Why Serial Numbers Matter When Selling Medical Equipment

If you are looking to sell used or surplus medical equipment, one of the first pieces of information a medical equipment buyer may request is the serial number.

For someone unfamiliar with the medical equipment resale process, this may seem like a simple identification number. In reality, the serial number can provide important information about the specific piece of equipment being considered for purchase.

At Outfront Medical, we regularly ask sellers to provide serial numbers, model numbers, and photos before evaluating equipment. Providing this information early can make the evaluation process faster and help determine whether a particular unit is something we can purchase.

What Is a Medical Equipment Serial Number?

A serial number is a unique identifier assigned to an individual piece of equipment by its manufacturer. While a model number identifies a particular type or version of equipment, the serial number identifies the specific unit.

For example, a facility may have 10 identical infusion pumps. All 10 units could have the same model number, but each individual pump should have its own serial number.

Medical device identification can include several different identifiers. The FDA's Unique Device Identification system distinguishes between a device identifier, which identifies the model or version, and production identifiers such as a serial number, lot number, manufacturing date, or expiration date when applicable.

Why Do Medical Equipment Buyers Need the Serial Number?

1. It Identifies the Exact Equipment

A model number alone may not tell a buyer everything they need to know.

Medical equipment can change over time. Manufacturers may release different revisions, configurations, or production versions under a similar model name.

The serial number helps identify the individual unit being offered.

This is particularly important with equipment such as:

• Ventilators
• Infusion pumps
• Syringe pumps
• CPAP and BiPAP machines
• Patient monitors
• Oxygen equipment
• Respiratory equipment
• Other specialized medical devices

When selling equipment, providing both the model number and serial number gives the buyer much more useful information than a general description such as "used ventilator" or "hospital infusion pump."

2. It Can Help Determine Equipment Eligibility

Not every piece of equipment is something a particular buyer is currently purchasing.

A buyer may have restrictions based on:

• Manufacturer
• Model
• Revision
• Production year
• Serial-number range
• Current inventory levels
• Service requirements
• Parts availability
• Recalls or manufacturer notices
• Current market demand

The serial number can therefore be an important part of determining whether a unit can be considered.

This is one reason it is better to provide the serial number before shipping equipment to a prospective buyer.

3. It Can Help With Recall and Safety Verification

Serial numbers can also be important when determining whether a specific device is affected by a recall or other corrective action.

The FDA notes that device corrections and removals can be associated with model, catalog, lot, serial, or other identification numbers.

For certain medical devices, identification and tracking information can be especially important because it allows specific devices to be located and addressed if a serious safety issue occurs.

A serial number does not, by itself, prove that a device is safe or ready for use. However, it can give a buyer an important starting point for verification.

4. It Helps Verify the Exact Configuration

Two units with the same general product name may not necessarily be identical.

Depending on the equipment, differences may include:

• Software or firmware revision
• Hardware revision
• Optional features
• Connectivity
• Power configuration
• Accessories
• Internal components
• Manufacturer configuration
• Country-specific configuration

For some medical equipment, these differences can significantly affect resale value and whether the equipment is appropriate for a particular buyer.

Providing the serial number allows the buyer to investigate the specific unit rather than making assumptions based solely on the product name.

5. It Can Help Establish Equipment History

A serial number can also be useful when reviewing a unit's history.

Depending on the equipment and available records, a buyer may want to know:

• When the equipment was manufactured
• How long it has been in service
• Whether it has been serviced
• Whether preventive maintenance was performed
• Whether manufacturer service was completed
• Whether the equipment has known issues
• Whether specific parts or components have been replaced

Not every manufacturer provides all of this information from a serial number, and a serial number should not be viewed as a complete service history.

However, it provides a specific reference point for evaluating the equipment.

Serial Number vs. Model Number: What's the Difference?

One of the most common mistakes sellers make is providing only the model number.

The difference is simple:

Model number: Identifies the type or version of equipment.

Serial number: Identifies the individual piece of equipment.

For example, if a hospital has several identical infusion pumps, they may all have the same model number. Each individual pump, however, will have its own serial number.

When requesting a purchase offer, providing both numbers gives the buyer a much clearer picture of what is being offered.

Where Can You Find the Serial Number?

The location varies by manufacturer and equipment type.

Common locations include:

• Rear equipment labels
• Side panels
• Bottom or underside labels
• Manufacturer identification plates
• Barcode labels
• Product information screens
• Original equipment documentation

The serial number is often located near other identifying information, such as the model number, catalog number, electrical specifications, or UDI.

The FDA notes that device identification information may appear on the device, its label, or accompanying packaging.

Take a Clear Picture

If you are selling equipment, one of the easiest ways to provide the information is to take a clear photograph of the manufacturer's identification label.

A good photo should show:

• Manufacturer
• Model number
• Serial number
• Any additional identifying numbers
• Rating or specification information when applicable

Make sure the entire label is visible and readable.

Why Photos Are Important When Selling Medical Equipment

A serial number is important, but it is only one part of the evaluation.

Photos can help a buyer determine the general condition of the equipment and identify important accessories or missing components.

When contacting a medical equipment buyer, it is helpful to provide photos showing:

• Front of the equipment
• Back of the equipment
• Both sides
• Top and bottom when practical
• Serial-number label
• Accessories
• Cables and power supplies
• Mounting hardware
• Cases or carrying bags
• Any visible damage

For equipment such as respiratory devices and infusion pumps, photos can also help identify whether important components are present.

Other Information Buyers May Request

If you are looking to sell used medical equipment, don't be surprised if a buyer asks for more than just a serial number.

Depending on the equipment, useful information can include:

Quantity

Let the buyer know how many units you have available.

A single unit may be evaluated differently from a large lot of identical equipment.

Condition

Explain whether the equipment is:

• Working
• Untested
• In need of repair
• Previously serviced
• Ready for use
• Being retired from service

Be as accurate as possible.

Hours of Operation

Some medical equipment records operating hours or usage information.

When available, this can be valuable when evaluating equipment because two otherwise identical units may have very different amounts of use.

Preventive Maintenance

If you have service or preventive-maintenance records, provide that information.

Documentation showing maintenance or service history can help a buyer better understand the condition of the equipment.

Accessories

Tell the buyer what comes with the equipment.

For example:

• Power cords
• Batteries
• Chargers
• Cables
• Mounts
• Tubing
• Cases
• Sensors
• Other accessories

Missing accessories can affect both the value and usability of equipment.

Smoking or Ozone Exposure

For certain respiratory equipment, sellers may also be asked about smoking exposure or the use of ozone-cleaning devices.

This information can be important when evaluating equipment such as CPAP and BiPAP machines.

Being upfront about the equipment's history helps the buyer make a more accurate evaluation.

Don't Ship Equipment Before Receiving Authorization

One of the most important steps when selling medical equipment is to make sure the buyer has reviewed the equipment before shipping it.

Providing the model number, serial number, photos, quantity, condition, and other requested information allows the buyer to determine whether the equipment fits their current purchasing requirements.

At Outfront Medical, sellers should not ship equipment simply because they have contacted us about selling it. Equipment should only be shipped after the purchasing process has been completed and shipping instructions have been provided.

This can help prevent unnecessary shipping costs and avoid sending equipment that the buyer cannot purchase.

What Sellers Should Send With Their Initial Inquiry

If you want to make the evaluation process as efficient as possible, provide as much of the following information as you can:

Equipment:

• Manufacturer
• Exact model
• Serial number
• Quantity

Condition:

• Working or non-working
• Overall condition
• Hours, if applicable
• Known problems
• Service or PM history

Accessories:

• Power cords
• Batteries
• Chargers
• Cables
• Mounts
• Cases
• Other accessories

Photos:

• All sides of the equipment
• Serial-number label
• Accessories
• Any damage or missing components

Additional information:

• Current location
• Whether the equipment is currently in use
• Why the equipment is being sold
• Approximate timeline for sale

The more complete the information, the easier it is for a buyer to determine whether the equipment can be considered.

Selling Medical Equipment? Start With the Serial Number.

Selling used medical equipment is different from selling ordinary consumer products. The exact model, configuration, condition, and history of a piece of equipment can all affect its value and whether a buyer is interested.

The serial number provides an important starting point by identifying the specific unit being offered.

If you are preparing to sell surplus medical equipment, taking a few minutes to photograph the identification label and provide the exact model and serial number can save time for both the seller and the buyer.

Outfront Medical purchases a wide range of used and surplus medical equipment from healthcare facilities, DME companies, dealers, rental companies, and other organizations.

If you have medical equipment you would like to sell, provide the manufacturer, exact model, serial number, quantity, condition, and photos when contacting us.

Outfront Medical, LLC
1557 Route 206 South
Tabernacle, NJ 08088
609-388-4635 ext. 223
www.outfrontmedical.com

Note: A serial number is an identification tool and does not, by itself, establish the safety, condition, serviceability, or regulatory status of a medical device. Equipment should be evaluated according to the applicable manufacturer requirements and other relevant requirements before use.