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Healthcare Non-Medical Device Statement

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HEALTHCARE NON-MEDICAL DEVICE STATEMENT

Facility Name:

Patient Information

Date of Birth:

Gender:

Phone:

Email:

Insurance Information (if applicable)

Policy Number:

Group Number:

Subscriber Name:

Medical History (summary)

Device Information (Non-Medical Device Brought by Patient)

Device Category (select all that apply):





Acknowledgements, Risks, and Responsibilities

I acknowledge that the device identified above is not provided, maintained, or certified by the facility as a medical device. The device has not been evaluated for safety, effectiveness, or compatibility with clinical equipment by the facility. I understand that the device is brought for my personal use and I assume full responsibility for its condition, operation, and any outcomes arising from its use while on facility premises.

I further acknowledge and agree that the facility and its staff have no obligation to monitor data produced by the device or to rely upon that data for clinical decision-making. The facility disclaims any warranty, express or implied, concerning the device. To the extent permitted by law, I release and indemnify the facility, its employees, agents, and contractors from any claims, losses, liabilities, or damages arising from the presence or use of this device.

The facility reserves the right to restrict, disconnect, or remove any device that interferes with care, jeopardizes safety, or poses a risk to clinical equipment. In such circumstances, facility staff will make reasonable efforts to notify me prior to action when feasible.

Infection Control and Maintenance: I accept responsibility for ensuring the device is clean and maintained according to manufacturer recommendations. I acknowledge that the facility may require cleaning or isolation of a device before staff handle it and that I am responsible for any costs associated with cleaning or special handling.

Data and Privacy: I understand the device may collect, store, or transmit personal health information. The facility is not responsible for data retained or transmitted by the device. I consent to the facility's limited handling of the device as necessary for safety or clinical care but do not confer any ownership of data to the facility.

By signing below, I certify that the information provided is accurate to the best of my knowledge and that I have had the opportunity to ask questions about risks, responsibilities, and alternatives. I understand I may withdraw this statement in writing at any time, subject to any action already taken by the facility in reliance on this document.

Consent for Staff Handling (check if consented):

Privacy Notice Acknowledgment

By checking the box below I acknowledge that I have received or been offered a notice of privacy practices from the facility and understand how the facility may use or disclose protected health information in the course of care.

Patient Printed Name:

Signature:

Date:

Relationship to Patient (if signing as guardian or legal representative):

If signing as guardian/legal representative, provide authority (e.g., Power of Attorney, Guardian):

Enter text✕

What the Healthcare Non-Medical Device Statement Is

A Healthcare Non-Medical Device Statement is a written declaration that a product or item supplied or used in a healthcare setting is not intended for medical diagnosis, treatment, cure, mitigation, or prevention of disease. It documents intended use, manufacturer and model details, and any applicable safety or labeling clarifications so purchasers, clinicians, and compliance teams can distinguish the item from regulated medical devices. The statement can be used during vendor onboarding, procurement reviews, internal audits, and regulatory assessments, and may be delivered electronically and retained as part of a compliant record under ESIGN/UETA.

Why this statement matters for healthcare operations

A clear non-medical device statement reduces regulatory confusion, supports correct billing and procurement, and documents the supplier’s intent. It helps avoid inadvertent classification as a medical device, which could trigger FDA requirements or coverage and reimbursement issues under payer rules.

Why this statement matters for healthcare operations

Primary users and stakeholders

This statement is used by manufacturers, procurement teams, compliance officers, and clinical engineering to establish intended use and avoid regulatory misclassification.

  • Manufacturers and distributors — provide product identification, intended-use language, and contact details for regulatory questions.
  • Procurement and supply chain teams — attach the statement to purchase orders and supplier profiles for sourcing clarity.
  • Compliance and clinical engineering — keep the statement with device inventories and risk assessments to support audits.

Use the statement as part of vendor onboarding, product catalogs, purchase orders, and internal device inventories to maintain consistent classification records.

Step-by-step: completing the statement

Follow these sequential steps to create a clear, compliant Healthcare Non-Medical Device Statement that supports procurement and recordkeeping.

  • 01
    Identify product: Enter full product name, model, and version.
  • 02
    State intended use: Declare that the item is not for diagnosis or treatment.
  • 03
    Provide manufacturer: List legal entity name, address, and contact point.
  • 04
    Sign and date: Add authorized signature, printed name, and MM/DD/YYYY date.

Common questions and practical answers

Answers to frequent questions about legal validity, signing, notarization, and recordkeeping for the Healthcare Non-Medical Device Statement.


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Security and compliance essentials to record with the statement

Encryption: TLS 1.2/1.3; AES-256 at rest
Audit Trail: Timestamp, IP, action history
HIPAA: BAA required when PHI present
Access Controls: Role-based permissions
Certifications: SOC 2 Type II; ISO 27001
21 CFR Part 11: Compliant options available

Key risks from incorrect or missing statements

Regulatory reclassification: May trigger FDA device requirements
Procurement rejection: Purchasers may refuse acceptance
Reimbursement denial: Payers may deny claims
Liability exposure: Increased contract and tort risk
HIPAA breach risk: Improper PHI handling penalties
Contract unenforceability: Missing attribution or signatures

Common preparation mistakes to avoid

  • Vague language that fails to state 'not for diagnosis or treatment' creates ambiguity during audits and procurement reviews.
  • Missing manufacturer contact information can delay verification and vendor onboarding for healthcare purchasing teams.
  • Using inconsistent product identifiers (different model numbers) causes inventory reconciliation errors and complicates recalls.
  • Relying on scanned handwritten signatures without an attached audit trail makes it difficult to prove signer intent and attribution.

Typical workflow for issuing and approving the statement

A standard workflow keeps the statement linked to procurement and inventory systems and preserves evidence of intent and approval.

  • Prepare document: Draft statement and attach supporting data.
  • Route for review: Send to regulatory and procurement reviewers.
  • Sign: Authorized signer executes electronically or on paper.
  • Store: Archive with audit trail and attachments.

Technical considerations for eSigning and storage

Choose a platform that supports secure e-signing, audit trails, attachments, and required compliance controls for healthcare records.

  • Integrations: Salesforce, NetSuite, Microsoft 365
  • Formats: PDF, DOCX, HTML
  • Authentication: Email, SMS, 2FA

How to set up an online completion workflow

Configure an online template to collect required fields, enforce rules, and preserve a verifiable audit trail for each signed statement.

Field Configuration
Authentication Email link or SMS code; enable 2FA for higher assurance
Conditional Fields Show manufacturer details only if vendor is external
Retention Policy Automatically retain signed copy and attachments
Attachments Require datasheet and labeling as mandatory uploads

Typical timelines, turnaround, and processing expectations

Understand expected response times and processing windows to set internal SLAs and manage vendor interactions.

Provision on request:

Provide statement to purchaser upon vendor onboarding request

Internal review time:

Allow 1–3 business days for compliance and procurement review

Notarization delay:

If requested, add 3–10 business days for scheduling and completion

RON sessions:

Remote notarization may add a session fee and brief scheduling delay

Correction window:

Allow 30 days to issue amended statements when needed

Key milestones from drafting to archival

A milestone view helps teams track who must act and when during the statement lifecycle.

01

Draft prepared

Originator completes statement and attaches supporting documents

02

Regulatory review

Compliance confirms language and risk assessment

03

Authorized signing

Designated signer executes and dates the document

04

Archive and link

Store in records system and link to product entry

eSignature vendor comparison for executing the statement

A concise feature and pricing comparison to help select an eSignature platform that supports healthcare compliance, audit trails, and HIPAA when needed.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Free trial available Free trial available Free trial available Free trial available
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
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