Features Equipment
Lumina Admin

Track the equipment your practice depends on.

X-ray units, autoclaves, scanners, chairs and compressors are too expensive to live in a spreadsheet and a folder of warranties. Lumina Admin keeps ownership, value, servicing, audits and issues on one record, linked to the surgery the asset sits in.

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lumina Admin Equipment · Maple Street
2 dueRM
Assets
36
Service due
2
Open issues
1

Asset register

36 assets · £214k current value
X-ray · Planmeca ProX
Surgery 2 · SN 88412 · warranty to Mar 2027
Open issue
Autoclave · W&H Lisa 522
decon room · service due 28 Jun
Service due
Chair · A-dec 500
Surgery 1 · serviced Apr · audited May
In service
Scanner · iTero Element 5D
Surgery 3 · warranty to Jan 2028
In service
Fault spotted in Core Issue logged Owner assigned Engineer booked Cost recorded Back in service
The asset register

Every asset on record, not in a spreadsheet.

Each piece of equipment carries its full history: manufacturer, model, serial number, purchase date and value, current value, warranty, service record, audits, documents and the person responsible for it. When the engineer or the inspector asks, the answer is one click, not a hunt through a filing cabinet.

The full record
Make, model, serial, ownership, purchase and current value, operational status and compliance status, per asset.
Warranties that surface themselves
Expiry dates raise alerts before cover lapses, with the supplier and documents on file.
Linked to the surgery
Assets are tied to rooms and practices, so issues, audits and downtime land in the right place across one site or many.
lumina Admin Asset record
RM
Asset · Autoclave

W&H Lisa 522

SN 22781 · Maple Street · decon room
Value
purchased Mar 2023 · £6,400 · now £3,900
On register
Warranty
expires Aug 2026 · supplier on file
Covered
Service
last 12 Jan 2026 · next due 28 Jun
Due soon
Audit
inspected 14 May 2026 · passed
Passed
Responsible
R. Morgan · practice manager
Owner
Service history Documents · 9
lumina Admin Issues · all practices
2 openRM

Open issues

severity, owner and cost per issue
X-ray arm drift · Planmeca ProX
raised from Core · Surgery 2 · engineer booked Fri
Open
Compressor pressure drop
logged by admin team · quote requested · est £450
Awaiting quote

Resolved this month

costs and notes on the record
Chair hydraulics · A-dec 500
actual cost £380 · resolution notes on file
Resolved
Raise issue Assign owner
Issues and repairs

A fault spotted chairside becomes a tracked repair.

Issues are raised from Lumina Core mid-clinic or from Admin, against the asset and the surgery they belong to. Each one carries severity, an owner, the engineer or supplier involved, estimated and actual cost, and resolution notes, so nothing lives in a text message to the practice manager.

Raised from either side
An X-ray fault reported from Core and a maintenance request created in Admin land on the same record.
Owned, not orbiting
Every issue has an owner, a severity and a status, with the action history kept as it moves.
Costs on the record
Estimated against actual cost, supplier involvement and resolution notes, ready for the next audit.
Lifecycle intelligence

Replacement planning before failures decide for you.

Because every service, fault and cost sits on the asset, Lumina can show you what the register is worth, which equipment keeps failing, and what ownership actually costs, across one practice or a whole group.

Reliability you can see
Repeated faults, downtime and maintenance cost trends per asset, so the flaky compressor is a chart, not a rumour.
Alerts before deadlines
Warranty expiry and service due dates raise alerts and create owned tasks through Lumina To Do.
Compare across practices
Asset value, faults and maintenance spend practice by practice, for groups planning capital budgets.
lumina Admin Lifecycle · all practices
RM
Asset value
£214k
Maintenance YTD
£3.2k
Downtime Q2
11h

Watch list

signals across the register
Compressor · Riverside
3 faults in 6 months · replacement suggested
Repeated faults
X-ray · Maple Street
warranty expires in 60 days · task created
Expiring
Autoclave · Maple Street
service due 28 Jun · engineer to book
Service due
Connected by design

Capital assets here. The rest of the operation alongside.

Core

Consumables live in Core

Stock, ordering and clinical supplies are inventory in Lumina Core, where they affect clinical readiness. Capital assets and their lifecycle live here in Admin, linked where they meet.

Inventory in Core
Admin

Evidence for CQC readiness

Audit history, service records and resolved issues are exactly what an inspection asks for. Equipment records feed the same compliance readiness board as the rest of the practice.

Compliance and CQC
AdminCore

Signals become owned tasks

Warranty expiry, service due dates and new issues create tasks automatically through Lumina To Do, with owners, due dates and notifications to the right person.

Tasks and signals

Out of the spreadsheet. Out of the warranty folder.

Equipment management is part of Lumina Admin on every plan, not a bolt-on with its own invoice.

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