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Laser Device Maintenance and Calibration Tracker

Keeps a clear running record of every laser device in your clinic: what was done, when, by whom, and what is due next.

Laser hair removal clinicBeauty and Personal Care✓ Checkedv1.2

Before and after

BEFORE · what the owner typed

ok today is June 12 2025. we have 2 lasers. the big one we call Atlas (diode, serial AT-4471, treatment room 1) and the smaller Nova (alexandrite, serial NV-2290, room 2). Atlas: filter changed march 3 2025 by me, manual says every 3 months. coolant topped up jan 20 2025 by me, every 6 months. Annual service done by the rep Aug 15 2024, every 12 months, invoice in the folder. Nova: filter changed april 10 2025 by Priya, every 3 months. annual service done Sept 9 2024, every 12 months but I cant find the invoice. coolant never logged. Also Nova threw an error last week, E14 or something, it restarted and was fine and we kept using it. Atlas handpiece at 412,000 shots, manual says replace at 500,000.

AFTER · what the skill produced

Maintenance log updated June 12, 2025

ATLAS (diode, serial AT-4471, room 1)

Air filter: last done Mar 3, 2025 by owner. Interval 3 months. Next due Jun 3, 2025. Status: OVERDUE by 9 days.
Coolant top-up: last done Jan 20, 2025 by owner. Interval 6 months. Next due Jul 20, 2025. Status: Coming up later (38 days away).
Annual service: last done Aug 15, 2024 by manufacturer rep. Interval 12 months. Next due Aug 15, 2025. Status: Coming up later (64 days away). Invoice on file.
Handpiece shots: 412,000 of 500,000. 88,000 remaining. Status: Current. Please keep the count updated.

NOVA (alexandrite, serial NV-2290, room 2)

Air filter: last done Apr 10, 2025 by Priya. Interval 3 months. Next due Jul 10, 2025. Status: Due within 30 days (28 days away).
Coolant: Not provided. Status: Unknown. Please check your manual for the interval and tell me the last date.
Annual service: last done Sept 9, 2024, who did it: Not provided. Interval 12 months. Next due Sept 9, 2025. Status: Coming up later (89 days away). Invoice: missing.

Action list

Nova: pause treatments until a qualified technician or the manufacturer has looked at the E14 error. We recommend this because the error was last week and the machine kept being used. Contact the manufacturer with the error code, the date, and the serial number NV-2290.
Atlas: change the air filter now. It is 9 days past due.
Nova: find out the coolant interval from your manual and add the last done date.
Nova: ask the service company for a copy of the Sept 9, 2024 invoice and file it.
Nova: change the air filter by Jul 10, 2025.
Atlas: coolant top-up by Jul 20, 2025.
Atlas: book the annual service before Aug 15, 2025.
Nova: book the annual service before Sept 9, 2025.

Problems and notes

Nova showed error E14 about one week ago (around Jun 5, 2025), restarted and ran normally. Cause unknown. Only a qualified technician can say if it matters.

Missing information

Nova coolant interval and last done date
Nova Sept 9, 2024 service invoice
Who did Nova's Sept 9, 2024 service

Questions for the owner

What is the coolant interval for Nova in your manual, and when was it last done?
Who did Nova's Sept 9, 2024 service, and can you find or request the invoice?

Please confirm all intervals with the manufacturer, and check locally for any rules about laser device records or inspections that apply to your clinic.

What it does

Keeps a clear running record of every laser device in your clinic: what was done, when, by whom, and what is due next. It turns your messy notes into an up-to-date schedule that shows what is overdue, what is due soon, and what is current.

Use it when: Use when a laser hair removal clinic owner needs to track laser device maintenance, service visits, calibration checks, filter and cooling changes, and upcoming due dates, such as "when is my laser due for service," "update my maintenance log," or "what is overdue on my machines."