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Essential Guidelines for Purchase of Medical Equipment

17^th Feb 2017 |

In present time, medical technology is the backbone of any hospital. In a tertiary care hospital, it accounts for 30 -40 % of the total cost. Besides, high end equipment have 5-7years of life and nowadays technological advancement is so rapid that replacement time will further reduce. Hence, selection and negotiation of equipment are extremely important activity.

Key guidelines we should keep in mind while procuring any equipment are:

1. We should have a well-informed biomedical engineer on board either as an employee or as a consultant.
2. Prepare list of equipment you wish to buy and debate if it is really required, when we should buy, which features are essential and which can be ignored. The equipment we wish to buy, must be supported by sound justification. At times, in order to provide comprehensive specialty / super specialty care, we may need to buy few technological equipments, whether returns are average or poor. Return on investment is crucial, but there should not be single criteria to make a decision for buying any equipment.
3. Inputs of doctors as well as end users are essential. But at times, it is observed that end users go overboard in demanding features which are not justified (hardly used). Therefore, we should go for most optimal and functional technology.
4. It is required to ensure credibility of the company/Supplier. Supplying agency should be constant with a proven track record and large installation base.
5. Double check on lifespan of technology from websites. Equipment model, which has an old platform may not be reinforced by companies and certainly must not be purchased.
6. Always prefer to deal with a company rather than dealers.
7. Send product specification to all suppliers (manufactures) and call them on the same time and date for techno- commercial discussion.
8. While discussing, we should negotiate on following features:
   1. Technological features / Unique feature
   2. Price / CMC cost
   3. Cost of replaceable item (Consumable)
   4. CMC cover for minimum 10 years
   5. Avoid sponsored visit by supplier / No favors
   6. Bargain for all “ Model “of equipment – Higher / Lower to get a better idea of cost
   7. Never give the impression to supplier about your preference
   8. Two to three persons should be part of the negotiation
   9. Time is key to a better deal. We must start negotiating one year in advance for high value equipment
   10. Bargain one or two points in each interaction with supplier. Say price followed by CMC cost, then other free of cost smaller equipment by the same manufacture. In higher value items, we should try to get over 50 % reduction in the cost.
   11. Ask for the interior to be done by the supplier such as CT Room and Cath Lab room with storage.
   12. Ask for free training for your staff and doctors.
   13. Seek for marketing support in the form of International conference sponsorship, once the machine is in use.
   14. When every point is covered, prepare a detailed purchase order document, where everything is clearly mentioned.