Support for the Purchase of Equipment, Subscriptions, Services or Resources

We know that the right enhancements – whether it’s specialist equipment, resources or services – can make a big difference to patient care and staff experience. If you’re thinking about applying for funding to purchase equipment, subscriptions, services, or equipment, here’s what you need to know:

For items costing £5,000 or more, NHS regulations require them to be added to NHS Lothian’s Asset Register. This means NHS Lothian will usually take responsibility for ongoing maintenance and eventual replacement.

Because of this, you’ll need approval from the relevant NHS Lothian planning group before placing an order. This helps make sure everything is safe, compliant and sustainable.

Who to contact:

Capital Steering Group (CSG) – for new equipment
Lothian Medical Equipment Review Group (LMERG) – for equipment replacement*
e-Health – for IT and telecoms

*Please note: Charitable funds should not replace core NHS funding, so equipment replacement is unlikely to be approved.

These groups meet regularly and can be contacted via the NHS Lothian intranet.

Forms and Process

If you’re applying for equipment, you’ll also need to complete the Capital Medical Equipment Form. You can find this on the Capital Planning intranet page or request it from our Programmes Team Administrator. You can do this before, alongside, or after submitting your application to the Charity.

Approval from CSG, LMERG or e-Health does not guarantee funding from the Charity, but it is an essential step in the process.

Ordering and Delivery

All equipment purchased with charitable funds must be ordered through NHS Lothian’s procurement department.
Items must be delivered to NHS Lothian’s Central Receipt Points to ensure proper checks are carried out – even if the equipment will be used off-site.
Any equipment used outside NHS Lothian premises must follow NHS procedures for removal. These items remain NHS Lothian property.

Safety and Compliance

All electrical items must be PAT tested before use.
IT equipment must comply with NHS Lothian’s e-Health Policy to ensure security and encryption.
If your request includes IT equipment, the Charity will make a grant to an NHS Lothian cost centre, and you’ll then order through e-Health.

In exceptional cases, we may consider funding a supplier or maintenance contract as part of the initial application—but not for ongoing costs.