Article in brief
- Healthcare organizations must maintain a medical device register, but regulations define what to track — not which system to use
- Two European organizations built their register directly within Matrix42, avoiding additional standalone systems
- Extending the CMDB centralizes device data, maintenance, calibration, and safety incidents in one place
- Using one platform improves efficiency, reporting, and EU MDR traceability while reducing system complexity
Healthcare organizations are legally required to keep a register of their medical devices — tracking location, service history, calibration records, and safety incidents. For many, this means maintaining a separate system just for that purpose.
Two European organizations found a different approach: they built their medical device register directly within Matrix42, the ITSM platform they were already using.
The Regulatory Requirement
Under the EU Medical Device Regulation (EU MDR) and national laws such as Finland's Fimea regulation, every healthcare provider must be able to identify each device, track where it is, record its full maintenance and calibration history, and log any safety incidents.
The regulation defines what must be tracked, not which system must do it. Despite this flexibility, many organizations end up managing devices in spreadsheets, legacy biomedical tools, or standalone systems that are hard to maintain and harder to report from.
How Two Healthcare Organizations Did It
A private healthcare group operating clinics across multiple locations had been using Matrix42 Professional ITSM since 2013. When it came time to address medical device compliance, they extended their existing CMDB rather than adding a new system. Medical devices were set up as a separate data model, distinct from IT assets, with records covering manufacturer, model, serial number, location, responsible user, and warranty details. Service history, calibration records, and safety incidents are all linked to each device record. The register has been running in production for over a decade, updated as needs have changed.
A healthcare IT service provider managing devices on behalf of a regional public health authority extended their Matrix42 deployment in 2019. Device records feed directly into their billing system, eliminating a manual data transfer step. Field engineers use QR code labels to pull up a device record and open a work order on the spot. The implementation allowed the organization to consolidate around 16 previously separate systems into one.
What This Looks Like in Practice
Both organizations use the same core Matrix42 ITSM and CMDB capabilities they already had, extended to cover medical devices as a separate data model. A typical setup includes a device register with location and ownership data, full service and calibration history, safety incident tracking with role-based access, and QR code labels linking physical devices to their records.
A baseline implementation covering the core requirements can usually be delivered in around 10 working days, assuming Matrix42 is already in place.
One Platform for IT and Medical Devices
Keeping everything on one platform means staff work in a familiar interface, reporting covers both IT assets and medical devices without combining data from separate systems, and the CMDB's built-in tracking of ownership, location, and change history directly supports EU MDR traceability requirements.
Want to Learn More?
Read our Solution Spotlight: Compliant Medical Device Management on a Matrix42 ITSM/ESM Platform to explore both use cases in more detail.
Download the Solution Spotlight
Or contact your Matrix42 representative or partner to discuss how a medical device register can be deployed in your environment.
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