The moment your hospital signs the installation acceptance form, you accept the equipment in its delivered state. Defects discovered after that point become warranty claims — usually slower, more contested, and sometimes uncovered. This is the checklist hospital biomedical and clinical teams should verify before signing.
1. Site readiness was confirmed before delivery
Power requirements, network drops, gas connections, environmental controls. Equipment should arrive only after the site is verified ready. Otherwise the install team waits, the hospital pays, or the equipment is plugged into a non-conforming environment.
2. The unit matches the purchase order
Model number. Serial number. Configuration. Accessories. Verify against the PO line by line. Substitutions happen — sometimes legitimately — but should be documented in writing before installation, not discovered after.
3. Visible damage is documented
Walk around the unit before installation begins. Photograph any cosmetic damage. Cosmetic damage that exists at delivery is not a problem — cosmetic damage that appears during installation is.
4. All accessories are present
Power cables, foot pedals, light cables, scopes, applied-part assemblies, instrument trays. Open every shipping container and verify against the accessory list.
5. The unit powers on and self-tests pass
Manufacturer self-test routines should run cleanly. Document any error codes.
6. Functional tests pass at expected values
Each major function exercised at full operating range. Camera capture, light output, suction, generator output, pressure delivery, etc. Document measured values.
7. Calibration was performed and documented
Calibration certificate produced on-site, with date, technician name, calibration target, measured values, and pass/fail. Generic calibration certificates pre-dated to before installation are a flag.
8. Electrical safety testing was performed on-site
IEC 60601-1 leakage and ground continuity tests on the unit as installed in the actual outlet. The unit may have been tested at the factory — but the wall outlet has not. Re-test on site.
9. Network and integration are verified
If the unit connects to PACS, EMR, or hospital networks: verify the connection is live, data flows correctly, and access controls are configured.
10. Operator training was delivered
Not just demonstrated — delivered. Operators should run a simulated case under installer supervision. Identify gaps in operator understanding and address them before the team leaves.
11. Service documentation is on hand
Service manual, error code lookup, parts list, contact information for warranty service, escalation contact for emergency support. All in writing, all with the equipment.
12. Acceptance form lists what was verified
Don't sign a generic acceptance form. The form should list: model, serial, configuration, accessories present, calibration measured values, electrical safety pass, training delivered, and any open items. The form is the document you'll reference if anything goes wrong.
A proper installation produces this checklist as a paper trail. If your vendor doesn't produce it, you should — and you should require the installer to walk through it with you before signing.