Custom loan administration software for assistive devices
Appfront builds loan equipment management systems for organisations that lend out assistive equipment: every item with a serial number, from wheelchairs to high-low beds, tracked at all times as being with a client, in the depot, under repair or written off. Issue and return are signed on the courier's tablet, the loan agreement and referral are linked to each item, inspections and maintenance are monitored per item, and reporting to the municipality, health insurer or care organisation is generated directly from the system. So that a piece of equipment is not still registered to a client three years after they have passed away.
What is loan management software for medical aids?
Loan equipment management is keeping track of which item is with whom, on what basis, since when and in what condition. Software registers each item with its serial number and status, links it to a client on issue along with the referral and loan agreement, records the condition on return, and monitors inspections and maintenance per item. The same records produce the reporting for the municipality, health insurer or care organisation that pays for the equipment.
Without such a system, the equipment shows as dispatched in the stock system, the client is recorded in the EHR or the municipal system, and inspection dates live in a spreadsheet. When a client moves or passes away, the high-low bed stays registered in their name until a relative phones, and the municipality keeps on paying. At an inspection, half the patient hoists in the field turn out to be unaccounted for, with no record of where they are.
We build custom software because the administration has to match your funding flows and systems: whether you provide under the Wmo, the Zvw, the Wlz or in-house, how municipalities and insurers want reporting, which EHR or ERP you use, and which inspection requirements apply. A stock system knows an item, but not a client, a referral or an inspection.
Aid and client
Every item with its serial number, status and history, linked to the client with their referral, loan agreement and paying party, whether it is with the client, in the depot or under repair.
Issue and return on site
The driver delivers, sets up the aid, has the client sign on the tablet and takes photos; on return, the condition is recorded and the aid goes for cleaning and checking.
Inspection, maintenance and accountability
Inspections and maintenance monitored per item with deadlines and alerts, repairs logged as reports, and reporting and invoicing to the municipality, insurer or care organisation generated from the same records.
How we build your loan management software for medical aids
We start with the depot and the list of what is out in the field: what is known, what is estimated, and when the administration last matched what was actually there.
Which equipment you provide, under which schemes and for which municipalities or insurers, how issue and return currently work, which inspections apply and which systems you use.
The equipment with serial number and status from your stock, the clients with their assessment and paying party, and the loan agreement as a document for each issue.
The app for the courier, the depot processes for cleaning and redistribution, the inspection and maintenance monitoring, and the repair reports.
Reporting and invoicing per paying party, integration with your EHR, municipal system and ERP, and ongoing management afterwards.
What loan management software for equipment actually does
The components below come up at almost every organisation that lends out equipment. Which ones you need depends on your schemes and on whether you run your own depot.
Equipment register
Every item with serial number, type, status, location and history of clients, repairs and inspections, with scanning at the depot and on location.
Client and loan
Per client, the equipment on loan, the assessment, the loan agreement and the paying party, with the term and the periodic reassessment.
Courier app
Issue, installation, instruction and signature on location, return with condition and photos, and the route for the day, even without signal.
Depot and redistribution
Return, cleaning, checking and release for redistribution, with depot stock per type and the choice between redistributing and reordering.
Inspection and maintenance
Deadlines per type of equipment, alerts for expired inspections even when the equipment is with a client, and maintenance history per serial number.
Accountability and invoicing
For each municipality, insurer or care organisation, the provisions, loan periods and invoices in the format they require.
Who we build loan management software for equipment for
The software is intended for organisations where equipment stays with clients for years, is reused and is paid for by a third party, and where nobody currently knows for certain what is out in the field.
Assistive equipment suppliers for municipalities
Wmo provisions under contract with several municipalities, each with its own reporting requirements. The register and reporting per municipality are at the core.
Home care shops and lending points
Short-term lending alongside sales, with many issues and returns per day. The courier app and the depot processes matter most.
Care organisations with their own depot
Tools for our own clients and locations, integrated with the EHR. The integration with the client record and inspection tracking are what's essential.
Municipalities with their own equipment pool
In-house provision and re-issue. Re-issue from the depot and the integration with the Wmo system are the core.
Test your idea first: a working prototype in 1 day
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →Technology and integrations
This page covers the loan of equipment. For lending in general, see our page on a lending system; for the scheme under which much equipment is provided, our page on Wmo software; and for the care organisation as a whole, our page on care software. You can read about our approach under Building software.
If you want to see per client when a piece of equipment reaches its replacement term, there is our app for equipment replacement terms.
Why choose Appfront for custom loan administration software for mobility and care aids?
A mobility aid on loan is only properly administered once you know where it is and who is paying for it. That is what we build on: a single register where the client, the aid, the inspection and the payer are all linked together.
The aid is never recorded against the wrong name
Issue and return are signed and linked to the client. A move or death closes the loan and stops invoicing.
The inspection finds the aid
Deadlines are tracked per serial number, including in the field. The hoist at a client's home appears on the list, not just the one in the depot.
Accountability is a printout
Per municipality or insurer, the provisions and periods in their format. No reconstruction from three systems at the end of the quarter.
Security and privacy in custom loan administration software for mobility and care aids
The software processes clients' personal and health data, such as referral details and the type of aid, and therefore falls under the GDPR and, for care organisations, NEN 7510. Access is set by role: the delivery driver sees only the addresses and aids on their route, the depot sees aids without medical data, and administration sees what is needed for accountability. Every issue, return and change is logged; data is retained for the periods set by the regulations and deleted afterwards.
The software runs in a European data centre, with encrypted storage and daily backups. Integrations with the EHR, municipal systems and the ERP use their own keys, which can be revoked per integration.
Frequently asked questions about custom loan administration software for mobility and care aids
Questions that mobility aid suppliers and care organisations ask before getting started.
It tracks where each piece of equipment is by serial number and which client it is with, links issue and return with a signature to the loan agreement and the paying party, monitors inspection and maintenance per item, arranges return, cleaning and re-issue in the depot, and delivers accounting and invoicing to the municipality, insurer or care organisation from the same records.
Yes. For each provision you record under which scheme and for which paying party the aid was supplied, along with the term and the accountability requirements that apply. One client can have aids under different schemes, and the accountability splits this automatically.
The driver sees their route, scans the equipment on delivery, records the setup and instructions, has the client or their representative sign, and takes photos. That closes the loan agreement and starts invoicing, even without a signal.
A notification of death or a move, from the EHR, the municipal system or entered manually, sets the loan to end and creates a collection task for the driver. The software also flags loans that run past the length of the assessment or where there has been no contact for a long time.
For each type of aid, you set the inspection and maintenance intervals, and the software tracks them by serial number, whether the aid is in the depot or with a client. An expired inspection in the field becomes a service visit for the technician or a swap, with the history per aid as evidence.
Yes. Clients and assessments come from the EHR or the municipal Wmo system, provisions and terminations go back, and invoicing runs through your ERP or the messaging standard the municipality requires. We connect to what you and your clients use.
Check that first. A stock system with a loan status is enough if you have few aids and self-fund. Custom development makes sense when aids stay with clients for years, when a third party pays and requires accountability, when inspections must be tracked by serial number, or when issue and return need to be signed on location.
Every aid correctly named, inspected, and accounted for to whoever pays?
Tell us which aids you supply, under which schemes, and how you currently keep track of what is out in the field. We'll show you what the register, the driver app and the reporting look like.