Printable hospital template
Hospital device inventory for a software discussion
List the devices staff actually use, where they work and what the supplier must demonstrate on each before the hospital plans a software rollout.
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- RizCare
- Published
- Last reviewed
RizCare's suggested worksheet. Adapt to your hospital. https://riz.care/library/templates/clinic-device-inventory-for-software
For the hospital owner and person coordinating a software evaluation.
The demonstration runs smoothly on the supplier's laptop. Reception uses an older phone and a shared desktop. Bring those differences into the buying conversation before agreeing that the hospital's equipment is suitable.
Record the equipment you already have and the work each device must support. An inventory is evidence for questions, not proof that a browser or operating system is supported.
Print this page or save it as a PDF from your browser. The print layout contains only the blank worksheet and its completion note. Fill it in within your hospital.
Practice: ____________________ Prepared by: ____________________ Date: ______________
| Device / location | Confirmed versions | Required task | Supplier evidence | Action / owner |
|---|---|---|---|---|
| Blank entry | ||||
| Blank entry | ||||
| Blank entry | ||||
| Blank entry | ||||
| Blank entry |
Keep completed copies with the staff authorised to use them.
How to use it
Describe the real working device
Use an asset reference, device type and the browser and operating-system versions the authorised user can confirm. Note the location and intended task. Record shared use, charging access and the connection normally available there. Avoid including passwords, serial-linked account credentials or patient information in the worksheet sent to a supplier.
Ask for a relevant demonstration
Give the supplier a specific task for each device, such as finding a returning record or entering a fictional partial payment. Ask them to identify supported versions in writing and demonstrate the task on the actual device where feasible. Keep a claim of compatibility separate from an observed successful exercise.
Turn gaps into decisions
Record which tasks could be demonstrated and which require equipment, connectivity or further checks. Ask who pays for any proposed replacement and what changes if the device stops receiving updates. Do not assume that installing an icon means the full patient record works without internet. Include any approved purchases in the written implementation plan before committing to the overall cost.
What each field means
- Asset and task
- Use a stable device reference and the staff activity it must support. Two identical models may serve different roles and need different access.
- Evidence
- Name the dated supplier document or demonstration observation. Write unconfirmed if the version or behaviour has not been established.
- Action and cost owner
- Record the next check or proposed equipment change and who must approve it. Leave unknown costs open rather than entering zero.
Completed fictional example
The invented inventory entry makes no compatibility promise about a real device or RizCare installation.
| Device / location | Confirmed versions | Required task | Supplier evidence | Action / owner |
|---|---|---|---|---|
| DESK-01 / reception | Recorded in inventory DEV-01 | Returning patient search | Written support list requested | Hospital lead to arrange exercise |
Related resources
Sources and review
The worksheet design and examples are RizCare's recommendations. The sources below support the background discussion; they do not endorse this form.
- Workflow Assessment for Health IT Toolkit (Agency for Healthcare Research and Quality). Read 9 September 2026.