5 factors for a successful Odoo Integration
Odoo is an open-source ERP offering integrated business applications to…
- CA : 1001 Wilshire Blvd, Los Angeles, CA 90017
- NY: 1178 Broadway, 3rd Floor #3067, New York, NY 10001
No matter how critical the equipment, your inventory should never be a blind spot.
While your teams focus on patient care, we make sure your devices are accounted for, properly maintained, and always ready when needed. Its structure, visibility, and compliance—without the paperwork chaos.
Happy Clients
Years in industry
Strong team
Experience
Happy Clients
Hours
Strong Team
Our inventory systems are structured to meet FDA, CMS, and Joint Commission requirements by default. Ledger Labs captures sterilization logs, maintenance records, expiration timelines, and recall flags—automatically and audit-ready. You’re not scrambling when surveyors arrive or when recalls happen. You don’t just stay compliant—you stay ahead of compliance with minimal manual input and zero reliance on paper-based processes.
Ledger Labs connects inventory records with your existing Electronic Health Record (EHR) and Computerized Maintenance Management Systems (CMMS). That means clinical staff, biomedical engineers, and procurement teams all work from unified data. Every use, maintenance check, or reorder event syncs across systems—reducing duplicate entry, missed updates, and internal friction.
Whether you operate a network of hospitals or a group of outpatient facilities, Ledger Labs provides centralized oversight without stripping local teams of control. We design permission-based systems where each site logs, manages, and monitors its devices independently, which means executive teams can monitor trends and risks at scale, while individual locations retain full clarity over their day-to-day inventory operations.
For reusable medical devices, Ledger Labs logs every sterilization cycle, use count, and shelf status—ensuring devices are not overused or mishandled. We work alongside your sterile processing department (SPD) to digitize tracking, minimize manual logging, and flag any deviation from approved reprocessing protocols.
We provide full visibility and documentation for consigned and vendor-managed inventory. Our systems log check-ins, usage, returns, and expirations—automatically flagging when items need replenishment or replacement. Whether it’s orthopedic implants, surgical kits, or temporary loaners, Ledger Labs ensures your VMI agreements are well-managed and auditable.
Ledger Labs performs structured monthly reconciliation between physical stock and system records. Any discrepancies—missing devices, usage mismatches, or expired units—are flagged immediately and escalated based on severity. You don’t just get a static report; you get actionable insights and a clear protocol for resolution.
Medical device inventory issues often go unnoticed—until they affect patient care, compliance, or bottom-line operations. At Ledger Labs, we’ve worked with healthcare providers across the US to eliminate the subtle, yet critical inventory challenges that snowball into costly risks.
These aren’t abstract problems—they’re real-world breakdowns in tracking, accountability, and coordination across departments and systems. We build smarter infrastructure to prevent those breakdowns before they start.
Many organizations struggle to balance regulatory requirements with clinical speed, leading to missed documentation, unapproved device use, or overlooked storage protocols. Others have solid systems on paper but lack follow-through—creating inventory bloat, misallocated budgets, and costly emergency purchases. We fix these gaps at the root with role-based visibility, real-time reporting, and monthly audit workflows that stick.
In fast-paced clinical settings, inventory errors can cost more than just money—they can disrupt procedures, compromise compliance, and endanger outcomes. Ledger Labs steps in with a system that aligns departments, vendors, and regulatory standards without burdening internal staff.
We manage your inventory end-to-end: from device onboarding and tracking to sterilization logging, recall alerts, and audit prep. You stay focused on patients—we keep your tools ready, traceable, and compliant.
Our outsourced model eliminates the need for dedicated inventory hires, prevents communication breakdowns, and ensures real-time data accuracy across your entire supply chain.
Ledger Labs builds customized workflows for surgical, diagnostics, labs, and SPD—ensuring each department sees and manages only what’s relevant to them.
We act as a bridge between your vendors and inventory system—tracking loaned kits, rep deliveries, returns, and unused stock with full visibility.
Our system flags recalled or flagged devices the moment they appear—isolating units, halting use, and auto-generating incident documentation for full traceability.
If your healthcare facility is facing even occasional inventory delays, unlogged sterilization cycles, or confusion over expired or recalled equipment, it’s time to take a hard look at whether your internal system is truly working.
You should consider outsourcing when inventory begins interfering with care delivery. When nurses, techs, or surgeons waste time searching for tools or rescheduling procedures because devices are missing or unaccounted for, patient care is directly affected.
An outsourced provider like Ledger Labs sets up real-time visibility and strict traceability across departments, ensuring that every device is where it should be—when it’s needed most. Another signal is increased regulatory scrutiny. If your facility is preparing for an audit, struggling with compliance documentation, or falling short in internal quality reviews, outsourcing can bring immediate structure.
Multi-site operations are another trigger point. If your organization spans hospitals, labs, and outpatient centers, inventory management quickly becomes too fragmented to manage in-house. Outsourcing creates centralized control with local accountability, reducing redundancy, ensuring cross-location coordination, and giving leadership a single source of truth.
Rapid growth or change also puts pressure on inventory systems. Whether you’re expanding departments, introducing new device lines, or merging with another healthcare group, internal teams often can’t keep up with the scale and complexity of transitions. Outsourcing during these moments ensures systems scale in real time, with professional onboarding and reconciliation that minimizes risk.
Outsourcing should also be considered when vendor relationships start falling through the cracks. Lost loaners, delayed returns, or miscommunication with reps about consigned inventory create financial and operational headaches. Ledger Labs brings in systems to monitor vendor-supplied stock and formalize every check-in, usage, and return—preventing misalignment between procurement and clinical use.
Finally, outsource when your clinical and administrative teams are overextended. If your staff is manually reconciling records, chasing maintenance logs, or updating spreadsheets between procedures, you’re risking burnout and errors. Ledger Labs replaces reactive processes with automated, role-specific systems that improve accuracy and save valuable time.
| Feature | Ledger Labs' Medical Device Inventory Services | Other Services |
|---|---|---|
| Serial/Lot-Level Traceability | Each device is tracked by serial or lot number with full history of usage, sterilization, and status. | General category tracking with no individual device accountability or audit trail. |
| Regulatory Compliance Built-In | Logs, expiration tracking, and recall flags aligned with FDA, CMS, and Joint Commission standards. | Manual compliance practices prone to errors and last-minute audit panic. |
| Sterilization & Reprocessing Logs | Reusable devices logged through sterilization cycles with automated usage and hygiene tracking. | No tracking of reprocessing history, risking overuse or non-compliance. |
| Live Multi-Facility Visibility | Real-time dashboards show device availability across all hospitals, labs, and mobile clinics. | Fragmented systems and inconsistent reporting between departments and locations. |
| Vendor Loaner & Consignment Management | Consigned and loaned devices tracked from delivery to return, with alerts for overdue returns. | Untracked vendor stock leading to loss, overcharges, or billing conflicts. |
| Maintenance & Calibration Alerts | Scheduled service, inspection, and calibration reminders ensure devices stay compliant and functional. | Missed service cycles due to manual logs or outdated reminder systems. |
| Recall Isolation & Flagging | Instant recall alerts isolate affected devices and auto-generate documentation for response tracking. | Recall notices overlooked or delayed due to disconnected systems. |
| EHR & CMMS Integration | Inventory syncs seamlessly with Electronic Health Records and maintenance platforms for unified operations. | Inventory data siloed from clinical and service workflows, increasing admin load. |
Find out what our customers are saying about our products.
Our multidimensional experience and wide exposure have been channelized beautifully in these articles!
Odoo is an open-source ERP offering integrated business applications to…
Wondering how Odoo ERP can help your business? If so,…
Planning to integrate accounting software for your business? This guide…
From saving thousands to scaling fast — these stories highlight how we help businesses grow smarter with real financial strategy and execution.
Helping busy founders and busy owners streamline their accounting & bookkeeping with services designed from and for the perspective of business owners.
We publish fresh and power-packed insights every week on multiple platforms. Subscribe to our newsletter and get latest updates!
Copyright © 2025 Ledger Labs, Inc. | Powered by Ledger Labs, Inc.
My main problem always has been to know my accurate profits & this is precisely what Ledger Labs helped me with. They went through my entire supply chain costs, my monthly operational expenses, and COGS and got me the correct costing of my goods and the cost of running the business. Now I know how much I need to sell & at what price I should sell it to be profitable.
Ariel Robinson CEO & Founder