing staff member needs to hand back.
Open Setup > People and access > Devices and Assets to see the list. People whose role can manage the practice and its locations can add and change entries; read-only Setup access can view them.
Add a device#
- Click New Asset.
- Enter the Name, such as
Therapy tablet 3, and choose the Type and Status. - Fill in the Manufacturer, Model and Serial number. Turn on Has an asset tag to record your own label on the device; each tag can be used once.
- Under Assignment, choose who the device is Assigned to and its Location. Both are optional: a shared printer has a location but no holder, and a spare laptop in a cupboard may have neither.
- Under Purchase and warranty, enter the dates and cost if you track them.
- Under Security, turn on Can hold patient information for any device that stores or opens patient records, and Storage is encrypted when its storage is encrypted.
- Click Create Asset.
Hand a device over#
Open the device from the list (Edit in its row menu), change Assigned to or Location, and click Save
Changes. Turn on Add a note to this change to say why, such as Returned at offboarding.
Every change of holder or location adds a line to the device's Assignment History tab: who had it, where it was, from when until when, and who recorded the change. Clearing Assigned to marks the device as returned.
Statuses#
| Status | Use it for |
|---|---|
| In service | A device in use |
| In storage | A spare kept on hand |
| In repair | A device away for repair |
| Lost or stolen | A device you cannot find; report a lost device that held patient information to your privacy officer |
| Retired | A device taken out of use but not yet disposed of |
| Disposed | A device recycled or destroyed |
A device that leaves service keeps its entry with its last status, so your inventory shows its whole life. Delete an entry only when it was added by mistake.
Warranties#
The Warranty ends column shows each device's warranty date, with an Expired badge once it has passed.
Offboarding returns#
When you offboard a provider, the Devices to return column on the offboarding list counts the devices still assigned to them. Hand each one back to the clinic before the last day.
Export and print#
Export CSV and Print on the list give you the whole inventory, for a security review or your insurer. See Import and export.