HEALTHCARE
Hospital equipment checks that hold up on every shift
Theatre equipment, defibrillators and everything else your department checks, done the same way by whoever is on duty, day or night, and recorded against the item and the person who did it.
No credit card required.
One process, whoever is on duty
Checklist Editor
Build a checklist for each piece of equipment and each check it needs, so every member of staff on every shift answers the same questions in the same order. The Checklist Editor comes with Expert and Enterprise.
Schedule Manager
Give one item several schedules, each with its own checklist, frequency, certificate and the staff authorised to carry it out. Set up separate schedules for day and night teams, so each check falls to whoever is on shift.
Scanning (NFC/QR)
Put a QR code or NFC tag on each item. Scanning it opens the right record, with the right checklist and its full inspection history, so nobody hunts for paperwork.
Staff Competency
Record each person's training and competencies, with alerts before anything expires, so you can show who was qualified to carry out each check.
Checklist Editor
Build a checklist for each piece of equipment and each check it needs, so every member of staff on every shift answers the same questions in the same order. The Checklist Editor comes with Expert and Enterprise.
Schedule Manager
Give one item several schedules, each with its own checklist, frequency, certificate and the staff authorised to carry it out. Set up separate schedules for day and night teams, so each check falls to whoever is on shift.
Scanning (NFC/QR)
Put a QR code or NFC tag on each item. Scanning it opens the right record, with the right checklist and its full inspection history, so nobody hunts for paperwork.
Staff Competency
Record each person's training and competencies, with alerts before anything expires, so you can show who was qualified to carry out each check.
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Checklist Editor
Inspect
Use manufacturer-approved checklists for any equipment type, from lifting gear to PPE inspection records. Build your own with the Checklist Editor on Expert and Enterprise.
Consistent inspections, on days and nights
The theatre department at Ysbyty Glan Clwyd checks its equipment across day and night shifts, and its inspections are assessed by external auditors.
“Working with Papertrail this year has genuinely transformed how our team approaches inspections. Having proper checklists in place gave us the consistency and direction we needed, and now staff can simply scan a QR code to go straight to the right record or inspection, whether they're on days or nights. It's made a real difference to how smoothly things run day to day.”
Deputy Theatre Team Leader
Ysbyty Glan Clwyd
Related modules
Inspection Management
Every piece of equipment gets its own record, schedules and inspection history.
Staff Competency
Training records and competencies for every member of staff, with alerts before anything lapses.
Incident Reporting
Log incidents and near misses, and see the pattern over time rather than one form at a time.
Share records with your auditor and the people who service your equipment
PartnerHub connects your account to the organisations you work with, so they see the records you share, and every update to them, in their own workspace.
Invite
Invite your auditor, the contractor who services your equipment, or another site in your organisation, into a PartnerHub partnership
See
They see the live record in their own workspace, with its full inspection history, not a PDF from their last visit
Withdraw
Withdraw access and the record disappears from their view immediately
You set the standard. Papertrail keeps the evidence
Patient hoists and slings are equipment for lifting people, so LOLER requires a thorough examination at least every 6 months (regulation 9). Beyond that, every department works to its own mix of manufacturer instructions, internal policy and the requirements its auditors check against. You set each checklist and schedule frequency to match them, and Papertrail records every check against that standard, the item and the person who carried it out.
- ISO 27001, British Assessment Bureau (opens cvs.babcert.com)
- LEEA Associate Member
- IRATA International Associate Member
- GetApp Category Leaders 2025, GetApp User Reviews 4.7
- Capterra Shortlist 2025, Capterra 4.7 (opens www.capterra.co.uk)
- Software Advice Front Runners 2025, Software Advice 4.7
Frequently asked questions
Will staff on every shift actually use it?
Yes. A check is a scan, a checklist and a save, on a phone or tablet at the equipment, not a form filled in later from memory. If a question comes up while your team is getting started, our support team's average first response time is under 8 minutes.
How do we get set up?
We set up your folder structure, inspection frequencies and equipment states with you first, and help you bring your existing equipment list across. If you need support through the rollout itself, we provide that too. At Ysbyty Glan Clwyd, Papertrail joined two of the theatre department's clinical governance days to train staff directly.
Can Papertrail record checks on medical equipment?
Yes. Defibrillators, theatre equipment and anything else your department inspects can each have their own record, checklist and schedule. You set each checklist and frequency to meet the requirements your equipment is held to, and Papertrail records every check against it.
Can we show an auditor who carried out each check, and that they were qualified?
Yes. Every inspection records who carried it out and when, against the checklist used. Staff Competency keeps each person's training and competencies on record, with alerts before anything expires, so both halves of the answer are in one place.
Consistent checks on every shift, ready for every audit
Book a demo and we'll walk through it with your own equipment, or start for free and set up your first checklist today.
26 million inspections recorded· No obligation.
Last reviewed on . MJB.