When a medical device shortage creates an urgent requirement, procurement teams need to move quickly without losing control of product identity, supplier verification, documentation or approvals. This guide explains a practical process for handling urgent sourcing requests.
Quick answer
Emergency sourcing should shorten the procurement cycle, not remove essential controls. Start with the exact device requirement, confirm whether stock can be obtained through existing channels, verify the supplier and available stock, document any deviation, and obtain the required approval before placing the order.
For a wider procurement framework, see our medical device procurement guide for the UAE and medical device RFQ checklist.
Checks before urgent sourcing
| Check | What to confirm | Procurement purpose |
|---|---|---|
| Exact product | Manufacturer, catalogue/reference number, configuration, size and pack quantity. | Prevents an urgent order becoming a wrong-item order. |
| Current stock | On-hand stock, open purchase orders, expected delivery and possible internal redistribution. | May resolve the shortage without a new source. |
| Supplier | Legal identity, product scope, contact details and appropriate supporting evidence. | Reduces supplier and authenticity risk. |
| Availability | Whether stock is physically available, allocated and ready for dispatch. | Separates confirmed stock from estimated availability. |
| Approval | Required procurement, technical or clinical approval for exceptions. | Keeps emergency decisions accountable. |
Emergency sourcing workflow
- Define the shortage: record the required quantity, required-by date, affected service and existing contingency.
- Confirm internal options: check usable stock, open orders and approved alternative supply routes.
- Prepare a reference-specific RFQ: include the manufacturer, reference number, configuration, quantity, destination and delivery requirement.
- Verify supplier and availability: distinguish physically confirmed stock from unverified or future availability.
- Compare the offer: review exact match, documentation, shelf life, delivery timing, landed cost and payment terms.
- Approve any deviation: document the reason and required authorisation before ordering an alternative or exception.
- Close the emergency: reconcile duplicate enquiries or orders and record what should change in the contingency plan.
Supplier and stock verification
Shortages can create pressure to accept a supplier’s first availability statement. Instead, ask for evidence that connects the quoted product to the exact requirement. Where appropriate, verify product identifiers, packaging information, supporting documentation and the supplier’s authority to supply the product.
For unfamiliar sources, use a risk-based review. The level of checking should reflect the product and transaction risk rather than simply the urgency of the request. A high-risk or procedure-critical device should not receive less scrutiny merely because the requirement is urgent.
Handling alternatives
If the requested reference is unavailable, treat a substitute as a separate decision rather than silently changing the RFQ. Record the proposed manufacturer and reference, the reason for substitution, supporting product information and the person responsible for approving the change.
Procurement teams should not make clinical equivalence decisions solely from a catalogue description. Where an alternative requires clinical or technical assessment, route it to the appropriate authorised stakeholder.
For more detail on controlled substitutions, see our guide to medical device product substitution.
Documentation
Keep a concise emergency sourcing record containing the original request, RFQ, supplier responses, product evidence, quotation, approvals, delivery commitment and final order details. Recording the decision at the time is easier than reconstructing it after the shortage has passed.
- Exact product and quantity requested
- Required delivery date and destination
- Supplier identity and verification notes
- Availability evidence and promised dispatch date
- Quotation and landed-cost assumptions
- Product and quality documentation reviewed
- Alternative or exception approval, where applicable
- Final purchase order and receiving outcome
Common mistakes
- Confusing an availability statement with confirmed stock. Ask what is physically available and when it can dispatch.
- Removing product-reference checks because the requirement is urgent. Keep the exact reference visible throughout the RFQ, quotation and purchase order.
- Accepting a substitute without documented approval. Treat alternatives as a separate decision and record the approval.
- Leaving duplicate emergency orders open after supply recovers. Reconcile outstanding enquiries and orders as soon as the shortage is resolved.
Final checklist
- Shortage and required-by date are documented.
- Exact manufacturer/reference/configuration has been confirmed.
- Existing stock and open orders have been checked.
- Supplier identity and product evidence have been reviewed.
- Physical or otherwise reliable availability has been confirmed.
- Quotation, delivery and shelf-life requirements have been compared.
- Any substitution or exception has the required approval.
- Final order and receiving records match the approved requirement.
Frequently asked questions
Should emergency sourcing skip normal procurement controls?
The process can be accelerated, but essential controls for product identity, supplier verification, documentation and authorised exceptions should remain proportionate to risk.
What information should an urgent medical device RFQ contain?
At minimum, provide the manufacturer or requested product family, exact reference where known, configuration or size, quantity, destination and required delivery date.
How should a substitute be handled?
Record the proposed alternative separately and route any required technical or clinical assessment to the authorised stakeholder before purchase.
Related procurement guides
Share the manufacturer, catalogue/reference number, configuration, quantity, destination and required delivery date so the enquiry can be reviewed against the exact requirement.
Editorial note: Procurement and regulatory requirements can vary by product and jurisdiction. Confirm current manufacturer documentation and applicable local requirements before acting.
