Rolling Knurl out in a clinic or healthcare facility

Healthcare facilities teams maintain two parallel worlds: biomed (medical equipment with statutory inspection cycles) and facilities (HVAC, generators, fire, lifts). Both need photo proof + a clean audit trail. Both can fit Knurl when your workflow is facilities/biomed work orders, PM schedules, photo proof, and audit history.

Day 1 — Set up

1. Owner signs up — usually the chief engineer or facilities manager. Phone-OTP via WhatsApp.
2. Pick the plan: Operations for the full toolkit (analytics, vendors, PM, parts, API). Enterprise if you need ERP integration or custom retention to fit your records-retention policy.
3. Decide what gets tracked: most clinics and healthcare facilities start with high-criticality biomed (ventilators, dialysis, defibs, sterilisers) + facility critical assets (gen-sets, HVAC, fire panels). Add the long tail in week 2.

Day 2 — Import or add

Existing biomed register usually exists in Excel. CSV import handles it: name, category, location, serial_number, manufacturer, model, installed_at, criticality. The installed_at field drives the depreciation clock if you bring that data over from finance.

For facilities assets without a register, walk the building room by room. 50–100 assets in an afternoon is typical for a mid-size facility.

Day 3 — Sticker

Print QR labels: Assets → select all → Print queue. For biomed, use the small (30×20mm) template and stick to a non-cleaned surface — the asset nameplate is usually ideal. For facilities, the default 50×30mm on a service panel.

Week 1 — Team

• Biomed lead — admin.
• Facilities lead — admin (or manager, if biomed lead is the only admin).
• Biomed technicians + facilities technicians — technician role.
• Ward staff / nurses reporting issues — manager (so they can both report and assign within their unit).

Week 2 — Statutory PM

Healthcare facilities have non-negotiable maintenance cycles:

• Biomed: per manufacturer + local regulator. Ventilators monthly, defibs quarterly, dialysis equipment per OEM.
• Fire-safety: monthly extinguisher checks, quarterly hydrant tests, annual sprinkler system.
• Backup generators: weekly start-up, monthly load test, quarterly major service. Often statutory.
• Medical gas: per code.

Set every cycle as a Knurl PM schedule. The system generates the work order, the technician closes it with photo proof, the audit trail satisfies your inspector.

Month 1 — Audit trail & reporting

• Photo proof on every close — non-negotiable. Knurl enforces it.
• Append-only event log — no edits, no deletes. The audit trail your accreditor expects.
• Per-asset history — every WO ever fired on this asset, the technician, the parts consumed, the time on job. Useful for litigation defence too.
• CSV exports — feed into your quality / compliance reports.

What healthcare teams ask us most

Is this HIPAA-compliant?

Knurl doesn't store PHI (patient health information). Work orders reference equipment, not patients. If a technician types a patient name into a note, that's a workflow issue — train them not to. The cleanest configuration is to treat Knurl as facilities/biomed-only and keep clinical systems separate. We don't currently hold a HIPAA BAA; contact [email protected] for procurement requirements. Security & data →

What about regulator inspection — can we export evidence?

Yes. Per-asset history with photo proof. CSV exports cover the usual columns (asset, date, technician, action, photos). Full ZIP export available from Settings → Export all data, includes the photos themselves.

Multi-site health systems?

Portfolio (≤5) or Enterprise. Each site is a facility; per-site permissions keep one site's data out of another's view; rollup analytics for the system director.

Will technicians use this in the basement / generator room?

Yes — fully offline-capable. The Mobile app verifies the license locally so it works without a network. Photos and actions queue; sync resumes when they walk back into coverage.

See also

• Quick start.
• Security & data — including what we do and don't claim about compliance.
• Plans & pricing.