Equipment and Supplies Checklist¶
Overview¶
Starting a Direct Primary Care practice does not require massive equipment investment. Start with essentials, add as needed, and let your practice style guide purchases. Many expensive items can wait until patient volume (and revenue) justifies them.
This guide provides prioritized equipment and supply lists for each stage of practice growth.
Prerequisites¶
- Office space secured or arrangement made (see Office Space Guide)
- Budget parameters established
- Understanding of services you plan to offer
The Lean Principle: Buy as You Grow¶
Equipment Philosophy¶
New physician temptation: Buy everything you might need before seeing your first patient.
Better approach: Buy what you need NOW. Add equipment when patient demand justifies it.
Why This Works¶
- Conserves startup capital
- Reduces risk if practice adjusts
- You learn what you actually use
- Revenue can fund equipment purchases
- Technology improves while you wait
What Happens When You Don't Have Something¶
Most situations have solutions: - Send patient to lab/imaging - Borrow from nearby practice (networking!) - Refer out temporarily - Order the equipment when pattern emerges
Equipment by Stage¶
Stage 1: Minimum Viable Practice¶
Essential equipment to see your first patient:
| Item | Est. Cost | Notes |
|---|---|---|
| Stethoscope | $100-300 | You probably have one |
| Blood pressure cuff (manual) | $30-80 | Reliable baseline |
| Thermometer | $20-50 | Digital or temporal |
| Pulse oximeter | $25-50 | Finger type sufficient |
| Otoscope | $100-300 | Basic handheld |
| Penlight | $5-20 | |
| Reflex hammer | $15-30 | |
| Scale | $50-150 | Digital, with height rod ideal |
| Exam table | $500-2,000 | Can be basic; upgrade later |
| Total | $850-2,980 |
Add if subleasing/shared space: Often included; check before buying.
Stage 2: Functional Primary Care (25-75 patients)¶
Add these as patient volume grows:
| Item | Est. Cost | Notes |
|---|---|---|
| Ophthalmoscope | $200-500 | Or combo otoscope/ophthalmoscope |
| Blood pressure cuff (large) | $40-80 | For larger patients |
| Glucometer | $30-100 | Point-of-care glucose |
| Nebulizer | $50-150 | For respiratory treatments |
| EKG machine | $1,500-4,000 | When volume justifies; consider referral initially |
| AED | $1,200-2,500 | Recommended for any medical office |
| Sharps container | $15-30 | Required if any injections/procedures |
| Minor procedure tray | $100-300 | Basic instruments for wound care, etc. |
| Stage 2 Total | $3,135-7,660 | Add over time as needed |
Stage 3: Full-Service Practice (75+ patients)¶
Add based on your practice focus:
| Item | Est. Cost | Notes |
|---|---|---|
| Spirometer | $1,000-3,000 | For asthma/COPD management |
| Point-of-care testing (rapid strep, flu, UA) | $500-1,500 | Convenience, faster diagnosis |
| Cryotherapy unit | $200-500 | For wart/skin lesion treatment |
| Centrifuge | $300-800 | If doing in-house labs |
| Autoclave | $1,500-4,000 | If sterilizing instruments |
| Doppler | $200-500 | Vascular assessment |
| Colposcope | $3,000-8,000 | Only if doing women's health procedures |
| Stage 3 Total | $6,700-21,300 | Very practice-dependent |
Detailed Equipment Lists¶
Diagnostic Equipment¶
| Item | Priority | Est. Cost | Notes |
|---|---|---|---|
| Stethoscope | Essential | $100-300 | Quality matters; Littmann or similar |
| BP cuff (manual) | Essential | $30-80 | More reliable than many digital |
| BP cuff (digital) | Nice to have | $50-100 | For quick checks; verify with manual |
| BP cuff (large) | Important | $40-80 | Must have for larger patients |
| Thermometer | Essential | $20-100 | Temporal or digital |
| Pulse oximeter | Essential | $25-50 | Finger type |
| Otoscope | Essential | $100-500 | With specula |
| Ophthalmoscope | Important | $200-500 | Or combo unit |
| Scale | Essential | $50-300 | Digital; with height rod |
| Tape measure | Essential | $5-10 | Waist circumference, wounds |
| Snellen chart | Important | $20-50 | Vision screening |
| Glucometer | Important | $30-100 | Point-of-care |
| Monofilament | Nice to have | $10-20 | Diabetic foot screening |
Cardiac/Respiratory¶
| Item | Priority | Est. Cost | Notes |
|---|---|---|---|
| EKG machine | As needed | $1,500-4,000 | Wait until volume justifies |
| Nebulizer | Important | $50-150 | Respiratory treatments |
| Peak flow meter | Nice to have | $20-40 | Asthma management |
| Spirometer | As needed | $1,000-3,000 | When volume justifies |
| AED | Recommended | $1,200-2,500 | Every medical office should have |
Procedure Equipment¶
| Item | Priority | Est. Cost | Notes |
|---|---|---|---|
| Minor surgery tray | As needed | $100-300 | Wound care, removals |
| Biopsy punch set | As needed | $50-100 | Disposables available |
| Cryotherapy unit | As needed | $200-500 | Warts, skin lesions |
| Suture kit | As needed | $50-100 | Or use pre-packaged |
| Splinting materials | As needed | $50-150 | If offering orthopedics |
| Casting supplies | Rarely needed | $100-300 | Most refer for casts |
| IUD insertion kit | As needed | $100-200 | If offering LARC |
Point-of-Care Testing¶
| Item | Priority | Est. Cost | Notes |
|---|---|---|---|
| Rapid strep test | Nice to have | $150-300 | Convenience |
| Rapid flu test | Nice to have | $150-300 | Seasonal value |
| Urine dipsticks | Nice to have | $30-50 | Quick UA |
| Urine pregnancy test | Nice to have | $30-50 | Point of care |
| Hemoglobin A1C | As needed | $300-800 | Point-of-care options |
Office Equipment and Furniture¶
Essential Office Equipment¶
| Item | Priority | Est. Cost | Notes |
|---|---|---|---|
| Computer/laptop | Essential | $800-2,000 | For EMR, documentation |
| Second monitor | Important | $150-300 | Significantly improves efficiency |
| Printer | Essential | $100-300 | For patient materials, prescriptions |
| Fax (or e-fax) | Important | $0-30/mo | Still needed for referrals |
| Phone | Essential | $100-300 | Dedicated line or VoIP |
| Internet | Essential | $50-100/mo | Reliable high-speed |
| Secure shredder | Essential | $50-150 | HIPAA requirement |
Furniture¶
| Item | Priority | Est. Cost | Notes |
|---|---|---|---|
| Exam table | Essential | $500-2,000 | Basic fine initially |
| Physician stool | Essential | $100-300 | Rolling, adjustable |
| Guest chairs (exam room) | Essential | $100-300 | 2 chairs |
| Desk | Important | $150-500 | For office/workspace |
| Desk chair | Important | $100-400 | Ergonomic recommended |
| Waiting room seating | As needed | $200-500 | 2-4 seats often sufficient |
| Storage cabinet | Important | $100-300 | For supplies |
| File cabinet | As needed | $100-200 | If paper records |
Medical Supplies (Consumables)¶
Initial Stock¶
Budget $500-$1,500 for initial consumable supplies.
Exam Supplies: - Exam table paper - Gowns (paper or cloth) - Gloves (multiple sizes, nitrile and latex) - Tongue depressors - Cotton balls/swabs - Alcohol prep pads - Hand sanitizer - Tissues - Otoscope specula (disposable)
Clinical Supplies: - Bandages (various sizes) - Gauze - Tape (paper, cloth) - Syringes (various sizes) - Needles (various sizes) - Sharps containers - Specimen cups - Blood tubes (if drawing labs) - Butterfly needles - Tourniquets - Suture material (basic set) - Steri-strips - Skin prep - Local anesthetic (lidocaine)
Office Supplies: - Printer paper - Patient forms - Business cards - Pens - Prescription pads (if not e-prescribing)
Supply Vendors¶
Medical Supplies: - McKesson - Henry Schein - Medline - Amazon (for some items) - Costco/Sam's Club (gloves, sanitizer)
Office Supplies: - Staples/Office Depot - Amazon - Costco
Tip: Compare prices; medical suppliers aren't always cheapest. Generic/store brand often fine.
Group Purchasing Organizations (GPOs)¶
GPOs leverage collective buying power to negotiate discounts on supplies, medications, labs, and equipment. Even solo practices can benefit.
GPO Options for Small Practices¶
| GPO | Focus | Notes |
|---|---|---|
| DPC Alliance | DPC-specific | Member benefits include purchasing partnerships |
| Yankee Alliance | Regional GPO | Serves independent practices in Northeast and beyond |
| Managed Health Care Associates (MHA) | Broad medical supplies | Serves independent practices |
| Premier | Supplies, pharmaceuticals | Larger organization |
| HealthTrust | Supplies, equipment | Part of HCA network |
What GPOs Can Discount¶
- Medical and office supplies
- Laboratory services
- Medications (for dispensing)
- Equipment purchases
- Insurance products
- Technology services
[!TIP] Check if your professional memberships (DPC Alliance, state medical association) include GPO access. Many offer this as a member benefit at no additional cost.
Medication Dispensing¶
If your state allows physician dispensing, you can offer wholesale medications directly to patients—a significant value-add for DPC practices.
Check State Requirements First¶
- Most states allow physician dispensing with minimal requirements
- Some require a separate license or registration
- Check your state medical board regulations
- See State DPC Laws Overview
Wholesale Medication Suppliers¶
| Supplier | Notes |
|---|---|
| AndaMeds | Popular with DPC practices; free shipping on $100+ orders; overnight delivery |
| SaveBigRx | Wholesale medications for physician dispensing |
| McKesson | Large distributor; also supplies medical equipment |
| Henry Schein | Medical and dental supplies; medications |
| Bonita Pharmaceuticals | Wholesale distributor; generics, brands, OTC |
| A-S Medication Solutions | Point-of-care dispensing specialist |
| PD-Rx Pharmaceuticals | Physician dispensing focus |
Getting Started with Dispensing¶
- Verify state law allows physician dispensing
- Apply for any required licenses
- Set up account with wholesale supplier
- Establish inventory management system
- Determine markup strategy (many DPC practices charge cost + small handling fee or dispense at cost)
- Ensure proper storage and labeling
[!NOTE] Dispensing can save patients significant money compared to retail pharmacies and improves medication adherence. Many DPC physicians report patients' prescription savings alone can offset their membership fee.
Buying Strategies¶
New vs. Used Equipment¶
Buy New: - Items where accuracy is critical (BP cuff, scales) - Items with warranties needed - Consumables/disposables - Technology that changes rapidly
Consider Used: - Exam tables (very durable) - Furniture - Non-critical equipment - Items from retiring physicians
Where to Find Used: - Physicians retiring/closing practices - Hospital surplus sales - eBay (with caution) - Medical equipment resellers - Local classifieds
Leasing vs. Buying¶
Lease considerations: - Higher long-term cost - Preserves capital - May include maintenance - Typically for expensive items (EKG, spirometer)
Recommendation: For DPC, usually better to save and buy when ready rather than lease.
Refurbished Equipment¶
Some items available refurbished with warranty: - EKG machines - Exam tables - Vital signs monitors
Can offer significant savings with reasonable reliability.
What You DON'T Need (Yet)¶
Commonly Over-Purchased¶
| Item | Why You Can Wait |
|---|---|
| EKG machine | Send to cardiologist initially; buy when volume justifies |
| Spirometer | Refer for PFTs initially |
| Point-of-care testing | Use outside lab initially |
| Colposcope | Refer unless high women's health volume |
| X-ray | Never practical for small DPC; always refer |
| Ultrasound | Rarely justified; refer |
| Fancy furniture | Basic works fine initially |
| Multiple exam rooms | One room sufficient for many patients |
Signs You Need to Upgrade¶
- You're regularly turning patients away due to equipment limitations
- Revenue comfortably exceeds expenses
- Patient feedback suggests need
- Efficiency significantly impacted
- You've been open 6+ months and have consistent demand
Maintenance and Calibration¶
Equipment Requiring Regular Attention¶
| Equipment | Maintenance |
|---|---|
| Scale | Annual calibration |
| BP cuff | Regular accuracy check |
| Autoclave | Regular testing if used |
| AED | Battery and pad checks per manufacturer |
| Fire extinguisher | Annual inspection |
Documentation¶
- Keep maintenance logs
- Document calibration dates
- Save warranty information
- Track equipment age
Checklist: Equipment and Supplies¶
Before Opening¶
- Essential diagnostic equipment obtained
- Exam room furnished
- Basic consumables stocked
- Computer and internet set up
- Phone system operational
- Printer functional
- Sharps container in place
As You Grow¶
- Review equipment needs quarterly
- Track what you're referring out (opportunity?)
- Budget for additions based on revenue
- Solicit patient feedback on services
Ongoing¶
- Maintain equipment per requirements
- Reorder supplies before running out
- Update equipment as needed
- Dispose of expired supplies properly
Resources¶
- Startup Costs Overview - Budget planning
- Office Space Guide - Space requirements
- Medical supply vendor websites for pricing
Next Steps¶
After equipping your practice: - Patient Onboarding Workflow - Ready to see patients - Daily Workflow Optimization - Operating efficiently