Photo documentation for medical devices
When equipment arrives damaged or a serial number is questioned, give colleagues a photo record they can check. Document the device, packaging, and visible condition at receiving and dispatch, without leaving the pictures on an individual employee’s phone.
The documentation challenge
A dent, a broken seal, or an unclear serial number can lead to follow-up with a supplier or recipient. Photos are harder to use if nobody knows which delivery they belong to. CodaScan helps organize the record; it does not certify regulatory compliance.
Keep your process. Lose the photo admin.
Typical workflows you can adapt to your team—not customer case studies. Keep your existing references, checkpoints and connected tools; make the photo step easier.
Match an incoming device to its visible condition
A boxed device arrives with a dented corner. The receiving team needs to preserve the delivery details before the packaging is opened or discarded.
A simpler way to do it
Use the delivery or equipment reference. Photograph the outer packaging, readable model and serial labels, and any visible damage. Keep the photos focused on equipment, without patient information.
Why it helps
The equipment team can find the unit’s photos in its usual connected record or folder without asking who received it. Photos document visible condition; they do not replace functional checks.
Show what went out with a loan unit
A loan or demonstration device leaves with a case, cables and accessories. When it comes back, someone asks which pieces were included.
A simpler way to do it
Use the unit or dispatch reference to photograph the accessories, labels and packed case. Save the destination and photo-field settings as a configuration for reuse on your account’s eligible licensed phones. Each phone still needs its provider connection.
Why it helps
Other staff can follow the same dispatch setup without rebuilding it. The equipment team gets photos in its existing tool to compare with the returned contents.
Document a returned unit before the next team handles it
Returned equipment passes from receiving to a service team. A mark on the casing or an absent accessory needs context before further handling.
A simpler way to do it
Switch the shared phone from its dispatch configuration to returns before creating the record. Photograph the labels, contents and visible condition under the unit or return reference; the saved setup routes them to the returns destination.
Why it helps
Use one phone across the equipment’s journey, with no manual sorting between dispatch and returns. Service decisions stay in your established procedures, supported by the photos.
A simpler frontline workflow
Scan the product, order, batch, or process identifier—or enter the code manually.
Capture the required photos and any details your team will need later.
Keep working when Wi-Fi or mobile coverage disappears.
When you reconnect, uploads resume automatically to the destination you chose.
Where CodaScan fits
Tie photos of the device, serial, and packaging to the scanned article or delivery code.
Document incoming equipment and outgoing shipments with the same workflow.
Keep the visual record in the connected system the team already uses.
Test the workflow with your own process
Start a two-week trial on one device or speak with us about connecting the system your team already uses.