Acquiring automated external defibrillators for your facilities is a critical first step in workplace safety. But the real work begins after the devices are installed. An AED is not a set it and forget it piece of hardware. Research shows that as many as 1 in 5 AEDs are out of service or not ready to rescue due to poor maintenance. For an operations manager or EH&S director, that statistic represents an enormous liability and a potential failure when seconds matter most.
Choosing the right partner for ongoing AED program management is just as important as choosing the device itself. You need a system that ensures every device across every location is compliant, inspected, and ready to save a life. This guide provides a clear framework for evaluating solutions, helping you move beyond the sales pitch to find a program that truly protects your people and your organization.
Why a spreadsheet is not enough
For organizations with more than one or two devices, managing an AED program with manual tools like spreadsheets is inefficient and high risk. It puts the burden of tracking dozens of critical data points on a single person or a small team. Missed inspections, expired batteries, or lapsed responder certifications can easily fall through the cracks, rendering your entire investment useless in an emergency.
Effective management goes beyond simple reminders. It requires a systematic approach to three core pillars:
- Readiness:
Ensuring every AED will function as expected. This involves regular inspections, automated alerts for expiring consumables like electrode pads and batteries, and post event servicing. - Compliance:
Navigating the complex web of local, state, and federal regulations. This includes physician oversight, medical prescriptions, EMS registration, and adhering to specific manufacturer guidelines for maintenance. - Liability Mitigation:
Creating an auditable trail of compliance and readiness. Proper documentation demonstrates due diligence and can significantly reduce organizational risk in the event of an incident.
Key criteria for evaluating an AED management solution
As you compare providers, from device manufacturers to specialized service companies, it becomes clear that not all programs are created equal. Use these essential criteria as a checklist to systematically assess how well a solution meets the real world demands of managing a corporate AED program.
Medical oversight and compliance tracking
This is the foundation of a legally sound AED program. A lapse here can create significant liability. Your provider must offer more than just software. They should provide genuine medical direction.
Questions to ask vendors:
- Does the program include a signed AED prescription from a licensed physician for every device?
- How do you manage initial and ongoing registration with our local emergency services (EMS)?
- Does your system track and help us navigate the specific AED laws in every state where we operate?
- Who provides the medical direction and what are their qualifications?
Inspection and readiness monitoring
With 10,000 sudden cardiac arrests occurring in the workplace each year, readiness is not negotiable. The program must make it easy for your team to perform and log required inspections while providing centralized oversight for management.
Questions to ask vendors:
- What tools do you provide to simplify monthly AED inspection?
- Is there a mobile app with QR code scanning?
- How does your system alert managers if a scheduled inspection is missed?
- Can I see the real time readiness status of every AED across all our locations from a single dashboard?
Consumables management
An AED with an expired battery or dried out electrode pads is a critical failure point. A management solution should automate the tracking of these disposables to prevent human error.
Questions to ask vendors:
- Does the system automatically track battery and pad expiration dates for each specific AED model we own?
- How far in advance do we receive notifications about expiring supplies?
- Do you assist with ordering and shipping replacement supplies to ensure there are no gaps in readiness?
- What are the AED service requirements for different devices and how do you manage them?
Responder training and certification
Aside from having a ready device is only a part of first aid care. A workplace response program must also ensure you have trained and confident responders. Your management platform should integrate the human element of readiness.
Questions to ask vendors:
- Can we track CPR and AED certification status for our volunteer responders within your platform?
- Do you send automated alerts when employee certifications are about to expire?
- What are the AED training requirements we need to meet and can you help facilitate that training?
Post event support
The moments after an AED is used are critical for both the patient and your organization. A comprehensive partner will have a clear protocol to support you through this process, a service many basic software providers lack.
Questions to ask vendors:
- What happens immediately after we use an AED? Do you provide a loaner device while ours is being serviced?
- Does your service include downloading the event data from the AED for physician review?
- Do you handle restocking all the used supplies, including pads and first aid items?
- Will you generate the necessary post event reports for our records and for medical oversight?
Reporting and scalability
For any multi-site operation, the ability to generate compliance reports is essential for internal audits and liability protection. The platform must also grow with your organization without becoming prohibitively expensive.
Questions to ask vendors:
- Can I easily generate a comprehensive report that proves every AED is compliant and ready?
- What is the total cost of ownership per device per year? Are there hidden fees?
- How does your pricing model scale as we add more locations and devices?
Choosing a partner not just a platform
As you complete your evaluation, you’ll find that some providers offer software, while others offer a true partnership. A software-only solution might seem cheaper upfront, but it still leaves your team responsible for the logistics of physician oversight, EMS registration, and post event coordination.
A comprehensive AED program management service integrates all these critical components under one umbrella. This approach transforms your AED program from a list of administrative burdens into a streamlined, turnkey safety solution. At AED Leader, our proprietary AED Total Solution was designed specifically to address every one of these evaluation criteria. We pair our intuitive cloud based platform and mobile app with dedicated account management and physician oversight to ensure your program is not only compliant but truly rescue ready.
By investing in a complete management solution, you are not just buying software. You are investing in peace of mind, mitigating risk, and building a culture of safety that protects your most valuable asset: your people.
Frequently asked questions
Q: Can’t we just manage our AEDs with a spreadsheet to save money?
A: While technically possible for one or two devices, a spreadsheet quickly becomes a major liability for any organization. It relies on manual data entry, lacks automated alerts for expired supplies, cannot provide auditable proof of compliance, and offers no integrated medical oversight or post event support, exposing your company to significant risk.
Q: What is medical direction and is it really necessary?
A: Medical direction involves a licensed physician who oversees your AED program. They write the prescription for each device, review post event data, and ensure your program follows established medical protocols. This oversight is a legal requirement in many states and a critical component of a defensible and effective AED program. Understanding the certification requirements for AED owners is essential for compliance.
Q: How does a managed program reduce our company’s liability?
A: A managed program reduces liability in several ways. It ensures you meet all state and federal compliance mandates, provides a complete and auditable record of every inspection and maintenance activity, guarantees devices are functional with up to date supplies, and demonstrates that your organization has followed best practices under physician oversight.
Q: Is an AED management program worth the cost?
A: The annual cost of a comprehensive management program is a tiny fraction of the potential legal and financial fallout from a single failed rescue attempt. When you consider the cost of litigation, regulatory fines, and reputational damage, the ROI of a professionally managed program that ensures readiness and compliance is immediate and substantial. It is an essential operational expense for any safety conscious organization.