How Deva Medical Used Klipboard Job Management to Manage Critical Equipment

When you’re responsible for keeping life-critical medical equipment running across multiple client sites, a missed service isn’t just an inconvenience — it affects patient care.

For Deva Medical, that responsibility has been the business for coming up to 45 years. The company services and maintains blood product equipment across public and private hospitals, and provides service, maintenance and 24-hour cover for respiratory equipment in patients’ own homes. It raises a minimum of 100 jobs every day against thousands of individual assets.

All of it used to run on spreadsheets. RAM Job Management gave them the visibility and control to manage it properly — and the efficiency to grow without drowning in admin.

The Challenge: PPM Scheduling Across Multiple Healthcare Sites

Deva Medical’s asset base had outgrown the systems holding it. Scheduling was spread across multiple Excel spreadsheets alongside a legacy system that was never built for the volume of equipment the team is responsible for — and the admin grew faster than the business did.

I think our biggest operational challenge before Klipboard was that we’ve had so much asset information, and we were using an Excel program beforehand. Being able to manage the assets, manage the locations, manage the contract information and even just put the reports together was an absolute nightmare.

Every new contract meant more assets, more locations and more reporting — all of it manual.

We just found that the more business we wanted to take on, the more work it was taking for us just to do the basics.

Work reached technicians on paper. Jobs were booked, detailed by email, then printed —in the office, or at home for remote technicians before they set off. Any change during the day meant a phone call, or a work order already out of date in a technician’s hand.

They needed to:

•   Replace multiple spreadsheets with a single system for managing thousands of individual assets

•   Set up and automate Planned Preventative Maintenance schedules for each piece of equipment

•   Digitise paper service reports with bespoke forms for each equipment type

•   Give technicians real-time access to job details, asset history and forms in the field

•   Reduce double-entry admin by integrating job management with their accounting system

Why RAM: A Supplier Prepared to Adapt

Servicing life-critical medical equipment creates requirements that off-the-shelf job management doesn’t always anticipate. Deva Medical weren’t only shopping for software — they were looking for a supplier willing to work through those requirements with them.

We needed a company who would listen, who would grow with us and wouldn’t just say it is what it is.

Klipboard were very much like, well, let’s find a solution. Come and sit with us. Tell us what the issues are. They were willing to grow with us. They were willing to adapt.

Digital Job Management for Medical Equipment Servicing

With RAM’s job management system, all of Deva Medical’s processes were brought into one place. Every client asset is registered in the platform with a full service history attached, giving the team complete visibility of what needs servicing and when.

PPM schedules are set up against each asset, with automated reminders notifying clients when a service is due — so nothing gets missed, and the team can plan ahead rather than react.

In the field, technicians receive jobs in real time on the job tracking app, with directions, job notes and asset history all in one place. Bespoke service sheets built for each equipment type mean the right information is captured consistently on every visit — and nobody prints anything.

Since Klipboard, everything is now sent to them on the app every day. So once they sync either the previous night or first thing in the morning, they’ve got a clear idea of what their jobs are for the day. If anything changes during the day, we will have real-time information for the guys to crack on with what they need to do.

There’s also a material cost that we’re saving — we’re not printing out everything; everything’s done electronically now. It’s just a better way of doing the job. It’s much easier, much quicker.

Invoicing is handled through a Xero integration, with client and invoice information syncing automatically between the two systems and removing the need for double-entry admin. For the office team, that completes a single unbroken trail from first enquiry to completed job.

For me personally, it’s having it as a one-stop shop. You’ve got all of the information on there, so you can link a quote and follow that all the way through to a purchase order. They can all marry together, all the way to the end game, which is creating a job and completing the work in the field.

The Results: Planned Maintenance That Runs Itself

For a business where missed services have real consequences, the impact was immediate — and it compounds at Deva Medical’s volume.

Per job, with the limited number of updates that you now need to do being on the cloud system, you’re saving a good 10 to 15 minutes. With a minimum of 100 jobs that we’re raising per day, you’re saving absolutely hours, if not days.

•   10–15 minutes saved on every job — multiplied across a minimum of 100 jobs raised per day

•   Customer retention up 25%, reaching 97% in 2025

•   Thousands of individual assets registered and managed in a single platform, replacing multiple spreadsheets and a legacy system

•   PPM schedules set up for every asset with automated client service reminders, so services are planned rather than chased

•   Paper service reports eliminated and replaced with digital forms tailored to each equipment type

•   Full asset service and repair history enables data-led advice to clients on repair versus replacement

•   Xero integration removes double-entry admin between job management and invoicing

The efficiency has become an asset in its own right — not just for keeping clients, but for winning them.

Since we fully implemented Klipboard, we’ve seen a 25% increase in customer retention. So as of 2025, it’s now 97% — which is probably something we never really thought we’d have years ago. I think the efficiency of the system has made it great for existing customers, but also a massive selling point when I’m going out and trying to get new business for the company.

Forty-Five Years of Expertise, Finally Unblocked

Deva Medical’s expertise was never the constraint — the admin was. Removing it has freed the team to take on more work without adding proportionate overhead, given technicians a clear view of their day before they leave home, and turned operational efficiency into a genuine advantage when pitching for new contracts.

For a company maintaining equipment that patients and hospitals depend on, the system behind the service has to be as dependable as the service itself.

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