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Medical device manufacturers · Follow up systems

Chase the demo unit sitting in a distributor's office, not just the hospital.

Follow-up for a device manufacturer is the chasing after a specification sheet, an exhibition card or a placed demonstration unit. Some of it is restricted once a tender is open. GullySales writes the routine, the wording and the boundaries your regulatory people are comfortable with.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of medical device manufacturers at work in India

What follow up systems means

A follow-up system is the set routine for calling, messaging or emailing an enquiry more than once, since most buyers do not decide on the first conversation. GullySales sets the number and timing of follow-ups so an undecided buyer keeps hearing from you until they decide either way.

Also for medical device manufacturers

Sales and marketing for medical device manufacturers, the overview.

Last updated 5 Oct 2026. Rules for this trade differ by state and professional body, and they change. We describe restrictions in general terms, so check the current position with your own council or adviser before you publish anything.

For medical device manufacturers

Where it usually goes wrong, and what we would do.

  • “A demonstration unit that has not moved is capital doing nothing”

    A machine sitting in a distributor's office for weeks is not a demo, it is stock. The follow-up is to him, about which department it went into and what the biomedical engineer said, with a date to return it if nothing happened.

  • “Following up a tender is not following up an enquiry”

    Once a notice is out, who may be contacted and about what is governed by the tender's own rules. Queries go through the published clarification route. A friendly call to a committee member is how a strong bid gets thrown out.

  • “Exhibition cards decay in days, not months”

    Sort them at the stall into buying, distributor and curious, and write on each card what was said. A stack brought home unsorted becomes a list nobody can face, and by the next exhibition it is worthless.

What we do

What we deliver for medical device manufacturers.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. A demo unit register with a return date

    Every unit out on trial, where it is, which department it was placed in, who is using it and when it comes back.

    Result: No machine sits idle in a distributor's cupboard for a quarter.

  2. A tender contact rule your compliance people signed

    Written guidance on what may be asked, of whom and through which route, once a notice has been published.

    Result: Your sales team stops improvising around procurement rules.

  3. An exhibition routine that starts at the stall

    A short capture sheet per contact, sorted into buying, distributor and other before anyone leaves the venue, with the follow-up owner named.

    Result: The contacts are worked while the conversation is remembered.

  4. Follow-up wording per role

    Different messages for a biomedical engineer waiting on a specification, a purchase officer waiting on a price and a clinician who asked for a trial.

    Result: Each person gets the one thing they were waiting for.

  5. Stalled accounts reviewed with sales and regulatory together

    A standing run through accounts whose stage has not moved, with the reason recorded against each one.

    Result: A quiet account gets a decision instead of drifting.

How the result is measured

  • Follow-up completion rate
  • Average number of follow-ups before close
  • Enquiries closed after repeat follow-up

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full lead response and follow-up page

Follow-up routine for device makers

Each specification request, demonstration unit and exhibition contact has an owner and a rule on what may be asked.

Specification sheet requested
Send the sheet with the registration details, then ask the biomedical engineer which department needs it and who signs off. Record the department and the model discussed.
Demonstration unit placed with a distributor
Ring the distributor, not the hospital, to ask where the unit is, which ward uses it and what the biomedical engineer said. Log the agreed return date on the unit register.
Hospital evaluating after a demonstration
Ask who is collecting feedback from the clinical users and whether a trial report is needed. Offer a clinical specialist for questions and record what was asked.
Tender notice published
Stop informal calls and route every query through the channel in the notice. Check your own compliance guidance on what may be said, and keep the written record.
Exhibition card, nobody called
Sort the cards by product interest and buyer type, then have the person who met them write the first message. Note what was discussed on the stand.
Installed unit, service contract open
Ask the hospital's biomedical engineer how the unit is performing and who handles service. Record the installation date, the warranty end date and the contract status.

Who it is for

This is written for these medical device manufacturers.

  • Diagnostic equipment manufacturers
  • Surgical instrument manufacturers
  • Hospital furniture and equipment makers
  • Disposable and consumable device manufacturers
  • Implant and orthopaedic device makers
  • Home healthcare device manufacturers
  • In-vitro diagnostic kit manufacturers
  • Export-focused medical device units

Not for

It is not the right fit if.

  • You want a guaranteed Google ranking or a guaranteed number of leads. Nobody honest can promise either.
  • You need enquiries by next week and have nobody to answer them.
  • You want posts and reach reported, not enquiries and orders.

How it works

From your first message to the first report.

No open-ended retainer. Every step gives you something in writing.

  1. First

    Your brief

    You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.

  2. After the brief

    A conversation and a written scope

    We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.

  3. Before work starts

    Baseline recorded

    Enquiries by source, reply time, conversion and cost per order, written down so every later report has an honest comparison.

  4. After the baseline

    The first fix goes live

    The fix we agreed to start with is put in place and measured against the baseline, whether that is reply time, a follow-up sequence, the page buyers land on or the handover between marketing and sales.

  5. As agreed

    Report against the baseline

    What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.

  6. At renewal

    Renew on the numbers

    The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.

How the follow up systems work runs

  1. 1

    Measure today's reply time

    From last month's enquiries, we measure how long each waited for a first reply and how many follow-ups it got.

  2. 2

    Agree targets and the sequence

    We set reply targets and the follow-up sequence with your team, based on its real hours and workload.

  3. 3

    Set up templates, tasks and ownership

    Templates, first-call questions, CRM tasks and named owners go live, with cover for leave and weekends.

  4. 4

    Track and adjust every month

    Reply time and follow-up completion are reported against the baseline, and the routine is changed where it is not kept.

Why us

Why owners pick GullySales over an agency.

  • Marketing and sales, as one job

    Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.

  • The person on the first call does the work

    No account managers in between. You are never handed to someone you have not met.

  • A baseline before anything starts

    Your numbers are written down on day one, so every later report compares against something honest.

  • The fee in writing, split three ways

    Our time, your media spend and production on separate lines. You always see what goes to us.

  • No guarantees we cannot keep

    The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.

  • One office, and we say so

    Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.

#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.

Your brief

Tell us what you need, and we will read it before we call.

Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.

Tell us what you needor call +91 80958 58589

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
How often should we follow up a hospital that is evaluating us?
As often as you have something to give them, and no more. A revised quote, a reference site, a service coverage answer or an offer to place a unit all earn a call. Ringing to ask whether they have decided does not, and the biomedical department remembers who does that.
What do we do with the exhibition contacts nobody ever called?
Go through them once, honestly, and split them into hospitals still worth an approach and names to delete. Then change how the next exhibition is run, because the stack is a symptom of nobody owning the contacts at the stall.
Can our sales team keep calling a hospital that is evaluating us?
Yes, but keep the calls useful and about the evaluation: feedback, training needs, missing documents. Do not press for a decision while a committee or tender process is running. Check your own regulatory and compliance guidance on what a salesperson may say to clinical users.
What should we write on the record after each exhibition contact?
Note the person, their role, the product they asked about, what you promised to send and the date you sent it. Add whether they are a hospital buyer, distributor or clinician. That lets the next caller refer to the actual conversation.
Should our product pages state the device's risk class?
Yes. Under the Medical Devices Rules, 2017, each device falls in class A, B, C or D, and a biomedical engineer checks that class against your licence. Showing both on the page saves a round of emails before the demo.
Can we name the hospitals that already use our device?
Only with each hospital's written permission, and stated as a fact rather than an endorsement. Many hospitals refuse, so we plan the page to work without names. An installation count by city or specialty is a safer form of proof when you can verify it.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.

From the blog

Further reading for medical device manufacturers.

All articles

More for medical device manufacturers

Everything else we would do for you.

Closest to this: leads and follow-up

Also for medical device manufacturers

Or start from the overview: sales and marketing for medical device manufacturers.

Your next practical step

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Eight short steps, mostly taps. Skip anything you would rather answer on the call.

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