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Medical Device CRM

Selling a medical device does not end with the signature: installation, user training, calibration and annual maintenance run on the same unit for years. Which clinic was the demo device left in, which contract ends this month — these two questions are answered in the regional representative's own notebook.

Every unit in the hospital is a separate record carrying a serial number; installation, warranty expiry and calibration period are its fields, and service calls accumulate on that number.

Medical Device CRM
  • Keep every unit installed in a hospital on a separate record with its serial number; see the installation date, the warranty expiry and the responsible technician on the same card
  • Track which clinic a demo or consignment device is in, with whom and since when, and tie the expected return day to a task
  • Keep the calibration period and the periodic maintenance scope as fields, and run contracts whose end is approaching from a single list
  • Tie the service call to the unit's serial number; let the technician close the job from the mobile app and the person receiving it sign on the signature screen in the mobile app
Installed Device InventoryEvery unit in the hospital is a record with a serial number; the installation date, the warranty expiry and the responsible technician are its fields, and it sits under the account.
Demo and Consignment TrackingA device left on loan is the same kind of record; the clinic it is in, the date it went out and the expected return day are fields, and returns past their day fall into a list.
Calibration and Maintenance ContractThe contract is a record tied to the account; the scope, the period and the end date are fields, and an approaching end turns into a task.
Service CallA fault report is a request record; the serial number is carried in a field, and all the calls for the same unit are collected in a single list.

In a medical device company the sale does not end when the device enters the hospital; it starts there. The specification of the quote prepared for a tender or a direct purchase is in a file; the installation and the user training are in the technical team's calendar; the calibration date sits in the service manager's spreadsheet and the warranty expiry in accounting. Which clinic the unit left for demo purposes is in is known only to that region's representative. When the representative changes or the device breaks down, where the unit with which serial number is standing is found by making phone calls; and how many times the same device has been serviced in three years cannot be asked at all.

In Rapitek CRM the hospital is an account record, and every installed unit is a separate record carrying a serial number; the installation date, the warranty expiry, the calibration period and the responsible technician are fields on that record. The maintenance contract is tied to the account, those whose end date is approaching fall into a list, and the renewal turns into a task. A service call is a request record, and because it carries the unit's serial number, the history of the same device accumulates in one place. The field technician closes the job at the point from the mobile app, their location is verified, and the person receiving it at the hospital signs on the signature screen in the mobile app. We build the connection to the ERP or the hospital information system side; there is no out-of-the-box module — these connections are built specifically for your project over the REST API, OAuth2 and webhooks.

The scope of the plans and the separately priced items are written on the pricing page.

Frequently asked questions

Can we track where the devices we left at the hospital for demo are?
Yes. A demo device is also a record with a serial number; the hospital it is in, the representative who delivered it, the date it went out and the expected return day sit in its fields. Units past their return day are collected in a separate list and a follow-up task is opened for each one.
Can I see all the service and calibration history of the same device over the years in one place?
Yes. Because service call and calibration records are tied to the unit's serial number, when the device card is opened the history appears chronologically; which part was replaced and when also stays on the same record.
Can we see in advance the hospitals whose maintenance contract is ending?
Yes. The maintenance contract is a record tied to the hospital account; the scope, the period and the end date are its fields. Those whose end is approaching fall into a list, and the renewal conversation is opened as a task from the same record.
Which is the best CRM software for medical devices?
When choosing a CRM for the medical device sector, you should pay attention to sector-specific workflows, integration capabilities, customisation options and support quality. You do not set up Rapitek CRM — we do: we configure the fields, the stages and the reports around your medical device process, we migrate your data, and we train your team in Turkish. Before building our own platform, our team completed more than 200 enterprise CRM projects during its Salesforce years; we do the setup with that experience.
How much does a medical device CRM system cost?
In medical devices, because the technician responsible for each unit is written on the record, the people in the service team are defined separately in the system. We keep current plan prices in one place and publish them openly on our pricing page; we do not put figures on this page, so that you do not read two different prices in two places. The price is determined by the number of users and the plan chosen. The scope of setup, data migration and training is not the same in every project; the scope and the setup fee, if any, are worked out together in the discovery call and shared in writing. The Rapi artificial intelligence credit and the ERP integration are separately priced items.
How are CRM integrations done in the medical device sector?
In the medical device business the counterpart the CRM will talk to is the ERP or the hospital information system. If you use Logo, Netsis, Mikro or SAP, your CRM talks to it — we build the connection. There is no out-of-the-box module: because access and field structure on the ERP side change from one installation to the next, a single button does not work the same way everywhere. The connection is built specifically for your project over our REST API covering 183 business objects, OAuth2, webhooks and import/export. We work out the scope and the cost in the discovery call and share them in writing.
How does the move to a CRM system work in the medical device sector?
We start with a discovery call: we work out your medical device process together, and which fields and which stages are needed. After the call we give you a date, not a range. We migrate your data, and we train your team in Turkish. There is no call centre on our support line. Your question is answered by the team that builds and develops the product — this is a choice, not a matter of capacity.
Can mobile CRM be used for medical devices?
In the medical device business the technician closes the service call from the mobile app; the person receiving it signs on the signature screen. The app is live on both the App Store and Google Play. The web interface also works on tablet and phone. The app does not work offline; if the connection drops while you are filling in a form, what you have written is kept on the device for 24 hours.
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