INSURANCE INSIGHTS Risk management solutions from CNA Healthcare Medical Equipment Five Tips for Selecting the Right Vendor AT SOME POINT, EVERY medical practice must undertake the often costly and complex process of purchasing new equipment. A hasty or imprudent decision in this key area can have serious clinical and financial consequences. To reduce risk, practice leaders should establish a written procurement plan designed to assess product quality, value and compatibility, as well as the vendor’s reputation, reliability and post-sale service capabilities. The following five strategies can help enhance the process of determining medical equipment needs, reviewing product performance and suitability, and selecting vendors: 1. Analyze needs. Needs assessment involves determining whether current equipment remains capable of meeting evolving clinical goals, as well as gauging the potential benefits of new medical equipment in terms of patient outcomes and office productivity. The following questions should be asked when deciding whether to proceed with any acquisition: If the proposed purchase is intended as a replacement for existing equipment … Œ Has the current device reached the end of its useful life? Œ Is it no longer economical to repair? Œ Is it technically and/or clinically obsolete? Œ Are spare parts and accessories no longer being produced? If the proposed purchase is a new product rather than a replacement … Œ Is it approved by the Food and Drug Administration? Œ Is it fully refined or still under development? Œ Is it becoming a standard tool of medical practices, or does it remain relatively rare? Œ Is it essential in order to continue delivering high-quality clinical services? Œ Will it augment the practice’s current capabilities and/or provide better care? For more detailed information, see the World Health Organization’s “Needs Assessment for Medical Devices.” 2. Determine the quality rating of available products and prospective vendors. It is standard practice to conduct a value analysis of the equipment under consideration, in order to narrow the field and evaluate the overall acceptability of the device. Once a quality rating has been assigned, users can then decide if the equipment meets practice needs in terms of reliability and durability, and also whether the vendor offers sufficient training and support. The analysis should be performed by a small review group of users and support staff who apply a range of criteria to products and vendors, including the following: The product’s … Œ Clinical effectiveness. Œ Compliance with established specifications and codes, including electrical safety standards. Œ Durability, including projected longterm availability of parts and service. Œ Patient/operator safety and infection control features. Œ Operating and maintenance costs over time. Œ Warranty provisions. The vendor’s … Œ Implementation plans and procedures. Œ Technical and training support. Œ Industry experience. Œ Financial strength. Œ Customer satisfaction ratings. Œ Research and development acumen. Œ Liability insurance coverage. If preliminary research fails to answer these questions satisfactorily, medical practices may submit a formal Request for Information (RFI) to vendors about their products and services. RFIs should include inquiries about the following topics, among others: Œ The vendor’s profile (i.e., basic information) and years in business. Œ The vendor’s understanding of the relevant area of medicine. Œ Total monies allocated to research and development. Œ Number of contracts the vendor has with other medical practice clients. Œ Availability of certified trainers and 24/7 customer support. Œ Software licensing arrangements and user fees, if applicable. Œ Implementation costs, including hardware and software requirements, staff training, program maintenance and upgrades, and patient education, if applicable. 3. Focus on practical considerations. At a time when many practices are confronting both financial constraints and increased regulatory and payer scrutiny, it is important to ensure that new equipment meets high standards of quality, compatibility and costeffectiveness. By asking focused questions and carefully evaluating the following factors (among others), buyers can avoid potentially costly surprises: Œ Space, power and/or water requirements, in order to avoid extensive remodeling, rewiring or replumbing. Œ Availability of required consumable supplies (such as electronic leads or hygienic covers) at a reasonable price. Œ Price of spare parts and accessories to augment basic functioning. Œ Ease of cleaning and sterilization/ decontamination. 30 Medicine in Oregon www.theOMA.org
OMA Medicine in OR Spring 2016
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