Conduct meetings with hospital to thoroughly understand their equipment requirements. Document specific needs, including types of equipment, quantities, and quality standards

Research and identify potential vendors that supply the required equipment

Organize multiple rounds of meetings with shortlisted vendor to negotiate pricing, delivery timelines, and procurement processes. Aim to secure the best possible terms that align with budgetary constraints

Arrange joint meetings with the selected vendor and hospital representatives to finalize the equipment specifications. Get confirmation from the hospital to ensure equipment meets hospital standards

Prepare and send a Purchase Order (PO) to the vendor, including any necessary advance payments. Ensure the PO outlines payment terms, delivery expectations, and warranty information

Maintain regular communication with the vendor to track the progress of the order and ensure timely delivery. Address any potential issues proactively to avoid delays

Coordinate with the hospital for the delivery schedule of the equipment. Ensure that logistics are in place for a smooth delivery process. Facilitate the installation of the equipment at the hospital. Arrange for vendor representatives to provide training or demonstrations for hospital wherever required

Obtain confirmation from the hospital that the equipment is installed correctly and functioning as intended. Upon successful installation and confirmation, process the full payment to the vendor

Complete the required documentation from the Vendor and the Hospital

This structured approach ensures a thorough and efficient equipment donation process, benefiting both the donating organization and the hospital