Care Equipment and Aids Record

Who this is for

Every piece of care equipment in the house, on one list. Each line takes the item, who provided it, the date it came, the serial or reference number, when it was last checked and the next check date you were given, with a tick for what is on loan and a tick for what has to go back — so nothing is lost, mislaid or paid for twice.

Families with a house filling up with equipment from several sources, carers asked whether something has been checked, agencies tracking what belongs to whom, and anybody who has to return it all afterwards and cannot remember where it came from.

What this helps you track

• What equipment is in the house and where each item came from
• Serial and reference numbers, so a fault or a recall can be matched to the item
• When each item was last checked and the next date you were given, with the days to it
• Which items are on loan and have to go back, counted for you
• One list to hand to the people collecting it when it is no longer needed

How to use it

1. Write the person's name and address at the top, with whoever keeps the list.
2. Add a line for each item as it arrives: what it is, who provided it, the date and the serial or reference number from the label.
3. Tick on loan for anything that belongs to a service or a supplier, and tick return for anything that has to go back.
4. Record the date each item was checked or serviced, and the next date if you were given one; the days column counts to it and nothing more.
5. Use the notes column for where the item is, who to ring about it and any fault.
6. When equipment is collected, write the date in the notes and keep the sheet — it is the record that it went back.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Does the sheet say how often equipment should be checked?

No. It carries no interval. The next check column is for a date you were given by the supplier or the service that provided the item, and the days figure is plain arithmetic between today and that date.

What counts as equipment?

Anything provided or bought to help with care — beds, hoists, frames, chairs, commodes, alarms, monitors, cushions, rails. If it can be lost, break, be recalled or have to go back, it belongs on the list.

Why record the serial number?

Because a fault, a recall, a service visit and a collection all start with it, and it is printed somewhere small on an item that is hard to move to read.

Who does the equipment belong to?

The sheet does not know — that depends on who provided it and on what terms, which differ from place to place. Tick on loan where you were told it is, and write who to ring about returning it in the notes.

Can I use it for things we bought ourselves?

Yes. Leave the loan and return columns unticked, and record the cost and where the receipt is in the notes so a warranty question has somewhere to start.