# Keep clinic equipment on a maintenance and calibration schedule > Each device has a recurring Task on its own schedule and a logged result every time, so problems surface on schedule, not mid-visit. Markdown view of https://www.tabflows.com/university/playbooks/equipment-maintenance-log — the HTML page is canonical. [](https://www.tabflows.com/university/playbooks) 1. [Playbooks](https://www.tabflows.com/university/playbooks) 2. [Practice Admin](https://www.tabflows.com/university/playbooks#practice-admin) Each device has a recurring Task on its own schedule and a logged result every time, so problems surface on schedule, not mid-visit. - Tabflows - Saves about 1 hr per month (est.) Last checked Oct 27, 2026 against Tabflows v3.10.63 ## The situation Equipment fails in one of two ways. It stops working in the middle of a visit or procedure, or it keeps working while its calibration drifts and its results quietly stop being accurate. Neither comes with a warning. A working autoclave does not announce that maintenance is due, and an EKG machine does not flag that its calibration is drifting. Without a schedule, the only trigger is a failure or a result that looks wrong. The quiet drift is the worse of the two, because the results keep looking plausible and only a scheduled check catches it. Autoclaves, EKG machines, thermometers, glucose meters and other point-of-care testing devices all need it, as does any equipment with a manufacturer-specified maintenance or calibration interval. ## Steps 1. **Give each device its own Task** Create one Task per device, such as the autoclave, the EKG machine and the thermometers. In Description, write the maintenance and calibration the manufacturer recommends and how often, since intervals differ by device. Assign the teammate who does the checks and add an Equipment clinic Tag. 2. **Let the schedule bring it back** Set Due on to the next date the work is due and set Repeat to match the interval, so it surfaces in My Tasks without anyone checking a separate log. For an interval the list does not name, choose Custom and set the number of days. 3. **Log the result, not just done** Before you mark the Task Done, add a comment with what the check found, such as the reading or the adjustment made. Each repeat is a new Task, so over time the Done Tasks under the Equipment Tag give each device a history you can review. 4. **Check troubled devices sooner** If a device needed an adjustment at its last calibration, say so in the comment and create a Task for an earlier recheck instead of waiting for the usual interval. 5. **Tell the team when a device is out of service** Mark the device itself, set its Task to Waiting until the repair or recheck is done, and post in the Team view in Team Chat with Link task so nobody keeps using it. ## The outcome Maintenance happens on each device's own schedule instead of after a failure, and every check leaves a result on record. You catch a quietly drifting device before it produces results nobody realized were wrong, and a malfunction shows up on the schedule rather than during a patient visit. ## Ask Sidekick Sidekick is the AI assistant inside Tabflows. Hey Tabflows, create a maintenance task for each piece of equipment I list, assigned to me, with the maintenance and calibration steps I paste from the manufacturer's manual as a checklist and its next due date. ## In the Product Library - [Keep tasks clear with due dates, urgency, and task details](https://www.tabflows.com/university/library/tasks/keep-tasks-clear-with-due-dates-urgency-and-task-details) - [Collaborate on tasks with comments and mentions](https://www.tabflows.com/university/library/tasks/collaborate-on-tasks-with-comments-and-mentions) - [How to update, complete, reopen, or delete tasks](https://www.tabflows.com/university/library/tasks/how-to-update-complete-reopen-or-delete-tasks) - [Use Team Chat to coordinate clinic work](https://www.tabflows.com/university/library/team-chat/use-team-chat-to-coordinate-clinic-work) [Read the full guide](https://www.tabflows.com/blog/equipment-maintenance-calibration-tracking) [Open it in the Automation catalog](https://www.tabflows.com/university/automations?automation=equipment-maintenance-log) ## Related markdown Section index: [Playbooks](https://www.tabflows.com/university/playbooks.md) Alongside this page: - [Advance directive tracking](https://www.tabflows.com/university/playbooks/advance-directive-tracking.md) - [After hours answering service](https://www.tabflows.com/university/playbooks/after-hours-answering-service.md) - [After hours message triage](https://www.tabflows.com/university/playbooks/after-hours-message-triage.md) - [Billing decline follow up](https://www.tabflows.com/university/playbooks/billing-decline-follow-up.md) - [Call follow up loop](https://www.tabflows.com/university/playbooks/call-follow-up-loop.md) - [Chronic care check ins](https://www.tabflows.com/university/playbooks/chronic-care-check-ins.md) - [Clia and compliance renewals](https://www.tabflows.com/university/playbooks/clia-and-compliance-renewals.md) - [Dea and license renewals](https://www.tabflows.com/university/playbooks/dea-and-license-renewals.md) Start here: - [Tabflows](https://www.tabflows.com/index.md) - [Tabflows pricing](https://www.tabflows.com/pricing.md) - [Tabflows FAQ](https://www.tabflows.com/faqs.md) - [About Tabflows](https://www.tabflows.com/about.md) - [Contact Tabflows](https://www.tabflows.com/contact.md) - [DPC workflow software](https://www.tabflows.com/dpc-workflow-software.md) - [Directory](https://www.tabflows.com/directory.md) - [Workflows](https://www.tabflows.com/workflows.md) - [DPC finder](https://www.tabflows.com/dpc-finder.md) Every page listed in sitemap.xml has a markdown twin at the same URL with `.md` appended, or by sending `Accept: text/markdown` to the canonical URL. 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