Many pitfalls lie in wait for those planning to build or remodel a hospital or surgical center. Want proof? Just look at voice-activated surgical suites: When they first hit the market, hospitals and ASCs scrambled to spend millions on the new technology. Turns out most surgeons find voice-activation distracting and unreliable. A lot of that equipment sits unused or is used manually, its voice-activated features muted. Few doubt its potential, but it doesn't yet fulfill the promise it offered.

But this can be avoided. The inclination to buy the latest technologies can overwhelm otherwise cautious decision-makers. The litany of other potential dangers is downright overwhelming: Buying or leasing equipment that comes with ruinous service or repair requirements, acquiring equipment that doesn't fit your needs, or buying too much of one type and too little of another.

If you don't usually buy millions of dollars worth of equipment, many experienced and knowledgeable professionals are available to help you acquire the equipment that fits your needs. Unfortunately, finding the right planner can be as tough as finding the right equipment. Here are seven questions to ask your equipment planner to help you find the right one.

Does the planner have the right experience?
This includes both the planner's and the company's experience. You want someone who has worked on projects similar to yours. If you're developing an ASC, and the planner has only worked on hospitals, consider that.

"There are a lot of planners with a lot of different experience and expertise," says Larry Hampton, of HELP International in Plano, Texas. "All planners need market, product and clinical knowledge, but the one you hire also should know how to do your project. That only comes from having done something like it before."

Scotty Farris, an associate at EQ International in Dallas, recommends you simply ask candidates about their backgrounds: how long, project types and whether they have clinical, architectural or biomedical experience. He also recommends you take into account the professional organizations and societies the planner belongs to and the conferences and trade shows he regularly attends. While memberships and conferences aren't necessarily an accurate indicator of a planner's level of skill, a planner who's not a member of any professional organization or who doesn't keep up with the latest technologies or trends might not be the best fit.

One facet of experience that's the subject of much debate is the level of clinical experience that the individual has. Some feel that it is essential that your medical equipment planner have some type of clinical experience.

"A planner who has used the products in a clinical setting and knows the way they work or don't work has a real advantage when planning," says Lynne Ingle, RN, a medical equipment planner for Gene Burton and Associates in Franklin, Tenn. "Plus, physicians and other staff can be more comfortable talking with someone who has real-life experience with the equipment. In that situation, understanding comes faster."

Clinical - especially OR - experience can be beneficial in particular projects. Consider the level of clinical experience as one factor that is usually a plus but rarely a minus.

What level of services does the planner offer?
It doesn't take much of a look around to realize there's really a smorgasbord of services out there: Some planners merely develop a list of equipment from project plans that you then purchase; others offer essentially soup-to-nuts services, advising on design and architecture, executing on procurement, arranging and overseeing installations, and even helping with service contracts and warranties.

"If you need everything from design to procurement, look for someone who can do that," says Barry Badner, a partner at HLA Systems, a medical equipment consulting firm in Engle-wood, N.J. "Other planners provide unique services that might be important to your project."

The level of service you expect from your planner is entirely up to you - just make sure the contract includes all the services to be provided.

"If your planner says that he will be with you to the end, make sure that the contract says that and that the fee for doing so is clearly stated," explains Carolyn Korbel, the president of Korbel and Associates, a medical equipment consulting firm based in Minnesota. "If you don't, you can find yourself thinking the planner is going to handle procurement just because he offers the service, but you may end up paying extra."

In addition to the professional services a planner offers, you must determine the support he will provide: how he intends to work, how many meetings and site visits he expects to make, how much notice he needs for unplanned meetings and how he reports to you, advises Peggy Beddingfield, the president of Medical Source Systems in Brentwood, Tenn. "Some charge high fees for additional or unplanned meetings or if there are schedule changes," she says.

A planner should be willing and able to provide you a copy of his project plan and budget at any stage in development - in any media, and with no additional costs other than the actual cost of delivering the media to you. A planner who can e-mail you your budget at a moment's notice is one providing an excellent level of service.

Who are the planner's references?
You know the old adage that the three most important considerations in real estate are location, location and location. Similarly, a key consideration in hiring a medical equipment planner might be references, references and references. Don't be shy about asking for references and a list of all the planner's projects. Then follow up, contacting as many of those references as you can. Focus on projects similar in scope and discipline to yours.

"Find out whether the recommended equipment is still in use, ask about problems with the planner or the process, and ask how the planner followed up to resolve any issues and problems," says Mr. Hampton.

How does the planner charge for services?
Professional planners agree that you should pay a flat fee for a planner's services. "A reputable planner should give you a single project fee that is the charge for planning your project," says Debbie Heitzman, president of Strategic Hospital Resources, Inc., a Smyrna, Ga.-based hospital equipment planning consulting firm. "Never agree to a fee structure that includes any percentage based on the size of the project or the purchase price of the equipment."

Try to find out whether planners you're considering have relationships with vendors or distributors - or, worst-case, are getting kickbacks. While most planners say this practice is widespread, few admit to having ties with vendors. If your planner isn't independent, he might be more likely to recommend one vendor's products. The result: You buy products inappropriate for your project.

Reviewing the planner's recent projects might give you a clue. If all or most of the projects include installed products from the same vendor, you might be dealing with someone who has a financial relationship with the vendor.

How does the planner develop a budget for a project?
Some planners present equipment budgets based on list price, though with rampant discounts and incentive programs, few facilities ultimately pay list. But you don't want to re-plan your approach because of an equipment budget based on inflated pricing - so accurate estimates are necessary.

"A planner must have an up-to-date database, and be able to explain how a budget was developed and why he has made specific recommendations," says Ms. Ingle.

The key to accurate planning lies with timely, accurate vendor and equipment information and, of course, the current pricing data. Pricing information, features, vendor incentives and so on can change daily. Without an accurate and properly maintained database, a medical equipment planner can't precisely plan for the project.

Ms. Korbel says the database should include information on service contracts and warrantees, and reliability information on new and refurbished equipment. "The more comprehensive the database, the more likely it is that the planner will provide you with a good project plan," she says.

Can the planner provide a list of deliverables?
You can't be too thorough in defining exactly what you expect to get from your planner. Expect and demand a clearly defined and accurate list of deliverables for the fee that the planner is charging. Take the time to understand what services the planner will be delivering, what level of support is provided, what type of report he or she will provide and in what format. If one planner cannot deliver all that you need, then consider another.

"Talk to the planner's references and find out exactly what the planner delivered for those projects," in addition to what was originally planned on the projects, says Ms. Ingle.

Planners should also be willing to attend meetings and prepare reports, including preliminary and milestone reports. "While it's difficult to say how many meetings a particular project requires, a planner should be willing to attend at least one meeting for each phase of the project, as well as do site visits as the project progresses," says Ms. Heitzman. "Meeting requirements must be clearly stated in the contract, including expenses and how much notice the planner requires to attend a meeting." Planners, she adds, should keep meeting notes and provide reports upon client request.

Can you work together?
When selecting an equipment planner, you're putting someone on your project team who has to work very closely with you and your team; you need to know if you can work with that person. Evaluate each planner for relationship development and understanding of the project.

"You are hiring someone who is going to spend perhaps millions of your dollars," says Mr. Hampton. "It is very important you are comfortable with that person. They have to fit the culture of your organization and be able to work easily with everyone involved."

While experience and knowledge are important, the decision might hinge on your willingness to listen to your gut. Can you work with this planner? Can he understand your needs? Will he do a quality job? The intangibles may not present a firm reason to hire, but a compelling reason not to.

"If you are uncomfortable when he is most trying to impress you, it is likely you will be uncomfortable in future encounters," says Mr. Farris. "Remember, you have to work with him on projects that can become extremely stressful."

Making the difference
Your equipment costs might represent a capital expenditure almost equal to the cost of the new building or expansion itself - you can't afford incomplete planning.

"The last thing you need is someone who will try to change your budget and facility to fit equipment," says Ms. Bedding-field. "A good planner should offer a wide range of options on equipment, vendors and pricing."