Separate the device from the services around it
Ask the supplier to distinguish the physical device and accessories from installation, training, software subscriptions, maintenance and consumables. Confirm the requirements for the premises, staff and commissioning with the appropriate advisers.
| Part of the package | Question to resolve |
|---|---|
| Device and accessories | What is being acquired, who supplies it and what is the complete price? |
| Installation and training | When are they complete, and what cash is due before clinical use? |
| Software and servicing | Which charges recur, when do they change and what support is included? |
| Building work or premises changes | What is separate from the movable equipment, and how is it paid? |
| Consumables and additional staff | What does each delivered appointment add to operating cash costs? |
Swipe or scroll the table sideways to see every column.
A combined supplier invoice does not mean every item receives the same finance treatment. Atlas can help you organise the costs before comparing the funding required for equipment and for the practice around it.
Test delivered appointments, not available slots
Consider a hypothetical device service with $180 collected per delivered appointment and $70 in appointment-related costs, including the entered staff and consumable allocation. Assume $4,000 of additional fixed monthly cash costs: an illustrative $2,500 finance payment plus $1,500 of other fixed costs. No reimbursement schedule, market fee or clinical demand is implied.
| Appointments delivered in the month | Contribution at $110 each | After $4,000 fixed costs |
|---|---|---|
| 30 | $3,300 | −$700 |
| 40 | $4,400 | $400 |
| 60 | $6,600 | $2,600 |
Swipe or scroll the table sideways to see every column.
The entered costs require at least 37 whole appointments to cover the monthly fixed amount: $4,000 ÷ $110 is 36.36. Available slots do not produce that contribution when appointments are not delivered. Keep cancellations, practitioner availability and collection delays in the cash plan.
For a service using half an hour per appointment, 40 appointments represent 20 billable hours. To reproduce that row in the equipment tool, enter 40 available hours and 50% billable utilisation, $360 revenue and $140 variable cost per billable hour, a $2,500 monthly finance payment and $1,500 of other fixed monthly costs. Do not enter the full $4,000 in the other-fixed-cost field as well as the finance payment. The result is $400 of monthly cash contribution after the entered commitments; it does not establish clinical suitability, demand or lender approval.
Plan the time between delivery and receipts
Put supplier payment, installation, training, commissioning and first use on one timeline. Budget rent, staff, software and other costs incurred during the ramp-up. A useful downside case delays the first usable appointment as well as reducing volume.
Keep this operating reserve separate from the amount borrowed for the device. The practice may need different arrangements for equipment, premises works and cash during expansion.
What if the technology needs replacing early?
Compare the anticipated upgrade date with the finance term and software-support period. Ask for the early-payout or return conditions, ownership position, service obligations and cost of a replacement.
Check what happens during a breakdown: service response, replacement access, recurring payments and any exclusions in the support agreement. Do not assume an upgrade or automatic ownership transfer is included because the supplier also discusses finance.
Discuss the device and practice plan with Atlas
Bring the itemised supplier package and how you expect to use the equipment. We can help assess the funding need, compare the structure and cash questions, and identify the evidence needed to investigate options.
For a new practice or new service, show your cash contribution and the assumptions behind appointments and receipts. For a replacement, explain existing usage and what changes with the new device.
What to prepare
- Itemised device, installation, training and support costs
- Premises and commissioning requirements confirmed with advisers
- Usage and cash-receipt assumptions with a slower ramp-up
- Staff, consumables and recurring software/service costs
- Existing finance and expected upgrade/replacement date
- Practice financial information and available cash contribution
Common questions
Can finance include a whole practice fit-out?
Do not assume device finance covers building works, fixtures and operating costs. Itemise each part so the appropriate funding need can be discussed.
Can a new practice explore medical equipment finance?
Yes. Bring the practice plan, cash contribution, device quote and evidence behind the expected activity. Providers assess the full proposal; professional qualifications or a supplier quote do not establish approval.
Are software and maintenance included?
They may be bundled in the supplier package but treated differently in the finance proposal. Check recurring charges, support duration and the items that need separate cash.
What if I upgrade before the agreement ends?
Obtain the payout or lease-exit terms and any transfer/return conditions. Compare the remaining commitment with the new equipment costs and realistic sale proceeds, if sale is permitted.
General information only. Product terms and availability vary. Check the actual proposal and obtain advice appropriate to your circumstances.