Medical Equipment Transport Cases: The Procurement Guide
A leading medical device manufacturer was shipping returned diagnostic machines back to its refurbishment facility. The process was straightforward in the most dangerous sense of that word. Machines were loaded directly onto pallets without any purpose-built packaging, stretch-wrapped, and sent via freight carrier. The result, documented by NTT DATA's supply chain consultants, was predictable: damage rates were unnecessarily high, the refurbishment costs escalated, and the equipment arrived in worse condition than the transit required.
This is not an isolated story. It is the default outcome when transport packaging for medical equipment is treated as a logistics afterthought rather than an engineering decision.
The consequences extend well beyond repair bills. An industry analysis of data from more than 1,000 U.S. healthcare facilities found that hospitals lose an average of $7.5 million yearly from inadequate equipment maintenance, with 68% of those costs hidden from standard budgets and equipment failure is a primary driver.
The transport case is where a significant proportion of this risk is either managed or ignored. This guide is for procurement managers, clinical engineers, medical device OEM teams, and logistics coordinators who want to get that decision right before a transit incident forces the issue.
It covers the real cost of inadequate transport packaging, what a well-specified medical case actually needs to do, which case type suits which device, and what to have ready before you speak to a manufacturer.
Table of Contents
Why Medical Equipment Transport Is a Different Problem Category
Standard freight packaging is engineered to answer one question: does the contents survive the journey intact? Medical equipment transport requires a harder question: does the device arrive in a state where it can be used safely and accurately?
The gap between those two questions is where most transit damage occurs and where it stays invisible until clinical performance is compromised.
Consider the specific vulnerabilities of common device types.
Portable diagnostic instruments such as luminometers, PCR analysers, point-of-care imaging units — contain optical sensors, precision-calibrated electronics, and mechanical components sensitive to sustained vibration in the 5–50Hz range that is standard in road freight. A device can absorb thousands of micro-vibration events across a 12-hour journey and arrive with no visible damage. But the calibration may have drifted. In a clinical setting, a miscalibrated diagnostic device does not just underperform. It produces results that influence treatment decisions.
Surgical instrument kits and endoscopy sets present a different problem: completeness. The Annals of the Royal College of Surgeons study found that surgical instrument issues accounted for 80% of equipment-related failures recorded across 139 cardiac procedures, with one case directly cancelled because the correct instruments were unavailable prior to the procedure. An instrument that shifts out of its recess during transit and arrives damaged or missing can cancel a scheduled procedure before the surgeon enters the theatre.
Then there are the invisible transit threats: moisture ingress corroding precision contacts, temperature cycling in air freight cargo holds affecting device materials and seals, and static charge accumulating in transit environments sensitive electronics cannot tolerate. Moisture, vibration, temperature extremes, and static can all cause damage to medical devices without any externally visible signs, meaning a device can pass a visual check on arrival and still be functionally compromised.
The transport case is the primary defence against every one of these failure modes. Unlike the device itself, the case specification is entirely within the procurement team's control.
Comon Medical Device types and their primary transit vulenrabilities
| Device Type | Primary Transit Risk | Clinical Consequence if Unaddressed |
|---|---|---|
| Portable diagnostic instruments (luminometers, PCR analysers) | Vibration (5–50Hz), shock impulse | Calibration drift produces incorrect clinical results |
| Surgical instrument kits and endoscopy sets | Component displacement, moisture ingress | Missing or damaged instruments delay or cancel procedures |
| Portable imaging devices (ultrasound, X-ray) | Sustained vibration, shock | Diagnostic accuracy affected; recalibration required |
| Surgical camera systems | Lens contamination, mechanical shock | Image quality degradation affects procedural visibility |
| Laboratory analysis equipment | Vibration, temperature cycling | Reagent system disruption compromises result validity |
| Mobile medical carts and powered workstations | Impact during loading/unloading, tipping | Physical chassis damage, screen damage, control system failure |
The Real Cost of Getting This Wrong
The financial argument for specifying a transport case properly is not complicated but it is almost always underestimated, because most of the cost is invisible in standard budget reporting.
Direct repair and replacement costs are the obvious starting point. Medical devices range from tens of thousands to hundreds of thousands of dollars per unit. Transit damage requiring manufacturer repair or full replacement is a straightforward financial loss, compounded by the device downtime while it is out of service.
Recalibration costs are less visible but equally real. A device subjected to sustained vibration or a single significant impact may require manufacturer recalibration before it can be used clinically. That process requires a service technician, takes time, and during which the device is unavailable. For devices deployed in clinic rotation or demo fleets with regular transit cycles, recalibration events accumulate rapidly into a significant operational burden.
Procedure cancellations represent the most serious operational consequence. As the Annals study found, large equipment failures resulted in four procedure cancellations across a single 12-month monitoring period, each with direct revenue loss for the hospital. The chain reaction from a single transit incident to a cancelled surgical case is direct: unavailable equipment → unready theatre → rescheduled patient → lost OR time and staff reallocation costs.
Hidden budget impacts are the costs that Diasurge Medical's analysis identified as the most systematically underestimated. Of the $7.5 million average annual loss from equipment failures across U.S. hospitals, 68% does not appear in standard budgets absorbed instead across maintenance, operational, and clinical department lines where the connection to transport damage is never drawn.
Regulatory and compliance exposure rounds out the picture. When a transport event compromises device integrity and that compromise subsequently affects clinical performance, the documentation, reporting, and potential regulatory review that follows represents a cost that no standard budget line captures and no procurement manager wants to initiate.
The question that reframes how procurement teams evaluate case costs is not: How much does this case cost? It is: What is the cost of one transit incident relative to the cost of specifying the case correctly?
What a Well-Engineered Medical Transport Case Actually Needs to Do
There is no regulated descriptor for what makes a case medical grade in the way that the devices inside it are regulated. What actually defines a competent medical transport case is the engineering decisions made during its design. Here is what those decisions must address.
Shock and Vibration Absorption Matched to the Device
The foam interior is the most consequential engineering element of a medical transport case and the most frequently specified incorrectly.
Foam that is too soft will compress under the device's weight and provide no effective protection against impact. Foam that is too firm transfers vibration energy directly to the device rather than absorbing it. The correct specification requires knowing the device weight, its geometry, and the transport chain it will travel through — then calculating the appropriate foam density and type from those inputs, not selecting from a catalogue.
For medical applications, closed-cell foam materials are the appropriate family. They do not absorb moisture or harbour particulates the way open-cell foams can, and they maintain protective properties across temperature cycling. Two materials are primarily relevant:
EVA (Ethylene-Vinyl Acetate) foam is a firm, high-density closed-cell foam. It provides dimensionally stable, weight-bearing support for base layers particularly where a device's feet or base geometry must be held in precise recesses that prevent movement under transport loads. EVA is the right specification where positioning accuracy is as important as protection.
EPE (Expanded Polyethylene) foam is a medium-density closed-cell foam providing effective shock absorption and vibration damping. It is used for surround and lid layers where the priority is absorbing impact energy rather than providing rigid positional support. EPE is moisture-resistant, chemically inert, and non-outgassing — properties that matter in clinical environments where contamination control is relevant.
The correct medical case specification uses both in combination: EVA at the base for precise device positioning, EPE around and above the device for shock and vibration absorption.
Single-Operator Usability
In clinical environments, equipment is deployed and redeployed by a single person — often under time pressure, in unfamiliar settings, or at the end of a long transit. Case design must genuinely support this. Pull-out trolley handles, appropriately rated castors, lid stays that hold the lid open without manual support, and foam inserts that allow device removal without repositioning other components are all design decisions that affect real operational efficiency, not just transport performance.
Hygienic Surface Compatibility
Cases used in or near clinical environments are cleaned with hospital-grade disinfectants — typically quaternary ammonium compounds or isopropyl alcohol solutions. The case exterior must be compatible with these protocols. Smooth laminated panel surfaces and aluminium extrusion edges are appropriate. Raw wood edges, untreated finishes, and porous surfaces are not.
Secure and Auditable Closure
For high-value diagnostic equipment, controlled instruments, or devices moving through freight networks where chain of custody matters, the case should feature locking latches, tamper-evident sealing points, and asset identification markings. A case that can be confirmed as unopened on arrival provides a meaningful additional layer of assurance for regulated supply chains.
The Two Case Types for Medical Applications
Medical transport solutions fall into two engineering categories. The choice between them is determined primarily by the weight and mobility of the device.
Medical Carry Cases
A medical carry case is a compact, hand-portable transport solution designed for a single operator. Key features include a pull-out trolley handle, corner castors, butterfly latches, and a custom foam interior engineered around the specific device.
This is the right specification for portable diagnostic instruments, surgical instrument kits, endoscopy camera systems, and demo or training equipment that moves frequently. The fundamental engineering requirement is a foam interior designed specifically for the device not a generic insert adapted from a standard catalogue. The device should seat precisely into its base recess, the lid should close onto a complementary foam layer that immobilises the device, and the whole assembly should remain stable under road freight and air cargo handling forces.
For instrument kits, colour-differentiated component recesses are the appropriate interior design maximising visual clarity for pre- and post-procedure inventory checks.
Medical Transport Cases
A medical transport case is designed for larger, heavier equipment that cannot or should not be hand-carried mobile diagnostic workstations, powered clinical carts, portable imaging systems. The defining engineering feature is a built-in loading ramp.
For equipment weighing 30kg or more, manual lifting creates an injury risk for clinical staff and a damage risk for the equipment. A purpose-engineered ramp allows a single operator to guide the device onto the ramp and roll it into the case without lifting. The ramp angle, width, and load rating must be calculated from the device's specific weight and centre of gravity not adapted from a generic ramp design.
Transport cases also integrate heavy-duty castors rated to the full loaded case weight, ergonomic push handles for corridor navigation, and optional cable routing provisions for devices that require power connections while inside the case.
Which case type do you need
| If your device... | Recommended Case Type |
|---|---|
| Weighs under 25kg and has no wheels | Medical Carry Case |
| Is transported by a single operator regularly | Medical Carry Case |
| Is a portable diagnostic instrument or instrument kit | Medical Carry Case |
| Is used in demo or training environments with frequent transit | Medical Transport Case |
| Weighs over 25kg or has wheels | Medical Transport Case with Loading Ramp |
| Requires two people to safely move without specialist equipment | Medical Transport Case with Loading Ramp |
| Is a powered workstation or mobile diagnostic station | Medical Transport Case with Loading Ramp |
What to Prepare Before You Contact a Manufacturer
The most common cause of delays and inaccurate quotes in medical case procurement is an incomplete brief. Have the following ready before your first conversation with a manufacturer.
About your device External dimensions in millimetres, total weight including packed accessories, base geometry (wheels, feet, or flat base), any components that cannot be removed during transit, and any surfaces — lenses, screens, precision instruments that require foam-free contact zones.
About your transport chain Every transport mode in sequence (road, air, sea, hand-carry), all destination regions, how frequently the case will travel, and whether it will be checked as air cargo or hand-carried. Climate zone and transit frequency both affect material selection.
About field use Whether the device is fully removed from the case or operated from inside it, how many people handle it, whether it needs power or cable access while inside the case, and whether it is stored in a vehicle between deployments.
About your order Quantity, required delivery date, branding requirements, and budget range. A budget range allows a manufacturer to propose the right specification not just the most expensive one.
A manufacturer who asks most of these questions before quoting understands the application. One who goes straight from dimensions to a price does not.
Questions to Ask Any Manufacturer Before Committing
Not every manufacturer who claims medical experience has it. These questions separate the ones who do.
Do you use 3D scanning and CAD modelling before fabrication?A manufacturer who names specific technology laser scanning, SolidWorks, CNC routing — is operating at a different precision level than one who works from manual measurements.
How is foam density and type determined for my device? The right answer involves device weight, fragility, and transport chain. "We use standard high-density foam" means the insert is being guessed, not engineered.
What documentation comes with the finished case? You should receive material specifications, dimensional inspection records, and a quality sign-off as standard. No documentation means no quality system.
What is your warranty policy? Ask for it in writing with a defined scope. A verbal "we'll sort it out" is not a warranty.
Which medical organisations have you built cases for? Ask for specific, verifiable client names — not industry categories. Vague references to "healthcare clients" are a warning sign.
What is your lead time from approved design to delivery, and how many design review cycles are included before fabrication? A defined client sign-off gate before any building starts is standard for a precision manufacturer. Skipping it is how misfit cases get built.
Where is the case actually manufactured? You need a clear, specific answer — not an evasive one. Manufacturing location directly affects lead time, quality oversight, and supply chain documentation.
How Armor Approaches Medical Transport Case Design
We have built custom transport solutions for organisations working at the precision end of medical device logistics including Stryker (SpyPhi surgical camera system), Karl Storz (endoscopy instrument kits), and Australasian Medical & Scientific (AMSL) for both the Promilite luminometer and the Rotor-Gene 6000 PCR instrument.
Every medical case we design begins with 3D laser scanning of the actual device, accurate to 0.05mm. That scan is modelled in SolidWorks CAD before any foam is cut or any panel is shaped eliminating the fit tolerance errors that cause equipment to move in transit. Foam is specified from device weight and geometry: EVA at the base for precise positioning, EPE for shock absorption and vibration damping in the surround and lid layers. All foam is CNC-routed from the CAD model, ensuring every case in a batch is dimensionally identical.
Cases are constructed with 9mm laminated plywood panels, aluminium extrusion reinforcement at all edges and corners, and Penn Elcom hardware throughout butterfly latches, recessed pull-out handles, and castors with documented load ratings. Panel surfaces are smooth, moisture-resistant, and compatible with standard hospital-grade cleaning agents.
Request a Medical Case Consultation
Tell us your device, transport chain, and quantity. We will ask the right questions and come back with a design proposal that fits.
Or explore our medical case range first: View Medical Carry Cases
Frequently Asked Questions
What types of medical devices genuinely need a custom transport case?
Any device where transit damage could affect clinical performance, calibration, or instrument completeness. This includes portable diagnostic instruments, surgical camera systems, endoscopy sets, PCR analysers, mobile imaging units, and any device used in regular clinic rotation or demo fleet service. The threshold question is practical: what would it cost in time, money, and clinical impact if this device arrived miscalibrated, damaged, or with missing components?
What is the difference between EVA and EPE foam in a medical case?
EVA is a firm, high-density closed-cell foam used for base layers where precise, weight-bearing support is the priority holding device feet or base components in exact position. EPE is a medium-density closed-cell foam providing shock absorption and vibration damping for surrounding and lid protection. Both are moisture-resistant, chemically inert, and non-outgassing. The correct specification uses both in combination, calculated from your device's weight and transport profile, not selected from a standard range
How do I know whether I need a carry case or a transport case?
f your device can be safely lifted and transported by a single operator, a medical carry case is the appropriate specification. If the device has wheels, weighs over approximately 25kg, or requires two people to move safely, a medical cart case with a purpose-engineered loading ramp is the correct specification. The ramp allows single-operator loading without lifting which matters for both staff safety and equipment protection.
Do your medical cases come with a warranty?
All Armor Cases products carry a lifetime guarantee on build quality covering structural integrity and workmanship across the full product range, including all medical transport cases.
What is the typical lead time for a custom medical transport case?
Lead time depends on complexity, quantity, and manufacturing pathway. Urgent orders placed through our Sydney workshop can be turned around faster than volume orders through Guangzhou, which are suited to non-urgent, cost-sensitive fleet runs. Contact us with your timeline requirements at the outset and we will confirm a realistic production schedule based on current capacity and your specification.