Informatics IndiaHow Hospitals Can Stop Missing AMC Renewals
A hospital can run hundreds of maintenance contracts at once, for ventilators, imaging equipment, lifts, generators, HVAC and IT. When one of them lapses unnoticed, the next breakdown becomes a scramble: no vendor obligated to respond, no agreed response time, and an unplanned bill. This guide sets out a simple routine biomedical and facility teams can use to stop that happening.
Why AMCs slip through
Annual Maintenance Contracts (AMCs) rarely lapse because someone decided not to renew. They lapse because the information is scattered:
- Contract dates sit in a spreadsheet one person maintains, or in purchase files in accounts.
- Warranties expire and quietly need to become AMCs, but nobody is reminded at the handover point.
- Renewal needs approvals and a purchase order, which take weeks, so a reminder on the expiry date is already too late.
- Vendor details, response times and service history live in email threads that leave with the staff who wrote them.
A 6-step routine that works
- Build one asset register. List every asset that needs servicing, with its department, location, serial number, vendor and value. Start with critical and high-value equipment if the full list feels too large.
- Attach the contract to the asset. For each asset, record whether it is under warranty, AMC, CMC or nothing, with the start date, end date and the vendor's response commitment.
- Set reminders well before expiry. Remind the owner at 90, 60 and 30 days. Ninety days leaves time for quotes, approvals and a purchase order; the expiry date itself is too late.
- Name an owner for every renewal. A reminder sent to "the department" is ignored. Each contract needs one responsible person and a backup.
- Log every breakdown against the asset. Tickets raised, response times and repair costs show whether an AMC is worth renewing, renegotiating or replacing with a different vendor.
- Review monthly. Ten minutes with a list of contracts expiring in the next 90 days, and of assets with no cover at all, keeps the register honest.
Do the same for insurance and preventive maintenance
The same routine covers equipment insurance policies, which also lapse silently, and preventive maintenance (PM) visits that the AMC already pays for. A PM visit that is never scheduled is service the hospital has paid for but not received. Record each visit, who signed it off and what the vendor reported.
Spreadsheet or software?
A well-kept spreadsheet works for a few dozen assets. Beyond that, it breaks down: reminders depend on someone opening the file, version copies multiply, and there is no record of who approved what. That is the point where purpose-built software pays for itself.
How InfraSoft handles this
InfraSoft, our infrastructure and asset management software, was built for exactly this routine. It keeps every asset, AMC, warranty, insurance policy and service ticket in one system; alerts the responsible person before contracts lapse; routes breakdown tickets to the right vendor with escalation; runs preventive maintenance with an approval trail; and lets vendors submit diagnosis and PM reports through secure links without needing a login.
A quick checklist for this month
- List every contract expiring in the next 90 days.
- Confirm one owner for each.
- Find the assets with no warranty or AMC at all.
- Check that last quarter's PM visits actually happened.
If any of these took more than an hour to answer, your team is carrying risk that a simple system would remove. Book a free InfraSoft demo and we will walk through it with your own asset list.