Tell Us About Today — A Quick Snapshot

• What is your role and primary responsibility related to endoscopy equipment? Options: Endoscopy Medical Director / Physician, GI Practice Administrator / Practice Manager, Endoscopy Center Director, Hospital BME / Biomedical Engineering Manager, Procurement / Supply Chain, Other
• Which type of facility should we profile for this conversation? Options: Hospital inpatient OR/Endoscopy suite, Ambulatory Surgery Center / Standalone Endoscopy Center, Large multispecialty clinic, Private GI practice, Multi-hospital health system
• Approximately how many endoscopy procedures does this site perform per month? Options: <50, 50–149, 150–299, 300–599, 600+
• Which procedures make up the bulk of your volume? (select all that apply) Options: Screening colonoscopy, Diagnostic colonoscopy, Therapeutic colonoscopy (polypectomy/EMR), Upper endoscopy (EGD), ERCP, Bronchoscopy, Other
• If you had one short sentence to describe the single biggest frustration with your current endoscopy equipment, what would it be?

If Your Scopes Could Speak, What Would They Complain About?

• How often does a scope-related issue (downtime, image failure, or reprocessing hold) lead to a delayed or cancelled case at your site? Options: Multiple times per week, Weekly, A few times per month, Monthly, Rarely/Never
• How long does a typical repair or out‑of‑service event keep a scope out of circulation? Options: <48 hours, 3–7 days, 1–3 weeks, 3–8 weeks, 8+ weeks
• What types of failures are most common when scopes go down (pick all that apply)? Options: Insertion tube damage / leaks, Optics / image quality degradation, Channel / biopsy port damage, Light source or processor faults, Reprocessing compatibility or seal failures, Other
• Tell us about a recent case where equipment failure created a significant clinical or operational disruption—what happened and how did it feel to your team?
• When a scope is out for service, how do you typically make up the cases (if at all)? Options: Use backup scopes from same fleet, Borrow from another site, Reschedule patients, Refer out / send to another facility, Modify procedure list

Where the Money Really Goes (and What You’re Missing)

• Over the past 12 months, how would you estimate your total spend on repairs, loaner fees, and emergency rentals for endoscopes and processors? Options: <$5k/month, $5k–$15k/month, $15k–$35k/month, $35k–$75k/month, >$75k/month
• Has repair spend trended up, down, or stayed flat relative to procedure volume in the last 2–3 years? Options: Significantly up, Somewhat up, No meaningful change, Somewhat down, Significantly down
• Do you currently track total cost of ownership (TCO) for scopes including repairs, reprocessing impact, and downtime? If yes, how do you measure it? Options: Yes — formal TCO model, Yes — informal estimate, No — we track repair spend only, No — we don't track
• At what point does repair spend trigger consideration of replacement or new procurement at your site? Options: When annual repair cost >30% of replacement, When downtime causes clinical cancellations, When image quality noticeably declines, Only after capital approval process, We don't have a trigger defined
• If you can, share the last 12 months of repair spend, average age of fleet, or any hard number that helps quantify the problem

Who Holds the Keys — And Who’s Missing From the Table?

• Who are the decision-makers and influencers when you evaluate capital equipment for endoscopy (select all who influence the final decision)? Options: Physician/Medical Director, GI physicians group, Practice Administrator / CEO, BME / Biomedical Engineering, Infection Control / IP, Finance / CFO, Procurement, IT / Cybersecurity, Other
• Which group most often blocks or slows approval for new endoscopy equipment? Options: Finance/Capital Committee, Procurement, IT/Integration team, Clinical leadership, BME / service capacity, No single blocker — multiple
• What are the three non‑negotiable requirements that any new system must meet for approval at your site?
• How do competing priorities (capital constraints, other equipment needs) typically affect timeline—what’s the average approval lead time? Options: <1 month, 1–3 months, 3–6 months, 6–12 months, 12+ months
• Who would you want at the table during a demonstration and pilot to ensure a smooth evaluation? Options: Physician champion(s), Endoscopy nurses/techs, BME representative, Infection Prevention, Procurement/Finance, IT / Imaging informatics

Imagine a Day When Procedures Never Wait—What Changes First?

• If downtime wasn’t a concern, what would that free your team to do differently—clinically or operationally?
• What uptime target would feel transformational for your center? Options: >99.5%, 99.0%–99.4%, 98.0%–98.9%, 95%–97.9%, <95%
• What measurable clinical improvements would make a new imaging platform 'worth it' to your physicians (select all that apply)? Options: Increase in adenoma detection rate (ADR), Faster procedure times, Better therapeutic outcomes, Reduced missed lesions, Improved image documentation/reporting
• What infection‑control or reprocessing outcomes would you require to consider a solution successful? Options: Reduced reprocessing errors, Fewer reprocessing delays, Clear compatibility with existing washers, Lower risk of device-related infections, Formal validation of reprocessing protocol
• What would a clinically‑validated success signal look like in the first 3–6 months post‑deployment?

What Integration or Workflow Must Never Break?

• Which clinical systems must integrate seamlessly with any new platform for you to move forward? Options: EMR / EHR (e.g., Epic, Cerner), PACS / VNA, Endoscopy reporting (Provation, GIQuIC), Scheduling system, OR/Procedure documentation, None of the above / standalone
• What’s the single biggest integration failure you’ve seen in the past, and what consequences did it create?
• How important is vendor-driven integration vs. in‑house IT work (pick one)? Options: Vendor-managed, turnkey integration, Shared responsibility (vendor + IT), Primarily in-house IT
• Are there security or compliance constraints we should know about (e.g., network segmentation, DICOM rules, SSO requirements)? Please list any essential specs.
• Which reporting or analytics would you want out-of-the-box vs. built/custom (select all that apply)? Options: Procedure-level image capture, Consumable & repair tracking, Uptime/downtime dashboards, ADR and quality metrics, Service ticket integration, Custom reports

Taking the Leap — What Would Make Saying Yes Easy?

• What would a low‑risk trial look like to you—number of procedures, duration, and success criteria? Options: Short pilot (2–4 weeks) / 50–100 procedures, Moderate pilot (1–3 months) / 100–300 procedures, Extended trial (3–6 months) / 300+ procedures, Other
• Which acceptance criteria must be demonstrated during a trial for you to recommend purchase (select all that apply)? Options: Clinical performance (ADR) improvement, Uptime above target, Seamless EMR/PACS integration, Staff competency & training sign‑off, Service SLA demonstration, Cost/ROI validation
• What service levels and response times are non‑negotiable for your operation (e.g., on‑site repair within X hours)?
• What financing or capital considerations would make adoption easier (select all that apply)? Options: Operating lease / subscription, Capital purchase with multi‑year warranty, Shared-risk pilot with fee for outcomes, Trade-in or refurbishment credit, Other
• Realistically, what is the decision timeline if a trial meets your acceptance criteria? Options: Immediately / within 2 weeks, 1–2 months, 3–6 months, 6+ months, Unsure

Final Check — Emotions, Risks, and Small Next Steps

• What keeps you awake at night about making a change in endoscopy equipment (be candid—clinical risk, staff morale, capital, contracts)?
• Which stakeholders would need to be reassured and what would reassure them (select all that apply)? Options: Physicians — clinical evidence and hands‑on demo, Nursing/Techs — training and ergonomics, BME — serviceability and parts availability, Finance — ROI and financing, Infection Control — reprocessing validation, IT — secure integration
• If we could remove one barrier this week, what would you want us to solve first?
• Who should we schedule a focused follow-up with from your team to align trial scope and acceptance criteria? Options: Physician/Medical Director, Practice Administrator, Endoscopy Nurse Manager, BME Lead, Procurement/Finance, IT Lead
• Are you open to a no‑cost, no‑obligation in‑suite demonstration and short pilot to validate the key acceptance criteria we've discussed? Options: Yes — let's schedule, Maybe — need more info, No — not at this time

• Current State & Impact Alignment
• Clinical Workflow Mapping & Real‑Procedure Review
• In‑Suite Solution Experience — Imaging & Ergonomics
• Integration & Operational Validation (IT/BME/Reprocessing)
• Trial Plan, Acceptance Criteria & Decision Gate

• Define exact data elements and cadence for trial reporting tied to acceptance criteria.
• Demonstrate clear, observable improvements that map directly to the agreed success signals.
• Obtain clinician validation and numeric scoring against ADR, handling time, and perceived downtime reduction.
• Identify any remaining gaps or concerns that would prevent trial approval.
• Seller to collect clinician scores and qualitative feedback and produce a brief 'Proof Summary' within 48 hours.
• Customer to confirm any additional scenarios they want included in the formal trial.
• If gaps identified, seller to propose mitigation or configuration changes before trial planning.
• Integration Requirements Recap
• Obtain IT/BME sign‑off that integration and data flows are feasible within the customer's environment.
• Agree operational changes to reprocessing/maintenance that will be used during the trial to validate downtime improvements.
• Introductions & Meeting Objectives
• Seller to provide interface spec and sample payloads; customer IT to confirm endpoint readiness and any firewall changes needed.
• BME to schedule a short hands‑on reprocessing run with seller field engineer prior to trial start.
• Agree data capture templates and schedule first trial metrics report.
• Executive Recap of Evidence
• Agree on a signed trial plan with clear start/end dates and responsibilities.
• Lock measurable acceptance criteria that map directly to the previously agreed success signals.
• Establish the decision gate process and timeline for commercial commitment post‑trial.
• All parties to sign the trial plan document and acceptance criteria within 48 hours.
• Seller to schedule installation, training sessions, and the trial reporting cadence.
• Customer to confirm procurement and capital approval timelines and any required budget holds.
• Produce a single clear current‑state sentence the team can repeat back.
• Quantify the consequence in terms of $/procedures/downtime/clinical risk.
• Agree 3 measurable success signals to validate the future state.
• Confirm required data, videos, and participants for the Solution Experience.
• Customer to deliver scope inventory, repair logs, procedure volumes, and recent ADR metrics within 3 business days.
• Seller to draft and circulate the agreed one‑sentence current state and proposed success signals for written confirmation.
• Schedule the Clinical Workflow Mapping meeting and confirm clinician/video participants.
• Workflow Walkthrough
• Agree the exact workflows and touchpoints where the solution must demonstrate impact.
• Identify and document 2–4 representative procedure scenarios for the in‑suite Solution Experience.
• Surface the top failure modes and link them to the quantified consequences from the alignment meeting.
• Customer to provide the selected de‑identified procedure videos and room availability windows for the in‑suite experience.
• Seller to annotate workflow diagrams with identified failure modes and circulate for confirmation.
• Customer to nominate clinician and nurse champions who will participate in the in‑suite validation and scoring.
• Recap Current State & Success Signals
• Define Trial Configuration & Volume
• Proof of Data Flow with Samples
• Side‑by‑Side Imaging Proof (Customer Cases)
• One‑Sentence Current State
• Procedure Video Review (Representative Cases)
• Consequence Quantification
• Reprocessing & Maintenance Workflow Validation
• Set Measurable Acceptance Criteria
• Hands‑On Ergonomics & Handling Validation
• Failure Mode Identification
• Roles, Training, and Data Responsibilities
• Define Future‑State Objectives (Success Signals)
• Tiebacks to Consequence
• Select Target Scenarios for In‑Suite Experience
• Service, Parts, and Uptime Commitments
• Validation Check
• Prework & Data Needs for Experience
• Confirm Acceptance Data Collection Methods
• Force Validation & Scoring
• Decision Gate & Next Steps

• Deploy Trial Endoscope Fleet
• Install Endoscopy Tower, Processor, and Light Source
• Install Insufflator and Suction Systems
• Install Reprocessing Adapters and Scope Racks
• Configure AI Polyp Detection Module
• Integrate Imaging with EMR and PACS
• Deploy Image Archiving and Storage Appliance
• Migrate Procedure Documentation and Reporting
• Deliver Physician Hands-On Imaging Training
• Deliver Staff Hands-On Handling and Reprocessing Training
• Provide On-Site Cutover and Go-Live Support
• Install Preventive Maintenance Hardware and Spare Parts Kits
• Provide Field Repair and Rapid Replacement Service

Deploy Trial Endoscope Fleet

• Do you want to run an on-site trial with loaner endoscopes? Options: Yes, No, Undecided
• What clinical specialties and procedure types will the trial cover? Options: Diagnostic colonoscopy, Therapeutic colonoscopy/EMR, Upper endoscopy (EGD), Bronchoscopy, Other
• How many procedures per week do you expect to run on trial equipment? Options: <10, 10-25, 26-50, 51-100, >100
• How many scopes (by model/type) should be provided for the trial, and do you require single-use vs reusable scope options?
• What is the desired trial duration and acceptance criteria (e.g., uptime %, image quality sign-off, ADR improvement threshold)?
• Who will be responsible for trial logistics (shipping, cleaning, reprocessing) and where will trial scopes be stored between cases? Options: Customer handles all, Vendor handles shipping only, Vendor handles shipping + reprocessing support, Shared responsibilities (specify)

Install Endoscopy Tower, Processor, and Light Source

• Do you require installation of a full tower (monitor mount, processor, light source) or partial components only? Options: Full tower, Processor + light source only, Monitor replacement only, Other
• Which procedure rooms/locations need installation and how many towers per room?
• What power, mounting, and space constraints exist in the target rooms (e.g., ceiling booms, wall mounts, rack space)?
• What video outputs and integration points are required (e.g., HDMI, SDI, DICOM send, external capture)? Options: HDMI, SDI, DICOM, Custom capture card, Other
• Are there preferred configurations for monitors (size/resolution) or ergonomics (articulating arms, keyboard placement)?
• Who will provide room access and coordinate with biomedical engineering/IT during installation? Options: Customer clinical lead, BME, IT, Facilities, Other

Install Insufflator and Suction Systems

• Which rooms require insufflator and suction installation and how many units per room?
• Do you require CO2 insufflation, air insufflation, or both? Options: CO2 only, Air only, Both, Undecided
• Are there existing medical gas outlets and suction lines in the rooms, or will new plumbing be required? Options: Existing outlets available, Partial plumbing work required, Full plumbing install required, Unsure—need site survey
• What control/interface preferences exist (integrated tower controls, stand-alone unit, touch panel integration)? Options: Integrated with tower, Standalone unit, Remote touch panel, Other
• What uptime and performance expectations should be defined for insufflator/suction hardware (vacuum level tolerance, CO2 flow specs)?
• Who will own and maintain the medical gas/suction equipment after install (customer BME, vendor service contract, third party)? Options: Customer BME, Vendor service contract, Third party, Shared

Install Reprocessing Adapters and Scope Racks

• Do your existing reprocessors and washing/drying workflows support the new scope models, or are adapters required? Options: Compatible—no adapters, Adapters required for connection, New reprocessor required, Unsure—need assessment
• How many scope racks and storage positions are needed for each procedure room or reprocessing area? Options: <5, 5-10, 11-20, >20
• Do you require dedicated transport cases, sealed storage cabinets, or shelf-mounted racks for scopes? Options: Transport cases, Sealed cabinets, Shelf-mounted racks, Custom solution, None
• Are there specific reprocessing standards or compatibility constraints (e.g., automated endoscope reprocessors brands/models) to account for?
• Who will be trained/authorized to mount adapters and load/unload racks during the trial and go-live? Options: Sterile techs, Reprocessing techs, BME, Vendor reps, Other
• What acceptance checks should be performed post-install (fit-checks, leak test pass rate, documented SOP updates)?

Configure AI Polyp Detection Module

• Do you plan to enable an AI polyp detection module during trial or only post-purchase? Options: Enable during trial, Enable post-purchase, Undecided
• Which workflows should the AI integrate with (real-time on-screen alerts, post-procedure review, report annotation)? Options: Real-time alerts, Post-procedure review, Report annotation, All of the above
• Are there regulatory, privacy, or internal approval requirements to enable AI in your facility (e.g., committee sign-off, HITRUST, local IRB)? Options: Yes, No, Unsure—need guidance
• What performance metrics will define AI acceptance (false alarm rate, sensitivity for polyps >5mm, ADR delta)?
• Do you require local processing (on-prem appliance) or cloud-based analysis for AI? Options: On-prem processing, Cloud-based, Hybrid, Undecided
• Which clinicians/groups need access to AI outputs and what export formats are required (video overlays, annotated images, structured data)?

Integrate Imaging with EMR and PACS

• Which EMR and PACS vendors do you use in the sites targeted for integration? Options: Epic, Cerner/Oracle, Meditech, Allscripts, Other, Multiple
• What integration methods are preferred/allowed: HL7, FHIR, DICOM, API, custom connectors? Options: HL7, FHIR, DICOM, Vendor API, Custom connector, Other
• Which data elements must flow into the EMR/PACS (procedure notes, images, video clips, timestamps, AI annotations)? Options: Procedure notes, Still images, Video clips, AI annotations, Structured procedure data, Other
• Do you have IT/Integration resources assigned (network admin, integration engineer) and do they require vendor access for testing? Options: IT assigned and available, IT limited availability, No IT resources—vendor must assist
• Are there security/compliance constraints for outbound connections (VPN, firewall rules, allowlist IPs) or data residency requirements? Options: Yes—strict rules, Standard hospital rules, No special constraints, Unsure—need site survey
• What timeline and acceptance criteria are required for integration (test cases passed, DICOM store test, signed off by IT/clinical)?

Deploy Image Archiving and Storage Appliance

• Do you require a vendor-supplied on-prem storage appliance, integration with existing PACS, or cloud archive? Options: Vendor on-prem appliance, Integrate with existing PACS, Cloud archive, Hybrid
• What retention period and capacity planning do you require (e.g., 1 year, 5 years; estimated TB/month)?
• What redundancy and backup requirements exist (RAID level, off-site replication, snapshots)? Options: RAID + local backup, Off-site replication, Snapshots only, High-availability cluster, Other
• Who needs access to archived images and how will access be authenticated (AD, local accounts, SSO)? Options: Active Directory/SSO, Local accounts, Role-based access control, Other
• Are there bandwidth or network restrictions for large video transfers to archive or cloud storage? Options: Sufficient bandwidth, Bandwidth constrained—need throttling, Unsure—need assessment
• What acceptance tests will confirm archive readiness (successful retrieval, DICOM query/retrieve, performance under load)?

Migrate Procedure Documentation and Reporting

• Do you need migration of historical procedure templates, discrete data fields, and existing reports into the new system? Options: Yes—full migration, Partial migration, No—start fresh, Unsure
• Which reporting KPIs must be supported post-migration (e.g., ADR, withdrawal time, repair spend, uptime)?
• What formats and destinations are required for exported reports (EMR procedure note, PDF, CSV, analytics dashboard)? Options: EMR note, PDF, CSV, Dashboard/BI tool, Other
• How many historical procedure records and what date range need to be migrated? Options: <6 months, 6-24 months, >24 months, All available
• Who will validate migrated content and approve report templates (clinical lead, admin, IT)? Options: Clinical lead, Practice admin, BME, IT, Other
• Are there custom documentation workflows (consent fields, billing codes, procedure modifiers) that must be preserved? Options: Yes—detailed mapping required, Some—standard mapping ok, No

Deliver Physician Hands-On Imaging Training

• Which physician groups require hands-on imaging training (attending physicians, fellows, advanced endoscopists)? Options: Attending physicians, Fellows/trainees, Advanced endoscopists, Other
• How many physicians and how much dedicated time per physician is expected for hands-on training?
• Do you prefer on-site proctored cases, simulation lab sessions, or a mix of both? Options: On-site proctoring, Simulation lab, Hybrid
• What clinical objectives should training cover (image optimization, workflow efficiency, AI interaction, therapeutic device use)? Options: Image optimization, Workflow efficiency, AI interaction, Therapeutic device handling, Other
• What measurable competency criteria will determine training success (validated procedure performance, comfort survey, observed checklist)?
• Do you require training materials, recorded sessions, or credentialing certificates for physicians? Options: Training materials, Recorded sessions, Credentialing certificates, None

Deliver Staff Hands-On Handling and Reprocessing Training

• Which staff roles need training (endoscopy nurses, reprocessing techs, sterile processing, BME)? Options: Nurses/techs, Reprocessing techs, Sterile processing, BME/maintenance, All of the above
• How many staff per role and how many sessions are required to cover shifts and weekends?
• Should training include updated SOPs for cleaning, leak testing, and storage specific to new scopes? Options: Yes—include SOPs, No—existing SOPs suffice, Partial—highlight changes only
• Do you require competency checklists and periodic re-assessment plans after initial training? Options: Yes, No, Maybe—discuss
• Do staff require certification or documentation for compliance/regulatory audits after training? Options: Yes—certificates required, No, Unsure
• Who will coordinate staff schedules for training and who signs off on competency (manager, educator, vendor)? Options: Manager, Clinical educator, BME, Vendor trainer, Other

• Commercial Terms & Pricing Quote
• Statement of Work (SOW)
• Purchase Order / Purchase Agreement
• Financing / Capital Approval Plan
• Delivery & Installation Schedule
• Service Level Agreement (SLA) & Warranty
• Clinical Acceptance Criteria & Sign-off
• Training & Competency Plan
• Integration & IT Responsibility Matrix
• Data Processing & Privacy Addendum (DPA)
• Trial / Loaner Equipment Agreement
• Change Order & Scope Adjustment Procedure
• Insurance, Indemnity & Regulatory Compliance
• Final Signatures & Contract Execution

• Outcomes Validation Review
• Clinical Performance Deep‑Dive (ADR & Image Quality)
• Operational Reliability & Cost Review
• Staff Competency & Reprocessing Compliance Assessment
• Ongoing Optimization, Governance & Shared Channel Setup

• Update reprocessing SOPs and circulate to all relevant staff and BME.
• Confirm verified reduction in repair spend and achievement of uptime targets or document variances.
• Agree remediation steps for recurring failures or SLA shortfalls.
• Approve ongoing monitoring cadence and financial reporting format.
• Reconcile outstanding repair invoices and publish a reconciled cost statement.
• If SLA gaps found, initiate corrective action with service provider and set review deadlines.
• Add MTTR and uptime widgets to the shared dashboard for weekly review.
• Training Summary & Pass Rates
• Confirm staff meet defined competency thresholds or agree remediation actions.
• Ensure reprocessing performance meets infection-control acceptance criteria.
• Establish ongoing training cadence and audit schedule.
• Schedule remedial hands-on sessions for staff who did not meet competency thresholds.
• Introductions & Meeting Objectives
• Log competency certifications and QA reports to the shared channel for auditability.
• Shared Channel & Reporting Template
• Implement a shared, auditable channel for ongoing issues, dashboards, and enhancement requests.
• Agree governance, KPI ownership, and escalation procedures for sustained performance.
• Prioritize and schedule enhancements and a measurement cadence for continued improvement.
• Create the shared channel, upload dashboards, and grant access to governance members.
• Publish the escalation matrix and contact list in the shared channel.
• Publish the prioritized enhancement backlog and schedule the first optimization sprint.
• Confirm whether the deployment meets the documented success signals and formally accept or document gaps.
• Agree on owners, timelines, and metrics for any remediation actions required.
• Create a final validation record to be stored in the shared channel.
• Publish the outcomes dashboard and final validation report to the shared channel.
• Assign remediation owners for each identified gap with timelines and check-ins.
• Schedule follow-up validation checkpoint (date and scope).
• One-sentence Current State & Consequence
• Validate that ADR improvement meets the predefined clinical success threshold.
• Obtain clinician confirmation that image quality changes produce meaningful clinical benefit.
• Document any remaining clinical concerns and agree next validation steps if required.
• Record clinician sign-offs and attach representative case clips to the acceptance file.
• If ADR target unmet, commission independent audit or extend trial with defined scope.
• Publish clinical findings summary and Q&A transcript in the shared channel.
• Meeting Objective & Baseline Statement
• Repair Spend Reconciliation
• Governance & Escalation Matrix
• Current-state Baseline Recap
• Competency Demonstration / Assessment Findings
• Presentation of Sample Cases & Video Clips
• Enhancement Backlog & Prioritization
• Measured Outcomes Presentation
• Uptime, MTTR & Incident Review
• Quantitative ADR & Detection Metrics
• Reprocessing QA & Infection Control Metrics
• SLA & Service Partner Performance
• Remediation Plan for Gaps
• Tie Imaging Differences to Clinical Consequence
• Measurement Cadence & Quarterly Optimization Plan
• Variance and Root-cause Analysis
• Validation & Physician Confirmation
• Financial Impact & Forecast
• Financial & Operational Consequence Summary
• Calendarize Governance Meetings
• Decision & Next Steps