Portable X-ray installation and handover should establish what was delivered, what was checked, who was trained and which actions remain open. Delivery of the machine is one milestone; readiness for patient use also depends on the facility’s technical, clinical and regulatory requirements.

Use this administrative checklist with the supplier, biomedical team and responsible radiology staff. Equipment-specific setup, radiation safety assessments and acceptance testing should be handled by appropriately qualified personnel using the manufacturer’s instructions and applicable requirements.

1. Agree the handover scope before delivery

Name one hospital coordinator and one supplier contact. Confirm the delivery date, equipment location, people who must attend, and which installation, integration, testing and training services are included. Ask for a written list of prerequisites so unresolved power, access or network requirements do not emerge on the handover day.

• Identify the exact generator, detector, workstation and accessories expected under the purchase order.

• Confirm who checks site readiness, equipment compatibility and any required hospital-system integration.

• Agree the acceptance evidence, document owners and process for recording unresolved items.

2. Reconcile the delivered equipment

Match the delivery note against the approved scope of supply. Record model names, serial numbers and quantities. Check packaging and visible condition with the supplier, and photograph any delivery damage under the hospital’s normal process. Keep a dated record of shortages or substitutions rather than signing an unqualified receipt.

Include chargers, batteries, switches, stands, detector holders, cables, manuals and software entitlements where these were ordered. A generator-only purchase and a complete DR package will have different inventories.

3. Record integration and commissioning evidence

Ask the qualified installation team to document the work performed and the equipment combination tested. Keep the applicable commissioning, quality assurance and acceptance records with the asset file. The hospital’s responsible staff should review outstanding findings and agree who closes each action.

Where image transfer is part of the order, ask the authorised team to demonstrate the agreed workflow using suitable test or de-identified data under hospital policy. Record the destinations tested, software versions and any functions excluded from the demonstration. Do not assume that a working workstation proves that every network connection has been configured.

4. Verify permissions separately from delivery acceptance

AERB’s consenting guidance distinguishes equipment type approval from end-user licences and consents. Equipment paperwork and a supplier’s delivery sign-off do not by themselves establish the facility’s permission to operate.

AERB’s published diagnostic radiology requirements state that diagnostic X-ray equipment must not be used for patient diagnosis without the required operating licence. Have the responsible facility team verify the current process and requirements for the intended use before clinical operation.

5. Complete training and support handover

Record who attended the supplier’s equipment training, the date, topics covered and manuals supplied. Agree how additional operators will be trained and where staff can find approved operating and maintenance instructions. A short delivery demonstration should not be treated as proof of professional qualification or authorisation.

Keep service contacts, escalation routes, warranty start and end dates, exclusions and the fault-reporting process in the asset file. Ask which components have separate warranty arrangements and whether preventive maintenance or software support is included. Record response commitments exactly as agreed in the contract.

A simple handover record to keep

• Asset and purchase-order references; generator, detector and workstation identifiers.

• Inventory reconciliation; commissioning and acceptance document references.

• Integration checks; training attendance; manuals and licence entitlements received.

• Regulatory readiness owner; open actions with responsible person and target date.

• Hospital and supplier signatories; warranty details and service escalation contacts.

Can we sign the delivery note if something is missing?

Follow the hospital’s procurement policy and record any shortage or qualification clearly. Delivery receipt, technical acceptance and permission for clinical use should each have an explicit status.

Where can Humanic help with handover?

Review Humanic’s commissioning, QA and training services and request a written handover scope for your equipment and facility. For the approval terminology, see our AERB documentation guide.