12 Questions to Ask Before You Hire a Hospital Logistics Company
Vetting hospital logistics vendors? Ask these 12 questions about handling, timing, insurance and communication before you sign.
The quickest way to find out whether a vendor is right for your facility is to ask good questions and listen closely to the answers. Sales pages all sound alike. A phone call or an RFP response does not, because it forces specifics.
Below are twelve questions to put to any hospital logistics company, why each one matters and what a good answer sounds like. Use them on a call, paste them into an RFP, or hand them to whoever on your team is collecting bids.
How to use these questions
Ask every vendor the same questions in the same order, and write down what they say. Pay attention to how quickly and specifically they answer. A vendor who has done the work will answer from memory. One who has not will answer with adjectives.
It helps to have a real job in mind when you ask. Pick a recent or upcoming move, such as a monitor going to a new clinic or an analyzer coming back from repair, and ask each vendor how they would handle that exact load. Concrete examples get concrete answers.
The 12 questions
1. What medical equipment have you moved recently?
Why it matters: experience with your type of device is the best predictor of a clean move. A good answer: names actual device types and describes how they were prepared, not "we move everything."
2. Will my load share a truck or go through terminals?
Why it matters: every transfer adds handling and risk. A good answer: a clear yes or no, and if it is a dedicated hot shot run, confirmation that the unit stays on one truck.
3. What handling equipment will the crew bring?
Why it matters: care depends on tools. A good answer: liftgate, padding, straps and anything specific to your unit, without you having to prompt them.
4. Does the price include inside delivery and placement?
Why it matters: dock-only quotes leave the hardest part to your staff. A good answer: delivery to the room is included and spelled out in writing.
5. How do you schedule around our dock and elevators?
Why it matters: hospitals run on tight dock windows and shared elevators. A good answer: they ask for your receiving contact and plan the arrival around your slot.
6. What happens if I call at 2 a.m.?
Why it matters: urgent replacements happen off-hours. A good answer: a person answers and can dispatch, not just take a message.
7. How do you handle a missed delivery window?
Why it matters: delays happen, and silence makes them worse. A good answer: you hear about it early, with a new plan, from someone who knows the job.
8. Can you send a certificate of insurance before the job?
Why it matters: many facilities will not let a crew in without one. A good answer: yes, made out to your facility, sent ahead of time.
9. How do you document condition at pickup and delivery?
Why it matters: a written record protects both sides if there is a problem. A good answer: notes and photos at both ends, shared with you.
10. Who is my point of contact?
Why it matters: you should not have to re-explain the job to a new person every call. A good answer: one named person or team from quote to delivery.
11. Can you take the old unit away?
Why it matters: replacing equipment usually means removing something too. A good answer: yes, with a plan for where it goes and who signs for it.
12. Which of our facility addresses do you cover?
Why it matters: a vendor near one campus may not reach the others. A good answer: a specific yes or no for each address you list.
Scoring the answers
After each call, mark which of these held true:
- Answers were specific, not general
- Nothing important was left for "we will figure it out on the day"
- Inside delivery and placement were confirmed
- Insurance and condition records were offered without pushback
- You know who to call if something changes
A vendor who checks every box is worth a trial job. One who misses two or more is telling you how the actual move will go.
How RapidMed Logistics answers
You can put these questions to us directly. Here is what we can tell you up front:
- We provide 24/7 hot shot medical equipment logistics.
- White-glove inside delivery and placement is part of our service.
- We offer same-day pickup across VA, MD, DC and NC, and next-day delivery is available.
- Dispatch answers at 866-216-7742, and you can request a quote online any time.
For the rest, call us and ask. If you are planning something larger, our guide to planning a hospital department relocation is a good next read. You can also review our services, the equipment we move and our locations, or get a quote.
Frequently asked questions
- Can I use these questions in a formal RFP?
- Yes. They work as written in an RFP or vendor questionnaire. Ask every vendor the same questions so you can compare answers side by side.
- Which question matters most?
- It depends on the job, but asking whether delivery includes inside placement and whether the load goes through terminals will separate vendors quickly.
- What if a vendor will not answer a question?
- Treat it as an answer. If a vendor cannot or will not explain how they handle your equipment before the job, it is unlikely to get clearer on delivery day.
- How do I get RapidMed Logistics to answer these questions?
- Call dispatch at 866-216-7742, any time of day, or request a quote online and list the questions you want answered along with the details of your move.
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Ask us all twelve.
Call dispatch 24/7 at 866-216-7742 or request a quote online with the details of your move.
