A Buyer’s Checklist: What to Inspect Before Finalizing a Purchase

Buying used medical equipment isn’t risky—buying used without a process is. A solid inspection checklist reduces downtime surprises, helps your team validate safety and performance, and gives you leverage during negotiation.

Step 1: Verify identity + traceability

• Model, serial number, configuration. Confirm the exact options installed (software, probes, modules, accessories).
• Documentation package. Ask for: service history, preventive maintenance logs, calibration records, and any upgrade notes. Preventive maintenance discipline is a major indicator of long-term reliability.
• Regulatory fit. Ensure the device is appropriate for your setting and intended use.

Step 2: Confirm safety basics (don’t skip)

Electrical safety and grounding issues are among the most preventable hazards.

• Visual inspection: cracked housings, exposed wiring, damaged plugs/cables, missing screws, frayed cords.
• Electrical safety testing: many facilities follow an equipment management approach that includes inspections and testing for patient-care electrical equipment.

Step 3: Validate functional performance

Run the device like you’ll use it in real life:

• Power-on / boot time / error codes
• Self-tests + alarms (verify thresholds trigger correctly)
• Buttons, knobs, touch screens (dead zones are common)
• Connectivity (network, USB, PACS/DICOM where relevant)
• Consumables + accessories (are the “must-have” parts included?)

Step 4: Calibration + accuracy checks

For anything that measures (vitals, infusion, pressure, imaging outputs, lab analyzers):

• Request recent calibration certificates and check due dates.
• If calibration is overdue or missing, price in immediate calibration and potential parts.

Step 5: Infection-control readiness

Used equipment must be safe to bring into a clinical environment.

• Ask for decontamination confirmation and cleaning protocol.
• Inspect for bio-burden risks: seams, fans/vents, keyboard crevices, fluid ingress points.

Step 6: Serviceability and parts availability

This is where “cheap” becomes expensive.

• Are parts still available? If the OEM has ended support, you need a plan (third-party parts, donor units, or alternative models).
• Service access: do you have a local biomed/field service partner?
• Preventive maintenance plan: A structured PM approach supports compliance and uptime.

Step 7: Software + cybersecurity basics

• Confirm software versions, license transfers, and whether updates are available.
• If the device touches a network, include your IT/security team for basic review.

Step 8: Paperwork that protects you

Before you pay, lock in:

• Warranty terms (parts, labor, travel, exclusions)
• Return policy (dead-on-arrival, failure within 30–90 days)
• What “tested” means (functional checklist, calibration, electrical safety)
• Installation/training (who covers it?)

Step 9: Price adjustments (negotiation leverage)

If you find issues, turn them into clear asks:

• “Replace cable harness + provide electrical safety test report”
• “Include PM kit + first-year service coverage”
• “Price reduction equivalent to calibration + downtime risk”

A documented inspection isn’t just safety—it’s negotiating power.

View our complete used inventory here.

Sources: https://www.steris.com/healthcare/service/securecare-services/preventive-maintenance-checklist?utm_source=chatgpt.com