Top 5 Healthcare Asset Tracking Software 2025

The best healthcare asset tracking software streamlines equipment management in hospitals and clinics to ensure optimal availability and improve patient care outcomes.

That’s because healthcare organizations often struggle to manage vast inventories of vital medical equipment, essential to patient care. Misplaced or unavailable devices can lead to delayed treatments, compromises in patient safety, and even financial losses.

However, choosing the right healthcare asset tracking software can be time-consuming. To help, we’ve shortlisted the top five options and provided an in-depth analysis to guide your decision-making. If you’re after immediate answers, consider using our healthcare asset tracking software comparison tool.

The 5 Best Healthcare Asset Tracking Software Options: Summary

Choosing the right healthcare asset tracking software depends on your organization’s specific needs. To make the comparison easier, here are the key features of the top five options:

1. Asset Panda – Best Overall Healthcare Asset Management

Asset Panda is a robust and cloud-based healthcare asset tracking solution with a strong reputation for its flexibility and ease of use, including custom workflows. As a result, we believe it is suitable for healthcare institutions of all sizes. Below are the key things you need to know before we discuss Asset Panda in greater detail after that.

One of the key areas we found Asset Panda to shine was the platform’s mobile app. It is a significant advantage, allowing staff to scan barcodes or RFID tags to locate equipment quickly, update statuses, and schedule maintenance where on the move, even without specialised equipment.

For instance, a hospital can use Asset Panda to monitor the usage history of infusion pumps, ensuring timely maintenance and reducing equipment downtime. This streamlines workflows, improves equipment availability, and ultimately enhances patient care.

AccuFix Surgical, a medical device company, implemented Asset Panda to track and manage hospital surgical trays. By using Asset Panda’s barcode scanning and customizable workflows, AccuFix reduced manual tracking errors by 90% and improved the efficiency of tray preparation and delivery. The system also provided real-time visibility into tray locations so that there was timely availability for surgeries.

Besides tracking, Asset Panda also allows for preventive maintenance management by tracking medical assets’ full lifecycle. That includes detailing warranty information, repair history, and routine maintenance dates, with custom notifications for upcoming maintenance to reduce downtime. Zebra, ASAP Systems, and CenTrak also offer this as a possible feature, but Asset Panda’s record-keeping allows for more detail to be recorded according to our research.

Data security is another important facet of asset tracking for hospitals, given the sensitive data involved. Asset Panda achieved SOC 2 Type II compliance in 2023, demonstrating its commitment to data security. According to our research, this sets it apart within the healthcare tracking space from solutions like GuardRFID that don’t offer this level of compliance.

2. Zebra – Best for Large-Scale Healthcare Enterprise Asset Tracking

Zebra is a well-established name in the healthcare asset tracking industry, known for its robust hardware solutions and software capabilities. Its healthcare offerings are particularly suitable for larger hospitals and healthcare networks that must manage many assets across multiple locations.

Zebra’s real-time location tracking (RTLS) technology is a standout feature, providing precise location data for medical equipment across various environments, including complex and hazardous ones. It also offers Ultra-Wideband (UWB) solutions for tracking personnel and equipment both indoors and outdoors with a lower cost of ownership. Additionally, Zebra boasts seamless integration with existing healthcare systems like electronic health records (EHRs), which streamline data flow and improve operational efficiency.

Its latest HC20 and HC50 mobile computers address fundamental healthcare-specific needs with features like disinfectant-resistant casings (to over 30 different cleaners), a dedicated emergency button, and the ability to convert into a full workstation using Zebra’s Workstation Connect and Connect Cradle.

The HC50 adds a front-facing 5 MP camera for telehealth applications, battery hot-swap capability, plus larger memory, into the mix. This focus on specialized hardware sets Zebra apart from competitors like Asset Panda which rely on more general-purpose devices.

3. ASAP Systems – Best for Streamlined Inventory and Asset Management

ASAP Systems offers a comprehensive, healthcare asset tracking solution specifically tailored to the needs of hospitals and clinics. Its primary focus is streamlining inventory management, ensuring essential medical supplies and equipment are always readily available. Let’s summarise what it offers before we get into the details.

ASAP Systems simplifies stocktaking, reorder management, and reporting, ultimately helping healthcare institutions optimize resources and reduce costs associated with lost or misplaced assets. We’d argue the platform’s customizable workflow is most valuable here since it allows you to tailor it to your organization’s specific processes and procedures.

Using its barcode-centric inventory management software—BarCloud— ASAP Systems caters to a range of industries besides healthcare, too. This software offers a user-friendly interface, real-time tracking capabilities through RFID integration, and reporting tools to streamline inventory control.

In 2024, ASAP introduced new dashboards to BarCloud that make it even easier to see where all medical items are at any given time. As the image above shows, you have two main options for viewing – assets or inventory – with each view optimized for their type of tracked item (items more rarely replaced versus consumables that need consistent replacement).

The focus on affordability and ease of use makes ASAP Systems a strong contender for smaller healthcare facilities or departments seeking a more cost-effective solution than Asset Panda or Zebra.

4. CenTrak – Best for Real-Time Location Tracking of Medical Devices

CenTrak specializes in real-time location systems (RTLS) designed to track medical devices with a high degree of accuracy. This technology is crucial for hospitals that need to locate critical equipment quickly, such as infusion pumps or ventilators. Below are its major benefits and drawbacks before we define more precisely what it offers.

Using its highly accurate system, CenTrak allows critical equipment like infusion pumps and ventilators to be quickly locatable within healthcare facilities. This system employs a combination of technologies, including infrared (IR), radio frequency identification (RFID), and Wi-Fi, to provide real-time visibility of assets.

Its RTLS also provides insights into equipment use and can even integrate with environmental monitoring systems. This ensures medical devices are stored at optimal temperatures and humidity levels, critical for patient safety and compliance.

CenTrak’s latest innovation, the BLE Multi-Mode Platform, further sets it apart from competitors. This platform leverages Bluetooth Low Energy (BLE) technology, which uses small, energy-efficient beacons attached to assets. These beacons constantly transmit their unique ID and other data and can provide a more equal balance between affordability for a single building or an entire hospital.

This technology is different from RFID, which requires a nearby reader to power and read data from tags attached to assets. For facilities with existing BLE infrastructure, this translates to faster adoption of location-based services without a complete system overhaul.

To house all the tracking data, CenTrak also has its cloud-based ConnectRT software, which was also released last year, serving as a centralized hub for healthcare tracking. It provides access to various RTLS applications and system management tools through a unified dashboard with secure, Single Sign-On (SSO) capabilities. This integration from its hardware through to its software applications makes CenTrak a top choice for real-time location tracking and asset management.

5. GuardRFID – Best for Security-Focused and All-In-One Healthcare Asset Tracking Solutions

GuardRFID is a leader in RFID-based healthcare asset tracking solutions with a strong focus on security. The company’s solutions are ideal for healthcare facilities concerned about the theft of high-value medical equipment or sensitive patient data. Here’s a quick look at what it could offer.

GuardRFID offers both active and passive RFID asset tagging and provides flexibility in implementation. In addition to healthcare asset tracking, GuardRFID’s platform can be integrated with access control and other security systems, offering a comprehensive and multifaceted approach to protecting healthcare resources.

This security interest extends to the very aspect of care that hospitals value the most: life itself. For instance, Albany Medical Center (AMC)’s neonatal facility required specially designed tags suitable for babies needing neonatal care. As a result, GuardRFID and AMC developed the PPT2 tag, a tamper-detecting device featuring a comfortable woven band and holder, to improve infant security within the facility.

This partnership led to the adoption of GuardRFID’s TotGuard Infant & Pediatric Security system, utilizing the PPT2 Patient Tag to ensure the safety of neonatal patients. You can see a screenshot of that software in action below.

In a similar manner, GuardRFID also launched a Digital Wayfinding Indoor Positioning Solution, expanding capabilities beyond healthcare asset tracking to improve patient and visitor experience. This solution provides turn-by-turn navigation within the healthcare facility, helping people easily find their destinations and reducing stress and confusion.

This stands in contrast to solutions like Zebra, which have a greater focus on purely behind-the-scenes equipment tracking. Although, it’s worth noting that CenTrak also has way-finding systems available for hospitals.

How To Choose a Healthcare Asset Tracking System

Selecting the right healthcare asset tracking system is crucial for optimizing medical operations, ensuring compliance, and safeguarding patient safety overall. Here’s a comprehensive guide to assist you in making an informed decision:

1. Assess your organizational needs

Evaluate the number of assets to be tracked and the complexity of your operations. Larger facilities may require more sophisticated systems with advanced features.

You should also identify the specific types of assets, such as medical equipment, pharmaceuticals, or patient information, that need tracking to ensure the system supports all necessary categories.

2. Budget considerations

Determine your budget constraints. Some providers offer subscription-based models, while others may require significant upfront hardware investments.

Consider not only initial costs but also ongoing expenses like maintenance, upgrades, and training. That way, you can work out what the rough, total cost of ownership might be.

3. User-friendliness

Opt for software with an intuitive interface to minimize the need for extensive staff training and reduce the likelihood of user errors. If the provider offers adequate training resources and support during the implementation phase, then this process can be even easier.

4. Integration capabilities

You’ll also want to verify that the asset tracking system of your choice seamlessly integrates with your existing healthcare systems, such as Electronic Health Records (EHRs), scheduling software, and inventory management systems. It’s worth checking for available APIs or integration options to facilitate data exchange between systems, too.

5. Security and compliance

Prioritize solutions with robust security measures, including data encryption, role-based access control, and secure backups, to protect sensitive patient data. If a system complies with relevant healthcare regulations, such as HIPAA, then that’s added assurance that you’ll be able to maintain patient confidentiality and avoid any legal issues.

6. Type of tracking technology

Decide between barcode (an affordable and accessible way to track assets from point to point), RFID (automated tracking and real-time visibility), or Real-Time Location Systems (RTLS; an integrated system of live tracking) based on your accuracy requirements and budget. We suggest choosing a system that can scale with your organization’s growth and adapt to future technological advancements. If we had to choose, we would suggest RTLS, though often you can have a mix between all of these types in one system for added flexibility.

7. Maintenance and support

Assess the level of support provided by the vendor, like the availability of technical assistance. Ideally, the provider offers regular updates to keep the system current with technological advancements and security patches, at least within the past year.

8. Reporting and analytics

Lastly, it’s best to look for systems that offer comprehensive reporting and analytics features to monitor aspects of asset tracking including asset utilization, maintenance schedules, and compliance metrics. What’s even better is if you can customize the reporting tools so they can be tailored to meet your medical facility and its specific needs.

Research Methodology

To determine the top healthcare asset tracking software, we looked for solutions with a range of critical features, such as asset tracking accuracy, inventory management tools, real-time location tracking, compliance reporting, and security protocols.

We prioritized software with intuitive interfaces, minimizing the need for extensive training, and mobile compatibility for on-the-go access. We focused on solutions with a proven track record in healthcare settings, positive feedback from users, and recognition within the asset tracking industry at large.

Finally, we considered industry trends and recent developments within asset tracking technology to ensure recommendations are relevant to current and future healthcare needs.