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How do vendors get approved to sell to a hospital?

Also called: Health System Procurement Protocol, vendor credentialing, hospital RFP process

Hospital vendor onboarding is the set of steps a supplier goes through before it can sell to or visit a hospital: responding to requests for proposal (RFPs), registering as a supplier, passing legal and security reviews, and credentialing reps who visit clinical areas.

By John Britton, VP of Marketing, MedicalProspects · Updated November 4, 2026 · Buyers & Committees

Why it matters for healthcare sales and marketing

Many deals slow down after the buyer says yes, because the vendor isn't set up in the hospital's systems yet. Knowing the steps lets sales teams start them early and forecast more accurately.

How it works

  • RFPs. For larger purchases, supply chain or IT issues a request for proposal and scores responses against set criteria.
  • Supplier registration. Tax, insurance and banking details so the hospital can pay you.
  • Reviews. Legal contract review, and security reviews for software and connected devices.
  • Vendor credentialing. Reps who visit patient-care areas usually register in a credentialing system and show proof of training, immunizations and background checks.
  • Value analysis. New clinical products typically also go through the value analysis committee.
Five onboarding steps: RFP, supplier registration, legal and security review, vendor credentialing, then approved to sell and visit.
Start onboarding steps early so they don't delay an approved deal.

Example

Illustrative scenario. A surgical device company wins a surgeon champion's support at a new hospital. Instead of waiting, its sales operations team starts supplier registration and rep credentialing the same week, and sends the security questionnaire for its connected device. By the time the value analysis committee approves a trial, the company can ship and the rep can attend cases.

Common mistakes

  • Starting paperwork after the yes. Begin registration and credentialing early.
  • Forgetting security reviews. Software and connected devices often need one.
  • Showing up uncredentialed. Reps can be turned away from clinical areas.

Related terms

  • Value Analysis Committee (VAC)A value analysis committee (VAC) is a multidisciplinary hospital or health system team that reviews requests for new products and decides whether to approve them, weighing clinical evidence, safety, total cost and fit with existing contracts.
  • Group Purchasing Organization (GPO)A group purchasing organization (GPO) negotiates contracts with manufacturers and distributors on behalf of its member hospitals and health systems, using their combined buying volume to win better prices and terms. Members then choose whether to buy on those contracts.
  • Hospital Buying CommitteeA hospital buying committee is the group of people who decide on a purchase together. It usually includes an economic buyer who controls budget, a clinical champion, technical evaluators, supply chain, the end users, and anyone who can block the deal.
  • Integrated Delivery Network (IDN)An integrated delivery network (IDN) is an organization that owns or runs several kinds of care settings, typically hospitals, physician groups, outpatient centers and post-acute care, under one parent, usually with shared purchasing, IT and clinical standards.

Put it to work

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