How We Work

A five-step procurement workflow, documented end to end.

Medicachoice operates on a back-to-back procurement model. Equipment is sourced against a confirmed buyer order, under a defined trade-finance structure, with documentation issued in advance of arrival.

Procurement workflow

Step / 01

RFQ submission and scoping conversation

An enquiry is received via the website, a tender platform, or a partner referral. Procurement opens a working file, reviews specifications, and confirms scope with the buyer in writing.

Specification clarification: model, configuration, accessories, intended use
Destination and Incoterms: port of discharge, freight responsibility, insurance
Documentation requirements: country-specific registration and conformity
Indicative timeline aligned to the buyer's tender or procurement window

Step / 02

Sourcing and quotation

Procurement issues RFQ to a shortlist of vetted manufacturers, validates conformity documentation, and consolidates a single quotation against the buyer's spec.

Manufacturer shortlisting based on vetted partner network
Validation of CE / UKCA / FDA / country-specific conformity
Consolidated pricing in agreed currency and Incoterms
Quotation issued with itemised lead time and documentation scope

Step / 03

Order confirmation and trade finance

On buyer acceptance, terms are formalised. Medicachoice operates on a back-to-back procurement model. Orders are confirmed with the manufacturer only after buyer order confirmation and agreed payment structure.

Pro-forma invoice and order confirmation issued
Letter of Credit terms negotiated through a UK clearing bank
Alternative structures: advance payment, escrow, or staged release
Back-to-back manufacturer order placed on confirmed buyer position

Step / 04

Manufacturing, QC, and pre-shipment inspection

Lead times are tracked through manufacturing. Pre-shipment inspection is arranged via an independent inspection agency or, where preferred, the buyer's nominated inspector.

Manufacturing milestone tracking and weekly status
Independent pre-shipment inspection (SGS, Bureau Veritas, or equivalent)
QC report and conformity pack issued before release of shipment
Photographic record of packed goods on request

Step / 05

Shipment, customs documentation, and handover

Freight is booked under agreed Incoterms. Full documentation pack is provided in advance of arrival, ready for customs clearance and country registration where required.

Freight forwarder appointed (sea, air, or multi-modal)
Full documentation pack delivered ahead of arrival
Customs clearance support and country-registration paperwork
Installation and commissioning coordination, where contracted

“The paperwork pack arrives before the freight does, and the freight arrives exactly as the paperwork describes.”

Medicachoice procurement principle

Submit an RFQ

A procurement response will follow within one business day, with indicative pricing and documentation scope.

Request a Quote