Opening the conversation, briefly

• Tell me about the clinical programs or patient pathways that led you to explore new imaging equipment now
• Name the modality priorities for this initiative, in order of clinical urgency Options: CT, MRI, X‑ray/DR, Ultrasound, Mammography, Interventional imaging, Hybrid/other
• When did capacity or capability limits first become a visible problem for scheduling or patient care Options: Within the last month, 1–3 months ago, 3–12 months ago, More than a year
• Who will be the primary clinical champion and who will represent finance during the evaluation Options: Radiology chair, Medical director, COO, CFO, Capital planning lead, Biomedical engineering, Other
• How open is your leadership to vendor-assisted financing, trade-in value, or multi-year service packages Options: Very open, Somewhat open, Need more information, Not open
• Estimate the earliest and latest dates you would ideally award a contract Options: Immediately, Within 1 month, 1–3 months, 3–6 months, 6–12 months, 12+ months

What your current scanners are silently costing you

• If your main CT or MRI were unavailable for one week, describe the clinical and financial consequences you would see
• Walk me through your current fleet by modality, manufacturer status, and average age
• How often does unscheduled downtime cause canceled cases, transfers, or lost revenue Options: Weekly, Monthly, Quarterly, Rarely, Unknown
• Point to the last three incidents where equipment limitations affected patient care or referral patterns and what happened
• What single operational failure would make you stop this procurement immediately Options: Critical safety violation, Unresolvable site constraint, No available funding, Failed integration with key systems, Other

Where the budget pressure actually bites

• Of the competing capital requests this year, which would you deprioritize to free up budget for imaging
• List the budget windows your organization uses for capital approvals Options: Rolling monthly, Quarterly, Annual cycle, Ad hoc/board approval, Other
• Does your capital committee have hard thresholds for projects above a dollar amount and who signs above that level Options: Yes, CFO/Board, Yes, COO/CFO, Project lead up to a limit, No formal threshold, Not sure
• Rank the financial trade-offs you are willing to accept, from most acceptable to least: higher upfront cost, longer term payments, lower service level, or phased purchases Options: Higher upfront cost, Longer term payments, Lower service level, Phased purchases
• If funding is not secured within 6 months, will the project be paused or re-scoped Options: Paused, Re-scoped to lower cost, Proceed using interim measures, Continue regardless

Clinical capabilities that cannot be compromised

• Which specific exams or patient groups are currently constrained by your image quality, dose, or throughput
• Name the top three clinical applications that must be validated during acceptance testing Options: Trauma/whole body CT, Cardiac CT, Neuro MRI, Oncology staging, Pediatrics, Breast imaging, Interventional suites, Other
• How many high-complexity or time-sensitive studies per month rely on advanced features such as cardiac gating, diffusion imaging, or spectral CT Options: 0–50, 51–150, 151–500, 500+
• Describe your minimum expectations for dose performance, reconstruction speed, and clinical application packages
• Would you consider a system that met throughput and dose targets but required additional software purchases to enable specific applications Options: Yes, Maybe with justification, No

Where integration and IT dependencies create delay

• Which past installations were delayed by IT or integration issues and what specifically caused the delay
• Of the systems below, which must be integrated before clinical acceptance Options: PACS, RIS, EHR/ADT, Dose management, Single sign-on/IdP, Vendor remote service portal, Other
• Does your environment expose standard DICOM and HL7 endpoints or will custom interfaces be required Options: Standard DICOM/HL7 available, APIs available with vendor onboarding, Custom interfaces required, Unknown
• Who owns network and cybersecurity approvals and how long do those approvals typically take
• Is lack of API or integration access a showstopper for moving forward Options: Yes, Maybe, No

Site, space, power, and schedule realities

• Name any physical constraints that will require construction, shielding, or major electrical upgrades for the install
• Do you have current room layouts, shielding calculations, and service access drawings available Options: Complete and certified, Drafts available, Not available yet, Unknown
• Estimate the electrical and HVAC work expected: none, minor, major, or requires full room rebuild Options: None, Minor upgrades, Major upgrades, Full room rebuild, Unknown
• When does the space need to be available for installation to meet your clinical goals Options: Within 2 weeks, Within 1 month, 1–3 months, 3–6 months, 6+ months
• If the room requires major construction that pushes completion beyond your clinical target window, will you delay the project Options: Yes, delay, Proceed with alternative site, Proceed with contingency plan, Depends on cost

Risks your leadership watches most closely

• Which single risk, if unresolved, would cause the board or capital committee to reject the project Options: Unclear ROI, Regulatory or safety concern, Service reliability concerns, Site infeasibility, Unknown
• Describe your minimum acceptable uptime and on-site response SLAs for covered systems Options: >99.5% uptime, 4 hour on-site, >99% uptime, next business day, Custom SLA, Not defined
• Have vendor performance or warranty disputes influenced past purchasing decisions Options: Yes, significantly, Yes, somewhat, No
• How do you plan to manage parts, consumables, and escalation if the system ages out of warranty Options: Extended service contract, In-house parts stock, Third-party service, Undecided
• If a vendor could not commit to your minimum uptime or response times, would that end the conversation Options: Yes, Maybe with concessions, No

Who else is on the table and why

• Which alternatives are you actively weighing today, including staying with current equipment or internal fixes
• Select the types of providers you have evaluated or invited to bid Options: Major OEM, Value-tier OEM, Refurbished supplier, Independent upgrade provider, In-house rebuild, Other
• What would have to be true about your current equipment for you to keep it another 3–5 years
• Has anyone internally proposed solving the problem without an outside vendor and what would that require Options: Yes, operations-funded, Yes, in-house rebuild, No internal proposal, Not sure
• Which alternative, if proven viable, would cause you to stop evaluating external vendors

Decision triggers and acceptance criteria that speed or stop a deal

• What measurable outcomes would make your capital committee sign off in the next approval cycle
• Of the following, which acceptance-test metrics are non-negotiable before final signoff Options: Image quality benchmarks, Dose reduction targets, Throughput per day, Integration verified with PACS/RIS, Clinical training completed, Service response validated
• Who in finance must sign financing or lease agreements and what is their review timeline
• If a pilot proves the expected KPIs, what internal approval remains that could still block immediate purchase Options: Capital committee signoff, Board approval, Final facility signoff, None
• If the solution meets technical KPIs but is 10 percent over budget, will you proceed Options: Yes with internal reallocation, No, Requires additional approval

Commitment to next steps and who to involve

• If we could deliver a validated pilot of your top clinical KPI within six weeks, would that compress your approval timeline Options: Yes, significantly, Somewhat, No
• Select the stakeholders who must participate in the next two weeks to keep momentum Options: Radiology chair, Clinical operations lead, CFO, COO, Capital planning committee, IT/security, Facilities, Procurement, Biomedical engineering
• When can we schedule a site walk and IT integration review, including facilities and network owners Options: Within 1 week, 1–2 weeks, 2–4 weeks, Later than 4 weeks
• What documents or analyses do you need from us to prepare a business case for your capital committee Options: Total cost of ownership 5 years, Installation and site plan, Clinical validation data, Service and warranty terms, Financing options, Other
• If we send a compliant term sheet and installation plan next week, would you commit to a decision within your stated budget window Options: Yes, Maybe, No

• Solution Experience Session

• Confirm the current state and its cost to your team
• You confirm the restated current state and the quantified cost to throughput, staff, or revenue.
• Seller to deliver a modeled TCO and uptime impact analysis using the customer's provided case mix and baseline uptime logs before the follow-up session.
• You confirm that at least one recommended system option and configuration meets your clinical requirements in the example case.
• Show modeled clinical capability mapping
• Provide sample case mix, recent uptime logs, and any required acceptance criteria for equipment performance.
• Confirm target budget window, preferred financing timeline, and any required approval milestones for capital planning.
• You confirm that the modeled TCO and service approach meet your capital planning thresholds or identify the remaining gaps to close.
• Prove dose management in your scenario
• Prove uptime and service model impact on throughput
• You agree on the remaining evidence needed to reach a commercial decision.
• Schedule a deployment readiness review if the modeled option meets the validation criteria.
• Validate total cost of ownership and budget alignment
• Forced validation, confirm alignment

• Solution Experience Session
• Solution Experience Deck
• Solution Brief

• meeting
• slides
• document

• Deliver CT scanner system
• Deliver MRI system
• Deliver X-ray and fluoroscopy system
• Deliver ultrasound system
• Deliver mammography system
• Site installation and system commissioning
• Install structural shielding and lead lined walls
• Install power, UPS, and HVAC interfaces
• Configure DICOM and HL7 connectivity
• Activate advanced image reconstruction and AI packages
• Configure dose optimization and protocol templates
• Deliver clinical applications training for staff
• Decommission and remove trade in equipment
• Provide multi year service agreement with uptime guarantee
• Deliver financing package and execute lease or purchase

Deliver CT scanner system

• Do you require a wide-bore gantry or a standard bore for the CT installation in your suite? Options: Wide-bore (≥80 cm), Standard bore (≈70 cm), Not sure / need recommendation
• Which CT performance target matters most for your clinical use case and capacity planning? Options: Number of detector rows / slices, Maximum tube power (kW), Lowest CTDIvol (dose), Reconstruction throughput (studies/hour)
• How many protocol templates (for example: head, chest angiography, cardiac) should be preloaded and validated on your CT at delivery? Options: <20, 20-50, 50+
• Who on your team will own clinical acceptance testing for the CT and be the primary sign-off contact (name and role)?
• When do you need the CT delivered and available for its first clinical scans in your facility? Options: Within 4 weeks, 4-8 weeks, 8-16 weeks, Not defined / flexible

Deliver MRI system

• Provide your required MRI field strength and bore size target for the system (for example: 1.5 T, 3 T, bore diameter). Options: 1.5 T, 3 T, Other (specify)
• List the MRI clinical application packages you require for your practice (for example: neuro, cardiac, spectroscopy). Options: Neuro, Cardiac, MSK (musculoskeletal), Body / oncology, Breast, Pediatrics, Other
• Specify any cryogen venting or quench constraints in your facility (for example: no quench allowed, dedicated vent shaft available). Options: Standard quench vent allowed, Dedicated vent shaft available, No quench/alternative plan required, Unsure
• Estimate the electrical service available at the MRI room for your site (kVA) and indicate whether a single-line diagram (SLD) is available.
• Describe any MRI clearance or safety constraints adjacent to the magnet room at your facility (implant policy, RF-sensitive equipment, patient flow limits).

Deliver X-ray and fluoroscopy system

• Are there existing ceiling or floor-mounted rails and lifting points in your angio/fluoro room that are compatible with the planned C-arm delivery? Options: Yes, No, Partial / Unsure
• Is a fixed-room fluoroscopy system required by your clinical workflows or would a mobile/portable solution meet your needs? Options: Fixed room system, Mobile / portable solution, Either is acceptable
• Select the imaging modes you need preconfigured on the X-ray/fluoroscopy system for your procedures. Options: Digital radiography (DR), Fluoroscopy, Pulse fluoroscopy / frame rates, Last image hold, Spot imaging
• Choose the maximum patient table load and weight capacity your practice requires for procedural safety. Options: <150 kg, 150-250 kg, 250+ kg
• Identify integration requirements with your intraoperative systems or surgical displays (for example: DICOM secondary capture, live video feed, OR integration). Options: DICOM SC/Store, Live video feed required, Interface to OR display / navigation, No integration required, Unsure

Deliver ultrasound system

• Indicate which transducer types must be included at delivery for your sonography services (for example: convex, linear, phased-array). Options: Convex / abdominal, Linear / vascular, Phased-array / cardiac, Endocavitary, Specialty probes (specify)
• Attach or list the advanced ultrasound packages you require for your practice (for example: shear wave elastography, contrast-enhanced ultrasound).
• Upload or state the number of concurrent operator licenses and remote review seats you require for ultrasound on day one.
• State any portability constraints for point-of-care ultrasound in your clinics (for example: battery runtime, cart dimensions in cm).
• Outline the training scope you want for sonographers at your site (basic operation, advanced applications, point-of-care workflows). Options: Basic only, Basic + advanced modules, Full application suite with super-user training, Custom (describe)

Deliver mammography system

• Agree on whether your program requires 2D only, 2D plus digital breast tomosynthesis (DBT), or DBT with contrast-enhanced options. Options: 2D only, 2D + DBT, DBT + contrast-enhanced, Unsure / need guidance
• Define the accreditation or regulatory standards your mammography service must meet (for example: MQSA or local screening protocol). Options: MQSA or equivalent, Local screening protocol only, Both, Unsure
• Assess your expected annual mammography screening and diagnostic exam volume to size throughput and workstation needs. Options: <5,000 exams / year, 5,000-20,000, 20,000+, Unsure
• Name any detector plate sizes or specific workstation layout constraints for your mammography room that we should consider.
• Measure the biopsy and compression capabilities you require in your mammography scope (for example: stereotactic biopsy, tomosynthesis-guided biopsy). Options: Standard compression only, Compression + biopsy paddle, Tomosynthesis-guided biopsy required, Not required

Site installation and system commissioning

• Record the room dimensions and delivery clearances for the install route in your facility (width × height × length in cm) and attach photos or CAD if available.
• Schedule the current status of inspections and permits for your site (electrical, radiation shielding, building) and indicate permit stage. Options: Permits in place, Application submitted, Not started, Unsure
• Assign on-site leads from your organization for installation coordination: facilities contact, IT/network owner, and clinical applications trainer (names and emails).
• Confirm the commissioning acceptance criteria you require for the system at your site, including phantom image quality metrics, DICOM send/receive success on test studies, and first-patient clinical approval by your clinical lead. Options: Agree to these criteria, Require modification (describe), Need discussion
• Detail any delivery constraints at your facility we should plan around (for example: no elevator access, required forklift, weekend-only deliveries).

Install structural shielding and lead lined walls

• Confirm whether your facility already has a shielding assessment report and provide the target lead-equivalent thickness in millimeters if known. Options: Report available (attach), No report available, Report pending / unknown
• Provide the expected occupancy category adjacent to the imaging room at your site (controlled vs uncontrolled) and any design dose limits (μSv/hr) that must be met. Options: Controlled occupancy, Uncontrolled occupancy, Unsure / need guidance
• Which contractor arrangement do you prefer for shielding work at your facility: you will provide a certified contractor or do you require we source one? Options: You will provide contractor, We should source contractor, No preference
• Which building code or shielding standard must the installation comply with at your site (please cite local code or NCRP report number).
• How will wall penetrations for conduits and HVAC be coordinated with shielding installation at your location (for example: sleeves, cutover schedule, approvals)?

Install power, UPS, and HVAC interfaces

• Name the electrical service at your building entrance (voltage and phases) and attach the single-line diagram (SLD) if available.
• Measure the expected continuous power draw in kW for the imaging equipment plus ancillary cooling you plan to install at your site.
• Record your UPS runtime requirement for controlled shutdowns and state required generator transfer time in seconds. Options: Require ~30 minutes, Require ~60 minutes, Custom runtime (specify)
• Schedule preferred coordination windows for HVAC or electrical shutdowns and indicate whether daytime or after-hours work is acceptable at your facility. Options: Weekdays 08:00–17:00, Evenings / weekends, Specific dates (specify), No preference
• Assign the on-site contact from your organization responsible for utility hookups and final meter verification (name and role).

Configure DICOM and HL7 connectivity

• Confirm the DICOM AE titles, IP addresses, and port numbers for your PACS and modality worklist endpoints that we should use for configuration.
• Provide HL7 ADT and order feed interface endpoints, message types required (for example: ADT, ORM), and estimated daily message volume from your current systems.
• Which network authentication method does your integration endpoint require for modality connections (for example: site-to-site IPsec VPN, TLS with mutual authentication)? Options: IPsec VPN, TLS with certificates, Site-to-site VPN, Other / Unsure
• Identify the modality worklist behaviors your department requires (for example: prefetch by accession, patient-level reconciliation rules, scheduling mapping).
• Indicate the maximum acceptable first-image transfer latency across your network for remote reading (in seconds). Options: <5 s, 5–15 s, 15–30 s, >30 s, Unsure

Activate advanced image reconstruction and AI packages

• Attach or list the reconstruction algorithms you require (for example: iterative, model-based) and any throughput constraints for your reading workflow.
• Upload the AI algorithms you intend to activate and indicate whether each requires local GPU acceleration, cloud inference, or hybrid deployment for your site. Options: Local GPU, Cloud inference, Hybrid, Unsure
• State the maximum acceptable reconstruction time per study for your CT and MR protocols (in seconds) to meet your reading SLAs. Options: <10 s, 10–30 s, 30–120 s, >120 s
• Outline your data retention and privacy constraints for reconstructed images and AI outputs (for example: store on PACS, modality cache only, or temporary cache). Options: Store on PACS, Store on modality cache, Temporary only, Other (specify)
• Agree on the validation dataset size and clinical sign-off process you require for each AI package (cases per indication) prior to clinical activation. Options: <50 cases, 50–200 cases, 200+ cases, Custom (specify)

Configure dose optimization and protocol templates

• Define target dose thresholds for CT protocols at your site (for example: CTDIvol and DLP per exam type) and cite any diagnostic reference levels (DRLs) to apply.
• Assess whether automatic exposure control (AEC) tuning is required across patient size ranges at your facility and list the patient size categories to calibrate. Options: Yes, pediatric and adult, Adult only, Pediatric only, No
• Identify the protocol templates you need delivered and validated for your service lines (for example: CTA head, cardiac CT with retrospective gating, low-dose chest CT) and indicate number of variants.
• Measure baseline dose metrics from your PACS or dose management system for representative exams (attach CSV if available) to inform optimization targets.
• Specify the acceptance thresholds for image noise and spatial resolution you require after dose optimization for each protocol (for example: target SNR, line pairs per mm).

Deliver clinical applications training for staff

• How many clinical staff at your facility (by role: radiographers, radiologists, physicists) require training and at what competency levels? Options: <5, 5–15, 15–30, 30+
• Who signs off on competency for each role after training at your site and what evidence do you require (certificate, signed checklist)? Options: Certificate, Checklist, Both, Other (specify)
• Provide the preferred training format for your staff (for example: on-site instructor-led, remote instructor-led, recorded modules, hybrid). Options: On-site instructor-led, Remote instructor-led, Recorded modules, Hybrid
• List any hospital credentialing or access requirements your trainers must meet for on-site work (for example: badge access, background checks). Options: Badge access required, Background check required, No special requirements, Other (specify)
• Estimate the number of training days per role you expect to achieve clinical independence for each role at your site. Options: Half day, 1 day, 2–3 days, >3 days, Unsure

• Purchase Agreement
• Order Confirmation
• Service Agreement
• Service Level Agreement (SLA)
• Manufacturer Warranty
• Extended Warranty Addendum (optional)
• Financing or Lease Agreement (if applicable)
• Trade-In Agreement (if applicable)
• Installation & Commissioning Statement of Work (SOW) (if applicable)
• Delivery & Acceptance Protocol
• Software License Agreement
• HIPAA Business Associate Addendum (BAA) (healthcare only)

• Go-live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate Decision (around day 90)
• Quarterly Operational Review
• Annual Outcomes Review

• Re-confirm success criteria and owners
• Restate acceptance criteria and numeric targets
• Produce a documented pass/fail record for each acceptance criterion recorded in Solution Scope, with a formal acceptance decision.
• If any criteria fail, agree remediation tasks with measurable exit conditions and completion dates.
• Confirm the status of the incumbent system's decommissioning and data handling to prevent dual-system operation.
• Document the incumbent decommissioning steps completed and any remaining tasks with target dates for closure.
• Operational performance summary
• Ensure system uptime percentage and service resolution times remain within acceptable bounds recorded in Solution Scope or have a remediation plan.
• Clear or re-prioritize the ticket backlog and schedule high-impact fixes into the next quarter.
• Capture specific training improvements and schedule required sessions to maintain clinician competency.
• Publish the quarter performance dashboard with uptime and ticket MTTR trends to the shared workspace.
• Create a prioritized list of enhancement requests with estimated delivery windows.
• Schedule any required refresher training sessions and publish attendance expectations.
• 12-month performance summary
• Confirm whether procedure throughput per device and average patient dose per standard exam met the expectations recorded in Solution Scope over 12 months.
• Identify any systemic issues affecting clinical outcomes or uptime and agree a multi-quarter remediation or optimization plan.
• Agree updates to training or operational processes to maintain long-term clinician competency and system reliability.
• Publish the 12-month outcomes report with metric trends, incident summaries, and recommended operational changes.
• Document any agreed changes to service levels or training cadence and set target implementation dates.
• Open project tickets for long-term reliability improvements with scope and timeline for completion.
• Confirm that installation and commissioning tasks are complete or have a named remediation plan.
• Identify and document high-priority blockers with committed resolution dates before the next measurement.
• Validate that core user training is underway and list any immediate training gaps to address.
• Publish as-built installation and configuration checklist to the shared workspace.
• Open or update service tickets for each blocker and set target resolution dates.
• Circulate the current training roster and remaining curriculum items for completion tracking.
• Present first-period performance data
• Determine whether system uptime percentage and average exams per device per day are trending toward targets recorded in Solution Scope.
• Document root causes for any shortfalls and commit to a remediation plan with dates.
• Confirm the list of acceptance criteria that will be ready for the day-90 acceptance gate.
• Deliver a remediation plan that lists tasks, acceptance success metrics, and completion dates for each identified gap.
• Provide exported performance data and incident logs used to derive the presented metrics for audit and traceability.
• Update the shared ticket channel with priority flags and expected resolution windows for ongoing issues.
• Publish the acceptance decision record and outcome data to the shared workspace, including signed or documented buyer approval.
• For failed criteria, produce corrective action plans with explicit exit conditions and delivery dates.
• Service ticket and backlog review
• Diagnose gaps and root causes
• Present outcome data against each criterion
• Deployment and commissioning validation
• Clinical outcomes and image-quality review
• Document pass or fail per criterion and record decision
• Early adoption signals and training status
• Training feedback and competency status
• Agree corrective actions and timeline
• Service spend and uptime trend analysis
• Training program effectiveness
• Confirm readiness for the acceptance gate
• Enhancement and change requests
• Agree remediation items for any failed criteria
• Open issues and incident triage
• Agree immediate remediation actions
• Incumbent wind-down confirmation
• Confirm next-step operational actions
• Agree sustained operational adjustments