How the VAC Process Actually Works

For MedTech companies, the process by which devices are adopted by hospitals and healthcare systems has changed dramatically over the past 20 years. 

What was once a relatively simple process has become increasingly complex. Today, medical device companies can’t just pitch to purchasing departments on behalf of physicians who want to use their products; the process now involves a multidisciplinary team called a Value Analysis Committee (VAC). 

Developed as a response to rising pressures on hospitals to reduce costs while improving patient outcomes¹, VACs have become the gatekeeper between medical device manufacturers and hospitals and healthcare systems. 

For any device manufacturer who’s struggled to gain VAC approval, understanding how they operate is a necessary first step to more successful evaluations. 

Meet the Stakeholders

VACs are made up of multiple stakeholders across different hospital departments, as well as patient advocacy groups in some cases. And manufacturers rarely if ever interact with them directly. 

VAC members typically include:

• Clinical: Physicians, nurses, pharmacists, speciality clinicians for more complex products like implants, or advanced diagnostic equipment.
• Operational: Supply chain management, nursing leadership, departmental operations leadership.
• Financial: Finance, procurement teams.
• Technological: IT leadership, clinical informatics.
• Leadership and Governance: QA professionals, executives who ensure product purchasing decisions align with broader organizational goals, compliance requirements, and quality standards.
• Patients/Patient Advocates: While not always present, their perspective may be sought for firsthand perspectives on care experiences.² 

Clinical champions, internal advocates for new technology throughout the VAC process, are a device manufacturer’s lifeline, central to getting everyone on board; and how well they do depends on what they bring to the table. 

The Medical Device Requisition Process

The road to a device being adopted by a healthcare organization begins when a clinician (most common) or supply chain representative (for commodities) finds a product they want to purchase, and then submits their interest in the product, why they want it, what’s currently in use, and product specifications.³ 

VAC members then examine internal or external data sources, including peer-reviewed journals and clinical use data from EHRs, as well as consult end-user clinicians with three primary concerns: 

• Will the product improve patient care?
• Can the cost be justified?
• Can the product fit into existing workflows without causing disruption?¹ 

To answer these questions satisfactorily before a VAC, the medical device requisition process relies on more than just marketing or a manufacturer’s marketing materials. They’re expecting to see specific documentation, often referred to as a “VAC pack” that manufacturers are expected to prepare and have clinical champions address in person. 

VACs expect to see clinical and economic evidence that shows that the product is as good or better than what they already have. They’re looking for peer-reviewed studies/published trials/randomized controlled trials, FDA clearance, and comparative data that shows the product helps reduce readmissions, improve recovery rates, or lower complication rates.¹ 

And if they don’t have enough evidence to go on, they may want to run a trial at their facility or just move straight to a go/no-go decision. 

Financial Considerations

VACs expect to see financial ROI data that clearly shows how the product saves money, increases efficiency, or delivers at least enough improvement over the status quo to justify the costs.¹ If a product is going to cost more, it needs to be demonstrably better than what’s already in place. 

To get past this hurdle, a requisition request should include a cost-benefit analysis that shows expected ROI, total cost of ownership (TCO) analysis over a product’s lifecycle, reimbursement details captured through DRG and CPT codes, and how the product being requested aligns with hospital metrics like reducing readmission penalties or staff overtime.¹

Workflow Impacts

Similarly, operational fit is critical for hospital purchasing decisions. VACs need to know that adding a new product won’t adversely impact workflows, and again, they expect objective evidence, not just a manufacturer’s assurances before conducting their value analysis. 

In addition to high-quality clinical evidence, VACs expect to see workflow and SOP impact analysis, which can include implementation timelines and training plans, compatibility with EHR and IT systems, backed by cybersecurity or HL7/FHIR certifications, and support and warranty information.¹ 

Case studies that detail smooth product rollouts in other hospitals or healthcare systems can be impactful when included in a VAC pack.¹

VAC Process Timelines

No two hospitals are the same, and neither are their respective VACs, but many meet monthly to decide on go/no-go purchasing decisions.² 

Decisions can get delayed for a variety of reasons, ranging from how often VACs meet, rising evidence requirements, unclear or incomplete value stories to inform category review, and limited vendor input.¹ But without a solid VAC pack and a fully prepared Clinical Champion, a lengthy sales cycle can end very quickly with an undesirable outcome. 

To help expedite the process, the Association of Healthcare Value Analysis Professionals suggests VACs group their category reviews into Low Complexity Product Requests, Moderate Complexity Product Requests, and High Complexity Product Requests.² AHVAP suggests a 30-day turnaround time for decisions for Low Complexity, 90 days for Moderate, and 120 days for High Complexity requests.² 

The suggested guidelines can help fast track the hospital procurement process, but VACs often operate on their own timelines.

That’s why having a strong clinical champion is so important; having an advocate who understands the clinical and economic value of the product before the committee and how to best approach them can make or break a procurement cycle. 

How MedTech Marketing Can Help 

Today’s buying processes require a different approach than they did in 2006, one that builds a stronger value story, equips a clinical champion to make a compelling case, and addresses the needs of every VAC stakeholder. 

Savvy MedTech companies turn to seasoned industry experts like Jairus who understand what VACs expect and how to best position a product as necessary versus nice to have. 

Jairus is a full-service marketing agency specializing in MedTech and medical device marketing, with deep procurement cycle insights. Want to see how we can make your procurement cycle more successful? Let’s talk. 

Sources

1. Strunk, Andy. “How to Get Through a Hospital Value Analysis Committee (Without Losing a Year).” Accretive Edge, September 23, 2025. https://accretiveedge.com/articles/hospital-value-analysis-committee-guide
2. Association of Healthcare Value Analysis Professionals. AHVAP Position Statement on Standardized Product Review Process. 2025. https://ahvap.memberclicks.net/assets/Resource-Library/2593192_AHVAPPositionStatementonStandardizedProductReviewProcess_042225.pdf
3. Hula, Nicholas. “How Value Analysis Committees Work.” Advisory Board, May 2, 2021. https://www.advisory.com/topics/life-sciences/2021/05/how-value-analysis-committees-work