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Your equipment order is confirmed. Before it arrives, a few practical arrangements can help your team receive it, account for the components, and coordinate the next steps.
Use this checklist when preparing an ophthalmology or optometry practice for an instrument delivery. Confirm the details for your specific shipment with the seller and delivery provider.
1. Agree on what the delivery service includes
Ask where the equipment will be delivered and who will move it from that point to its intended room. Confirm whether unloading, movement inside the building, unpacking, installation, and removal of packing materials are included or need separate arrangements.
Visumed Equipment offers optional hand delivery, with installation available as part of that service when selected. Discuss the destination, scope, and quote before scheduling. Our FAQ and Shipping page explain the available arrangements.
2. Check the entire route to the room
Walk the route from the delivery entrance to the final location. Note steps, tight turns, narrow doors, elevator access, and any building restrictions. Share photos and measurements with the delivery team when access is uncertain.
Ask for the relevant packed dimensions and weight, as well as the dimensions of the instrument and any table. A doorway that accommodates the assembled instrument may still be too narrow for its crate. Agree on a handling plan rather than assuming the packaging can be removed at the entrance.
3. Prepare the room and assign a contact
Clear the intended location and ask the seller or installer for the applicable site requirements. Have your facilities or IT team confirm any necessary electrical, network, computer, or space arrangements against the requirements of the actual configuration.
Choose one staff member to receive delivery updates and be available on the day. Give that person the order details, packing list, and seller’s contact information. Keep a backup contact available if the primary person is seeing patients.
4. Document the shipment as it arrives
Review the seller’s and carrier’s receiving instructions before delivery. When the shipment arrives, inspect accessible packaging and note visible concerns, such as crushed panels or damaged wrapping, following the delivery provider’s process.
Photograph any concerns and contact the seller promptly for instructions. Keep the shipment information and relevant packaging while an issue is being assessed. If the equipment appears damaged, pause setup and obtain guidance before operating it.
5. Match the contents to the agreed package
Once unpacking is appropriate, check the instrument and accessories against the order. Depending on the system, that may include a table, computer, probes, footswitch, charging equipment, cables, or manuals.
Record missing or unexpected items clearly. For example, “one footswitch listed on the order; none located in the unpacked boxes” gives the seller a specific issue to resolve. Avoid substituting an accessory from another instrument without confirming compatibility.
6. Coordinate setup before scheduling use
Confirm who will perform installation and the applicable checks, and arrange any staff training separately if needed. Follow the manufacturer’s instructions and your practice’s procedures before putting the instrument into service.
The World Health Organization describes incoming inspection, installation, commissioning, and user training as parts of medical equipment management. Allow time for the relevant steps when planning your first appointments with the equipment.
Make the delivery plan part of your order
A short written plan should identify the delivery contact, destination room, access limitations, included services, and outstanding setup tasks. Share it with everyone involved before the arrival date.
Contact Visumed Equipment to discuss your equipment purchase and hand-delivery options. If you are replacing an instrument, ask about selling or trading it and coordinate any pickup as a separate part of the plan.