Managing equipment and logged devices

To ensure accurate documentation of diagnostic capabilities, you can record the major equipment available in each department and track which devices are used during diagnostic imaging orders.

Before you start

• You must have administrative access to manage department settings.
• Equipment records are primarily informational—they help staff understand which modalities are available in each department.
• You should have a list of major diagnostic equipment (ultrasound machines, CT scanners, X-ray systems, microscopes, analyzers, etc.) in your facility.

Steps

Recording equipment in a department

1. Go to Settings → Doctors & Departments to access the departments list. Open Doctors & Departments

2. Select the department where you want to record equipment.

3. Click Edit (or similar action) to open the department's configuration form.

4. Locate the Equipment List field (appears in the "Additional Information" section).

5. Enter the major diagnostic equipment available in that department—list equipment names separated by commas or line breaks (e.g., "Siemens CT Scanner, GE Ultrasound Machine, Mindray Analyzer").

6. Save the department. The equipment list is now recorded for reference.

Viewing equipment during diagnostic orders

1. When creating or viewing a diagnosis order, the system may reference the equipment available in the originating department.

2. If you need to specify which equipment was used for a particular imaging study, include that information in the order notes or findings field of the diagnostic report.

3. You can also record device-specific metadata (serial numbers, calibration dates) in your facility's equipment maintenance logs or asset management system, which sits outside Usystems.

Accounting impact

Recording equipment in department profiles has no direct accounting impact. Equipment is typically managed through your Fixed Assets module if the items are capitalized assets, or tracked separately in your equipment maintenance budget.

Tips & common mistakes

• Keep equipment lists current. When you acquire new diagnostic equipment or retire old devices, update the department's equipment list so staff have accurate information about available modalities.
• Use consistent naming. Record equipment names the same way across departments so staff can easily search and identify equipment capabilities (e.g., always use "CT Scanner" rather than alternating between "CT" and "Computed Tomography").
• Link maintenance records separately. Equipment service schedules, calibration certificates, and repair logs should be maintained in your facilities management system, not in Usystems—use Usystems only for the equipment inventory.
• Document equipment changes during audits. If you conduct regular facility audits, use them as a checkpoint to verify that the equipment list matches actual equipment on-site, and update Usystems accordingly.