TrackDMEKnow what is ready, who has it, and what goes out next.
Reserve equipment ahead of time, then scan checkouts and returns. See what is ready and due back while keeping your existing billing process.
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Illustrative equipment data
Lightweight wheelchair
Example customer • due Jul 6
Oxygen concentrator
Returned 2h ago
Hospital bed
Patient-ready
The problem
Equipment quietly leaks out of DME businesses.
The same wheelchair goes out, comes back, gets cleaned, and goes out again, dozens of times. Track that on a spreadsheet and the numbers drift. Units go missing. Returned equipment can look ready before cleaning or repair is finished.
Ghost inventory
You can't tell what you own or where it is, so you re-buy assets you already paid for.
Units that never come back
Equipment walks out the door with no trail. Capital and rental revenue walk with it.
Returned but not ready
A returned unit can be mistaken for ready stock before cleaning or repair is finished.
Everything you need to track equipment
Built for the warehouse, not the billing department
Need the complete inventory workflow? Explore TrackDME's DME inventory software and DME barcode tracking for serialized rental fleets.
Future reservations
Hold equipment for a customer and see the commitments before accepting another rental.
The scan loop
Scan to find equipment, then confirm its checkout or return. Use a camera, handheld reader, or manual search.
Equipment custody
See whether equipment is ready at the warehouse, with a customer, or held for cleaning or repair.
QuickBooks sync
Read your existing customers from QuickBooks. Billing records stay unchanged.
Due-back & overdue
See rentals going out today, coming back today, and overdue. Leave the return date open when it is unknown.
Cleaning and readiness
Choose which equipment needs cleaning after return. It stays unavailable until someone completes the work and marks it ready.
Recent unit history
Review recent checkouts, returns, and readiness changes by barcode, with staff and timestamps. Keep detailed cleaning and delivery records separately.
One rental record
Keep the equipment, customer, dates, checkouts, and returns together without creating a billing invoice.
Inventory exports
Download unit, equipment type, and customer records as CSV.
The scan loop
Scan the unit. Record the handoff.
Use a phone camera, a handheld reader, or manual search to find equipment. Record the customer and rental dates, then confirm when the equipment actually leaves or returns.
- Camera scanning or keyboard-wedge handheld readers
- Open the rental before confirming a checkout or return
- Review readiness before equipment goes out again
Illustrative equipment data
WC-10428
Lightweight wheelchair
Cleaning and readiness
Turn on a cleaning gate for the equipment that needs it.
Choose Clean before renting again when adding equipment. Returned units and quantities that need cleaning stay unavailable until the work is complete and someone selects Mark ready. A company policy can require cleaning for all equipment.
- Set the cleaning requirement per equipment type
- Keep cleaning and repair stock out of available capacity
- Record when a unit is ready to rent again
Illustrative equipment data
Oxygen concentrator
OX-3391
Total visibility
What needs to leave and come back today.
Today brings together scheduled departures, expected returns, and overdue equipment. Open a rental to record the next handoff or find a unit in Equipment to check its readiness and history.
- Today's scheduled departures and expected returns
- Overdue units surfaced automatically
- Recorded equipment history by barcode
Illustrative equipment data
184
97
12
3
Your customers, already loaded
Connect QuickBooks through its authorization flow to import and refresh your customer list. Check equipment out to the customers you already bill. The connection only reads QuickBooks. New reservations, checkouts, and returns stay in TrackDME.
QuickBookssynced customers are tagged and link straight back to QuickBooksReservations
Hold equipment for next Tuesday. See what goes out today.
Create a reservation for a customer, choose the equipment and dates, and check availability before saving. The commitment stays visible until the equipment goes out and comes back.
- Reserve an equipment type or a specific serialized unit
- Keep today's departures, returns, and overdue rentals together
- Check equipment out and receive partial or complete returns
Illustrative equipment data
Example reservation
- Going out
- Tuesday, September 29
- Due back
- Tuesday, October 6
- Quantity
- 1
Held for the customer until checkout.
How it works
From box to patient to back, in one loop
1. Scan it out
Scan or search for equipment, open its reservation, and confirm what leaves with the customer.
2. Keep the schedule
See reservations going out and rentals coming back, with overdue work on Today.
3. Bring it back
Find the rental and record what actually returned. Keep equipment that needs cleaning or repair unavailable until the work is complete.
Who it's for
Made for equipment that comes back
If the same serialized unit goes out, returns, and gets rented again, TrackDME keeps it accounted for.
Mobility
Wheelchairs, scooters, walkers, and rollators.
Respiratory
Oxygen concentrators, CPAP, and ventilators.
Home care
Hospital beds, lifts, and bedside equipment.
Multi-location
A shared record of reservations, equipment handoffs, and readiness.
DME Glossary
New to DME terminology?
Plain-English definitions for every term, from capped rental to reprocessing to DMEPOS accreditation.