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4. Frequently Asked Questions

Frequently Asked Questions

1. How does the PERT process benefit me?

   There are several benefits to this process. These include doing due diligence regarding potential new equipment or products for patient care areas to:
      - Ensure that all new items meet local, state, and national safety/FDA regulations and compliance standards
      - The item is entered into the Duke SAP master to ensure that pricing and ordering information are current for the item.
      - Staff education is arranged when necessary as the item is introduced into patient care areas.
      - Ensure that the vendor providing the product meets approved Duke University Health System liability insurance requirements and appropriate terms and conditions have been signed off on by the vendor that protects DUHS and our patients.

2. How do I know if a product has been approved in the Duke system?

   You should check with your entity Materials Management representative who supports your unit when ordering supplies and equipment.

3. Who do I contact if I want to incorporate a new product (use on a regular basis) in the Duke system?

   Your Nurse Manager, supervisor, or Materials Management representative.

4. Do I have to fill out a request form?

   Yes – The New Product and Equipment Request Form
   

5. Is there a specific office that I should contact?

   Please contact your entity Materials Management representative, Alice Walker (919-668-
   3307) or Brooke Berson (919-668-3391) in Procurement Services.

6. What information regarding the new product do I need to supply?

   Area of service (which clinical area), clinical use (what does it do), product information,
   (i.e., part MFG name, part number, description) as well as any product the requested item should replace. In general the more information provided the better. It is important to indicate why a product that duplicates a current product should be brought in. It is also important to indicate whether the requested product will be used across multiple clinical areas so that additional education will be need to be arranged as part of the product introduction.

7. Who has to sign the request form?

   The product or equipment requestor should sign the form.

8. Does the product representative have to be present the product in a committee meeting?

   No. However the requestor is encouraged to attend and is welcomed at the PERT meeting. The requestor should be able to respond to the questions that the PERT members may ask.

9. How long it will take to get product approval?

   This time will vary depending on factors such as the timing and urgency of the request. The requestor will receive an email notification at each step of the approval process. On average, it will take 30 days.

10. Is there a short cut for this process?

    The process is shortened only for urgent or emergent requests. Please refer to the PERT policy for additional details.

11. After the product is approved, how long it will take to have it in patient care areas?

    It varies by each product. For instance, education may need to be arranged, Supply Chain issues may need to worked out, and in some cases existing product may need to be exhausted before the product is introduced.

12. Can vendors bring free trials in during this process?

    This must be arranged and approved by the PERT process. This is necessary so due diligence is done for every product used in patient care areas.
    

13. What role does the DUHS Nurse Executive Council play in the PERT process?

    The Nurse Executive Council provides oversight to the PERT process. The Nurse Executive Council will review all requests for new product introduction that do not support standardization and/or have a negative impact on staffing and operating costs.