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Tips for Managing the Delivery and Installation of Major Medical Equipment

Updated: Oct 6, 2022

The end of a construction project is an exciting time as it is when the space is ready for the delivery and installation of the major medical equipment. Often this equipment is expensive, complex, and delicate. Installation delays, or delivery damage can significantly impact the Go Live date. Below are tips for ensuring the successful delivery and installation of equipment on your next project.

Plan. Plan. Plan.

Benjamin Franklin’s words are very applicable in this situation: “By failing to prepare, you are preparing to fail.” Meetings are critical component of the planning process and identifying the appropriate people to attend is important. You should invite participants who bring specific knowledge of the equipment’s function as well as key construction personnel – basically people who “are in the know” regarding specific details. Below are key people to consider when setting up the meeting.

o Hospital Facility Personnel / Project Manager

o Medical Equipment Planning Professionals

o Architecture / Engineering Professionals

o Construction Superintendents

o Subcontractor Personnel As Required (Electricians / Plumbers / HVAC)

o Equipment Vendor Project Manager

o Rigging Company Project Managers

o On-Site Safety Managers

Plan Your Work . . . Work Your Plan

Once you have the right group of people identified, it is important to disseminate information on a timely basis. Consider developing a Responsibility Matrix to identify who is responsible for each step of the equipment’s journey through the building. Crucial components of the meetings to keep a track record and progress are as follows:

o Agendas

o Meeting Minutes

o Meeting Attendance

o Site Drawings

o Construction Status Updates

o Conduct Site Walkthroughs

Make Safety a Top Priority

Review the facility’s building access manual which will outline any procedures in case of an emergency. In addition, thoroughly review loading dock rules and regulations. In addition to reviewing available documentation, schedule a Team Huddle several days prior to the delivery date to review safety procedures. Other items to consider and review:

o Proper PPE:

-- Hard Hat

-- Reflective Vest

-- Safety Glasses

-- Gloves

-- Construction Boots

o Make sure rigging company has safety harnesses

o Review insurance documentation

o Temporary on-site badges for workers

o Safety Managers on-site during delivery

o Day of delivery safety and plan huddle

Pay Special Attention to Scheduling Constraints

Something as delicate as an MRI machine must be delivered and installed under the correct working conditions. Along with the in-field conditions, one must remember to factor in the outside conditions. Below are things to consider:

o Loading Dock Availability

-- Allow an adequate timeframe

-- Request to be the only delivery at that time

o After Hour Deliveries

-- Traffic is typically less busy

-- Flagger to direct remaining traffic

o Potential Inclement Weather Conditions

-- Check the weather leading up to the delivery day

-- Make alternate plans for poor weather conditions

In conclusion, when delivering major medical equipment, one must be proactive to predict any obstructions to the plan. Be prepared for these situations but if everyone has done their due diligence and follow the protocols then the process should run smoothly. Remember to plan effectively, work safely, and time accordingly to have a successful delivery. HBS offers extensive experience in managing delivery installations of all types of medical equipment. Our “boots on the ground” can help ensure a successful equipment installation.

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