Healthcare Acquisition Procedures

Healthcare Acquisition Procedures

Purpose

Establish standardized administrative procedures and decision criteria for the acquisition of medical equipment, supplies, software, devices, and contracted services that directly affect patient care, safety, privacy, or institutional operations. All requests must comply with applicable procurement policies, clinical governance and privacy regulations.

Scope

Applies to all departments submitting acquisition requests involving capital equipment, clinical devices, clinical software or services, and any acquisition that will store or process protected health information (PHI). Non-clinical consumables and routine office supplies follow separate low-value purchasing procedures.

Requestor Information

Acquisition Type and Classification

Indicate the nature of the acquisition. Select all that apply and provide supporting documentation where required.

Item Detail(s)

Provide complete specification for each item. Attach technical specifications, vendor quotes and clinical evaluations if applicable.

Justification and Clinical Need

Explain clinical, operational, or safety rationale. Include anticipated impact on patient outcomes, throughput, staffing, and any alternatives considered.

Vendor and Procurement Information

Procurement Thresholds and Approvals

Identify the estimated total acquisition cost and confirm the approvals required by institutional procurement policy. Thresholds below are illustrative and approvals will be verified by Procurement.

Finance Approval (printed name):    Date:

Procurement Review (printed name):    Date:

Privacy, Security and Clinical Safety

Indicate whether the acquisition will handle PHI and describe planned safeguards. For any device or system that stores, transmits, or processes PHI, information security and privacy risk assessment and approval by the Privacy Officer and IT Security are mandatory prior to procurement.

Conflict of Interest and Vendor Relationships

Disclose any direct or indirect financial interest, personal relationship with vendor personnel, consulting arrangements, or other potential conflicts that could influence vendor selection.

Receiving, Acceptance and Training

Specify receiving location, acceptance criteria, responsible receiving department and training responsibilities required before putting equipment into clinical use.

Records Retention and Authorization Expiration

Maintain procurement documentation, quotes, approvals, installation and training records according to institutional records retention policy. Specify an authorization expiration date for this request.

Authorization expiration date:

Certification and Acknowledgment

By signing below, the requestor certifies that the information provided in this form is complete and accurate, that the request complies with applicable institutional procurement and clinical policies, and that any acquisition involving PHI will undergo required privacy and security review prior to purchase. Misrepresentation may result in disciplinary or financial liability as provided by institutional policy.

Acknowledgment of Privacy Notice

If this acquisition involves PHI, compliance with applicable privacy and security policies is required. Check below to acknowledge review of privacy obligations as they pertain to this request.

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