Q: So, has the pendulum swung too far; is the decision-making now too heavily weighted on the nurses? What if the nurses love a product, but for some reason it doesn’t fi t into the IT infrastructure or the funding plans?
A: The best practice would be to bring the pendulum back to center. This is where you have input from all of the different departments—IT, nursing, ergonomics, and infection control—in determining what the best solution is.
Q: What are some top tips that hospitals can use to make these types of fairs more successful?
A: One of the most important things I tell people before they conduct a vendor fair is to know your workfl ow. Know what each department in your organization needs in terms of devices, and then tailor a device around that workfl ow. We will consult with the hospital prior to any vendor fair to ensure that the solutions we are going to bring to an event are exactly what the hospital needs in terms of the varied customizations that are available. This allows us to bring only exactly what they need. We do this with a walk-through site assessment. We actually walk the halls of the hospital to help them determine what products work best in each location.
Q: Who is walking with you through the halls?
A: Typically we like to walk the halls with the project managers. Along the way we will visit with each
department head in order to assess the workfl ow in that department.
Q: What questions should those decision-makers be asking the vendors when choosing whom to invite to the fair?
A: They should start with questions about viability. Ask the vendors how long they have been in this business. And, they should ask for client references from people who have used their company in the past. It is also really important to ask about service and support. They should make sure that the company has a plan to service them after the sale is complete. They should ask if the company has fl exibility in customizing solutions. And then, those decision-makers should ask about price. They should get price out on the table from the beginning. This ensures that a solution that is too expensive or out of their budget is not brought to the fair. They shouldn’t tempt the nurses or let them see something that is not going to be purchased due to budget constraints. Lastly, ask about the vendor’s product mix. Invite companies that have a diverse and full line of products that can meet the different needs of many departments.
Q: After a walk-through and assessment, would a company let a hospital trial some of the equipment before the vendor fair? Would you let IT take a look to evaluate whether it is a good fi t before bringing it to the vendor fair?
A: Absolutely. This is called a proof of concept. Once you have narrowed down the 2–3 vendors that you want to invite, you would bring them in for a 30-day pilot where the staff and IT department can make sure that it is a product that will work and fi t their workfl ow. This also proves that the product will do everything the vendor said it would do in terms of run-time, features, and functions. From this information you can determine if this is the right fi t for the organization. And, from there, take it to the next level and showcase it at the vendor fair.
Q: It seems that if hospitals take the time to do an assessment and ask questions, and if they do their due diligence up front, it makes for a more effective and effi cient vendor fair. Do you have some fi nal tips to make these vendor fairs an effective use of time?
A: Keep it simple and keep it short. Gather a specifi c group of people that represents your entire workforce. Invite all of the nurse managers, project managers, and as many nurses as you can get to take a quick break from their shift to try the products. Also, run the fair over the course of all of the shifts throughout the day. This way, different departments at different times can see the products and enter an opinion. Keep survey forms very simple. Ask 5 questions rather than 20, and provide an area for feedback so that nurses can give some insight about what is good or bad about each product.
Turn to pp. 22–23 to learn how HealthConnection can help you plan, design, and execute a successful clinical device fair.
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