Hospital procurement is multi-line, multi-supplier, multi-currency, and frequently under time pressure. A working checklist reduces avoidable mistakes. This is the checklist we use on hospital engagements.
Before sourcing: clinical specification signed off by the clinical lead; technical specification signed off by biomedical engineering; regulatory pathway confirmed for the destination market; commercial envelope (budget, currency, payment) agreed; delivery window and Incoterms preference documented.
During sourcing: shortlisted pre-qualified suppliers (3+ where competitive); RFQ issued with standardised quotation matrix; responses scored against documented acceptance criteria; sample / FAT plan agreed for capital equipment.
Before order placement: regulatory documentation pre-cleared against destination-market requirement; warranty terms and service contract scope confirmed; payment terms and any required bonds agreed; HS code classification confirmed; Incoterms documented in the PO.
After order placement: production tracked against agreed ex-works date; FAT witnessed (capital equipment); pre-shipment inspection completed; export documentation prepared; freight and customs coordinated; destination customs pre-briefed.
On delivery: site readiness confirmed; installation booked; operator training scheduled; warranty registered and activated; service contract activated; post-installation defects logged and tracked to closure.
Post-installation: planned preventive maintenance schedule in place; spare-parts arrangement confirmed; biomedical engineering documentation complete; complaint / vigilance workflow available.