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The app for medical device sales reps that keeps pace with tenders

NHS procurement teams, hospital pharmacies, care homes, mobility shops and orthotics suppliers: each asks for different documents and firm timescales. Ugo helps you on WhatsApp with deadlines, specs, emails and deliveries, and asks you to confirm before acting.

Try UgoUgo for healthcare product and medical device reps

An app for medical device sales reps has to handle two worlds. On one side the public sector: NHS trusts and hospitals buying through tenders, frameworks, specifications, e-tendering portals and deadlines that don’t forgive. On the other the private sector: care homes, private clinics, GP practices, mobility shops and orthotics suppliers that order more often, want quick answers and on-time deliveries.

In between are the documents. Every product needs a spec sheet, a declaration of conformity, CE or UKCA marking, MHRA registration, sometimes a safety data sheet. The ward manager wants a demo, clinical engineering asks for the manuals, procurement wants the up-to-date certificate. And every request arrives by email.

Ugo helps you keep it all in order. It finds the manufacturer’s email with the right spec sheet and forwards it, reminds you of the tender deadline by putting it in your diary, reads the delivery sheet or the monday.com board. It doesn’t assess products clinically and doesn’t prepare tender documents for you: it organises.

The challenges of selling medical devices and healthcare products

In healthcare a missing document or a missed deadline is as bad as a lost deal.

Tenders with strict deadlines

Clarification deadlines, bid submission, product samples: every tender has its own timetable. A notice read too late can cost you a whole supply contract.

Specs and certificates scattered everywhere

Declarations of conformity, CE and UKCA certificates, spec sheets: they come from manufacturers in different emails and in versions that expire. Finding them when you need them is a treasure hunt.

Many contacts in the same organisation

Consultant, ward manager, hospital pharmacy, clinical engineering, procurement. Remembering who you spoke to, about what and when to follow up is no small thing.

Deliveries, consignment stock and demos

Evaluation kit on loan, consignment stock, urgent deliveries to the care home. If a delivery slips, the client calls you, not the warehouse.

Ugo for healthcare product and medical device reps

Four real situations, from the tender to the local mobility shop.

Never miss a tender deadline

Ugo searches your inbox for the messages about a tender and sums up dates and requirements. Then it creates a reminder in your diary for the bid deadline.

Skills used

Ugoonline

  1. What does the trust’s email say about the advanced wound care tender?

  2. Email of 14 October: • Clarification questions by 28 October • Bids by 10 November at 12:00, on the trust’s e-tendering portal • Samples required for lots 2 and 4 Shall I add a reminder to your diary for 6 November?

  3. Yes, at 9

  4. Here’s what I’ll do: Create “Wound care tender: bids by 10/11 at 12:00” on Friday 6 November at 9:00. Confirm?

The spec sheet for procurement

Procurement asks for a product’s spec sheet and CE certificate. Ugo finds the manufacturer’s email that contains them and forwards it to the contact, with two lines you approve.

Skills used

Ugoonline

  1. Forward Medisan’s email with the pressure relief mattress spec to Ben Hughes in procurement

  2. I found Medisan’s email of 2 October, with the spec sheet and CE certificate attached. Forwarding to b.hughes@hospital-example.nhs.uk with the text: “Good morning, please find attached the documents you requested. Let me know if you need anything else.” Confirm?

Late deliveries

If you track orders and deliveries on a monday.com board, Ugo tells you what’s late and for which customer, and updates the status when you hear from the warehouse.

Skills used

Ugoonline

  1. Which deliveries are late?

  2. On the “Q4 deliveries” board I can see 2: 1. Oakwood Care Home – continence products, due 15/10 2. Moore Orthotics – wrist supports, due 16/10 Would you like me to post an update on one of them?

Mobility shops and orthotics suppliers in a new territory

For the private channel, ask Ugo for the mobility shops or orthotics suppliers in an area. You get addresses, phone numbers, websites and ratings to plan your round.

Skills used

Ugoonline

  1. Mobility shops and orthotics suppliers in Chester

  2. I found 7. The first few: • Central Mobility – Foregate Street, 4.6 ★ • Chester Orthotics – Hoole Road, 4.4 ★ • Mobility Point – Boughton, 4.3 ★ Would you like the route to visit them in order?

A day as a medical device rep

Between a hospital ward, a care home and a tender about to close.

  1. 7:40

    Ugo sends you the diary and, as scheduled, the week’s tender deadlines you put in your calendar.

  2. 9:30

    On the ward for a demo to the ward manager; afterwards, a voice note with the questions you were asked.

  3. 11:15

    Clinical engineering asks for the user manual: Ugo finds the manufacturer’s email and forwards it after your “Confirm”.

  4. 14:00

    At the care home you check late deliveries on the board and update the status with a message.

  5. 16:30

    Ugo sums up an email with a tender’s clarifications and creates a reminder to reply.

  6. 18:20

    With Ugo you draft the email to the manufacturer with the sample requests, ready to confirm.

Healthcare sales tools, connected to Ugo

Concrete ideas for reps covering hospitals, care homes and the private channel.

Your company inbox

Ugo works with any IMAP mailbox or with Microsoft 365. It searches tender messages, sums them up, forwards documents and files emails into folders.

The archive of specs and certificates

One folder per product on Google Drive or OneDrive, with spec sheets, declarations and certificates. Ugo searches for the right document and tells you its name and upload date.

The delivery board on monday.com

Orders, deliveries, consignment stock and demos as items on a board: Ugo tells you what’s late, changes statuses and dates and posts updates for colleagues.

The CRM for organisations and contacts

HubSpot, Zoho, Odoo or Agile CRM: each hospital or care home as a company, with its contacts. Ugo reads the history, writes notes and creates follow-up tasks.

The skills to switch on

The most useful Ugo features for this job, starting with the first one to turn on. You switch them on from the portal in a few minutes.

FAQs from medical device sales reps

How do I keep on top of NHS tender deadlines?

As soon as a tender is published, put every date in your diary straight away: clarifications, site visits, samples and bid submission, with a few days’ margin. Check your email and the e-tendering portal often. Ugo reads your emails, sums up the dates and creates calendar reminders after your confirmation.

Does Ugo prepare tender documents?

No. Tender documents, declarations and bids remain your and your company’s responsibility. Ugo helps you find spec sheets and certificates in your folders and inbox, forward them to whoever asks and remember deadlines. It doesn’t connect to buyers’ e-tendering portals.

What’s the best app for healthcare product sales reps?

It depends where you lose time. If the problem is documents, emails and deadlines, you need something that finds them fast while you’re on the ward. Ugo works on WhatsApp and connects to your email, diary, files and CRM, so you have everything with one message.

Can Ugo help me with care homes, mobility shops and orthotics suppliers?

Yes. The private channel needs quick answers and on-time deliveries: Ugo finds new mobility shops and orthotics suppliers nearby with Maps, reminds you of follow-ups, tracks deliveries on monday.com and messages clients from your WhatsApp Business, always after your confirmation.

How much does it cost and what’s included?

Ugo costs €50 a month or €550 a year per person, excl. VAT. Every skill is included: email, calendar, Drive and OneDrive, CRM, monday.com, Maps, voice notes and WhatsApp Business. In a team, each colleague uses their own accounts.

Useful references

Associations, bodies and official sources for the sector: external websites, independent of Ugo.

No tender lost to a missed email

Connect your email and diary and try Ugo with this month’s deadlines.

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