Building a Medical Equipment Management Program (MEMP)
The written plan that ties inventory, inspection intervals, service history, and continuous improvement into one document that accreditors and licensure bodies commonly ask to see.
ImportantThis resource provides general biomedical equipment-management information. It is not an official regulatory or accreditation document and does not replace current laws, rules, standards, manufacturer instructions, accreditation requirements, or facility-specific policies. Requirements may vary by facility type, services provided, accreditation program, Medicare certification, Medicaid participation, adopted code edition, equipment classification, and authority having jurisdiction.
Overview
A Medical Equipment Management Program is the written plan that governs how a facility acquires, inventories, maintains, and retires medical equipment. Accreditation and licensure programs commonly expect a written plan reviewed on a defined schedule and reflected in day-to-day equipment service. Specific expectations vary by program and facility type.
The plan does not need to be long. It benefits from being specific: which equipment is on the inventory, how maintenance intervals are set, who performs the work, what documentation is retained, and how failures feed back into improvements.
Requirements checklist
What's actually required.
Scope and definitions
Which equipment is included, how risk categories are assigned, and what 'high-risk' triggers in the program.
Inventory management
How devices are added, updated, and retired; who owns the master inventory.
Maintenance strategy per device
Manufacturer-recommended, AEM, or predictive — with documented rationale for AEM choices, as applicable.
Inspection and PM schedule
Intervals per device or device class; how deviations are tracked and closed.
Documentation retention
Format, storage location, retention period, and access controls consistent with facility policy and applicable requirements.
Failure and near-miss tracking
How incidents feed the periodic program review and drive interval or strategy changes.
Program review
Signed and dated evidence that the plan was reviewed on the schedule the program defines (commonly at least annually).
FAQ
Common questions.
Do small physician offices need a MEMP?
Any facility with patient-care equipment benefits from a written plan. Accreditation and state licensure programs often expect one; unaccredited practices may still choose to maintain a MEMP as an operational and risk-management practice.
What's the difference between a MEMP and an inventory?
The inventory is the list of devices. The MEMP is the written plan that governs what the inventory contains, how it's maintained, and what documentation is kept.
Does PBES help draft the MEMP?
PBES clients can request a MEMP template pre-filled with the equipment classes PBES services for that facility. Administrators then adapt it to their specific operational context, policies, and applicable requirements.
Sources and applicability
Where this information comes from.
- American Society for Health Care Engineering (ASHE) — Resources
- AAMI — Healthcare technology management resources
Confirm the current edition and requirements applicable to your facility. PBES is not affiliated with these organizations.
Last reviewed: November 2026
Related PBES services
Services that put this into practice.
Facility types this applies to
Who this affects.
Program design
Need a MEMP tailored to your facility?
PBES clients can request a MEMP template pre-populated with the equipment PBES services for their facility — a starting point for administrators to adapt to their own policies and applicable requirements.