We Review 6 Top Hospital Asset Management Software for Compliance and Efficiency

Quick summary

Hospital asset management software is essential for healthcare facilities to track, manage, and optimize their assets. In this article, we explore 6 leading solutions, including Ruya, Asset Panda, and Accruent, to compare how they enhance asset management in hospitals, ensure compliance, improve workflows, and provide real-time data for better decision-making.

Why hospital asset management software is crucial for healthcare facilities

When hospitals lose track of equipment, the impact is immediate. Surgeries are delayed, costs rise, and compliance is at risk. From MRI machines to sterilizers, every asset has a direct effect on patient outcomes. That’s why hospital systems are turning to asset management software. 

The right platform ensures equipment is always available, maintained, and audit-ready, and teams gain confidence that their tools will work when lives depend on them. 

In this Ruya guide, we review the top hospital asset management software on the market today. You’ll see their key features, strengths, and limitations so you can choose the solution that best fits your hospital’s needs.

But first…

Why listen to us?

At Ruya, we specialize in healthcare facility and compliance management, working with leading hospital systems across the U.S. Our experience helping multi-campus hospitals streamline operations and stay audit-ready gives us unique insight into what truly works. Hence, we feel we’re well-positioned to share an unbiased review of the best hospital asset management software to help boost efficiency, cut costs, and stay compliant.

What is hospital asset management software?

Hospital asset management software is a digital system that helps healthcare facilities track and manage their physical assets. These assets range from large equipment like MRI machines and ventilators to everyday essentials such as beds, pumps, and sterilizers. 

Instead of relying on spreadsheets or scattered tools, hospitals use asset management software to centralize information. Teams can easily see where equipment is located, check maintenance schedules, and ensure compliance with healthcare regulations.

Why hospital asset management software is important

• Reduces operational costs: Hospitals avoid duplicate purchases and unexpected breakdown expenses through better asset visibility.
• Supports compliance and safety standards: Proper records and maintenance help meet regulatory requirements and protect patient safety. Ruya strengthens this by keeping floor plans, inspections, and life safety plans always updated and accessible.
• Enhances operational efficiency: Automating asset tracking allows hospital staff to spend less time searching for equipment, and ensures critical tools are available as needed.
• Improves patient care: Reliable, well-maintained equipment ensures clinicians always have the tools they need when lives depend on it.
• Enables smarter planning and budgeting: Data-driven insights guide purchasing decisions, asset replacement, and long-term resource allocation.

6 hospital asset management software to explore

1. Ruya Compliance

Topping our list is Ruya, our purpose-built hospital asset management software designed for large healthcare systems. At Ruya, we bring together floor plans, mobile inspections, vendor directories, and life safety collaboration into one hub. 

Our platform helps hospitals keep assets visible, compliant, and always audit-ready without heavy IT reliance. With real-time updates and mobile access, we give facilities teams the tools they need to reduce costs, streamline operations, and focus on delivering better patient care.

Key features

• Per-Building organization: Structures drawings, inspections, and vendor data by building or campus, matching real-world facility layouts.
• Mobile CAD & BIM access: View, measure, and annotate architectural plans (PDF, DWG, Revit) directly from any device.
• QR-Enabled inspections: Log inspection data in the field instantly by scanning QR codes; no paper or manual uploads needed.
• Real-Time floor plans: Keep building drawings accurate across inspections, updates, and projects.
• Centralized vendor & asset directory: Link assets and installers to specific buildings, complete with warranties and certifications for easy reference.
• Life Safety plan collaboration: Allow external consultants to update life safety plans securely without network access.
• Reduced IT reliance: Designed to minimize infrastructure needs while improving operational efficiency.

Pricing

We offer usage-based pricing tailored to the number of buildings managed. Our custom quotes are provided upon request, ensuring hospitals only pay for what they need as they grow.

Pros

• Built specifically for healthcare facility workflows and compliance.
• Mobile-first design works seamlessly in hospital field conditions.
• Pricing is simple and based on building usage, not users.
• Reduces IT burden with a lightweight, cloud-based setup.
• Real-time drawing updates keep versions accurate.

Cons

• Integrations with third-party systems are still expanding.

2. GE Healthcare Asset Performance Management (APM)

GE Healthcare's Asset Performance Management (APM) is a hospital asset management software ecosystem designed to optimize medical equipment. It focuses on connecting data for improved productivity, predicting issues to reduce unplanned downtime, and locating mobile assets efficiently. The platform aims to decrease costs, improve capital efficiency, and increase revenue generation.

Key Features

• OnWatch predictive maintenance: Uses machine learning to predict equipment failures before they happen, preventing unplanned downtime.
• TubeWatch AI monitoring: Uses AI to monitor imaging systems so components function optimally and catch issues early.
• Mobile access via MyGEHealthcare app: Manage service requests and track maintenance schedules from your mobile device.
• iCenter dashboard: Offers a centralized platform providing real-time visibility into asset performance, service history, and utilization metrics.
• Data-driven insights and reporting: Provides insight into asset health, compliance, and financial performance for strategic planning and budgeting.

Pricing

GE Healthcare does not publicly disclose specific pricing for its Asset Performance Management (APM) software.

Pros

• Reduces unplanned downtime with predictive maintenance.
• Backed by GE’s healthcare-specific expertise.
• Scales easily across large healthcare networks.
• Improves budget planning with lifecycle insights.

Cons

• Complex integration for diverse, non-GE equipment.
• Enterprise-focused cost, less ideal for small clinics.

3. FSI’s CMMS/EAM

FSI offers a comprehensive cloud-based CMMS (computerized maintenance management system) and EAM (enterprise asset management) solution that’s widely used in healthcare. 

It’s a reliable option, trusted by over 1,000 hospital facilities for strong compliance and maintenance management capabilities. FSI tracks work orders, manages preventive maintenance, and visualizes asset data on digital floor plans. 

Key Features

• CMS Tech mobile app: Allows technicians to manage work orders and maintenance tasks on the go, even without Wi-Fi.
• CMS View floor plan integration: Maps assets and work orders directly on digital floor plans, improving navigation.
• eBinders compliance management: Automates compliance reporting and organizes inspection documents for audits and inspections.
• Capital Planning module: Facilitates decision-making by analyzing asset lifecycles to support budgeting and replacement schedules.
• Analytics dashboard: Provides insights into asset performance, technician productivity, and maintenance trends for strategic planning.

Pricing

FSI does not publicly disclose fixed pricing tiers. Instead, they use a custom quote model tailored to each organization's specific needs.

Pros

• User-friendly interface that simplifies tracking and managing hospital assets.
• Strong reporting tools that give hospitals valuable insights into asset performance.
• Flexible customization options to fit different hospital sizes and needs.
• Reliable customer support with responsive technical assistance.

Cons

• Implementation and training may be time-intensive for larger hospital systems.
• Pricing can feel steep for smaller healthcare facilities with limited budgets.

4. Asset Panda

Asset Panda is a flexible, cloud-based asset management platform used across different industries, including healthcare. Hospitals typically adopt the tool for its customizable features and mobile accessibility that support maintaining compliance, reducing downtime, and optimizing asset utilization. 

Key Features

• Customizable workflows: Tailor asset management processes to fit your facility's specific needs, enhancing efficiency.
• Mobile accessibility: Track and update assets in real time via the mobile app’s built-in barcode scanner.
• Preventive maintenance management: Automate recurring maintenance activities to extend asset lifespans.
• Comprehensive reporting: Generate detailed reports on asset history, usage, and maintenance for informed decision-making.

Pricing

Asset Panda uses an asset-based pricing model, meaning the cost is determined by the number of assets you need to track, not the number of users. This model includes unlimited users in all plans; however, specific figures are not publicly available.

Pros

• Reduces unplanned downtime with preventive maintenance.
• Highly customizable to fit unique hospital workflows.
• Mobile-optimized for real-time updates and flexibility.
• Scalable for both small clinics and large hospital networks.

Cons

• Learning curve for customization options.
• Limited real-time location tracking for mobile assets

5. CenTrak RTLS

CenTrak is a leading provider of real-time location systems (RTLS), used in healthcare asset management. Its strength lies in accurate, real-time visibility that helps hospitals quickly and precisely locate critical equipment, reduce search times, and improve usage.

By leveraging a multi-technology approach, CenTrak also supports infection control and staff safety initiatives through contact tracing and clinical-grade locating. 

Key features

• Unified dashboard: Manage workflows, hygiene compliance, and asset data from one secure cloud portal.
• Integration capabilities: Supports integration with existing CMMS and EHR systems.
• Multi-mode technology stack: Offers a range of technologies, including BLE, UHF, Wi-Fi, etc.
• Clinical-grade locating: Provides high-accuracy location tracking, supporting critical applications.
• Asset tracking tags: Provides purpose-built RTLS asset tags with configurable buttons, motion sensors, and waterproof options.

Pricing

CenTrak does not publicly disclose fixed pricing for its Real-Time Location System (RTLS) solutions. Instead, they use a custom quote model tailored to each healthcare facility's specific needs and scale.

Pros

• Real-time location tracking helps staff quickly locate critical equipment.
• Scalable system supports small clinics to large hospital networks.
• Strong infection control features with contact tracing capabilities.
• Easy integration with existing hospital IT systems.

Cons

• High upfront cost for clinical-grade precision hardware.
• Requires regular maintenance of tags and sensors to ensure accuracy.

6. Accruent

Accruent is an established asset and maintenance management solution with a strong presence in the healthcare industry. It’s designed to tackle large, complex hospital systems by centralizing asset data, maintenance scheduling, and compliance reporting.

Hospitals go for Accruent because of its ability to scale across multiple facilities and integrate with other enterprise tools.

Key Features

• Proactive preventive and predictive maintenance: Schedule tasks ahead of time and detect issues before failures.
• Regulatory compliance automation: Supports Joint Commission and CMS standards with built-in documentation and reporting.
• Cybersecurity integration: Enhances data protection through strong monitoring and seamless system integrations.
• Lifecycle analytics and planning: Leverages AI to offer insights on asset lifespan, reliability, and replacement choices.
• Healthcare-focused CMMS tools: Includes mobile-friendly work orders, dashboards, and configurable workflows built for hospital teams.

Pricing

Accruent uses custom pricing based on factors like facility size, modules, and integrations. Figures are not publicly available

Pros

• Comprehensive asset and maintenance management.
• Scalable solutions suitable for various organizational sizes.
• Robust compliance tracking features.
• Integration with existing hospital IT infrastructure.

Cons

• Implementation may require dedicated resources and time.
• Inconsistent user experience and functionality across modules.

Factors to consider when choosing hospital management software

Selecting the right platform requires addressing the operational, financial, and compliance pressures your hospital is facing. When evaluating our listed options, keep these factors in mind:

Ease of use

Hospital management software should be intuitive and user-friendly because complicated interfaces and training cycles slow adoption. Choose software that minimizes clicks and allows teams to update records without needing IT intervention.

Scalability

As your facility grows, your software should scale from a single hospital to a multi-campus network. It should also organize data by building, region, or department without slowing performance.

Integration capabilities

Your hospital management system must integrate well with existing IT tools like Electronic Health Records (EHRs), payroll systems, and accounting software. Smooth integration reduces data silos, prevents duplication, and enhances workflow efficiency across departments.

Mobile access and real-time visibility

Choose a solution that offers mobile tools to log inspections, scan QR codes, and pull up floor plans directly in the field and on the go. Updates should sync instantly across the system, so everyone from technicians to leadership sees accurate data without delays. With Ruya, teams can scan QR codes, log inspections, and update floor plans in real time, all from a mobile device.

Security and compliance

Healthcare data is highly sensitive, so compliance with regulations like HIPAA is non-negotiable. The right system should centralize inspection records, automate reporting, and provide clear audit trails. This reduces the risk of compliance gaps and protects data against breaches or unauthorized access.

Streamline hospital asset management with Ruya Compliance

Selecting the right hospital management software is essential for overcoming inefficiencies and achieving streamlined, patient-focused operations. The key is choosing a solution that enhances daily workflows while supporting long-term growth and adaptability.

At Ruya, we’ve built a mobile-first platform that simplifies asset tracking, inspections, and compliance across entire hospital networks. From QR-enabled inspections to real-time floor plan updates and centralized vendor directories, we bring together everything hospitals need to stay organized and audit-ready.

Book a demo with us to explore how we can transform your facility today.