Guider 

Use separate statuses for receipt, checks and release

Start with received, not released for service. Add evidence as each stage is completed. The framework below is an administrative recommendation, not a manufacturer’s test protocol or a universal legal acceptance standard.

On a narrow screen, scroll the table within its border to read the evidence column.

A useful record can say inventory complete; commissioning pending. It should not compress everything into one tick marked “passed.” The Great Britain Health and Safety Executive (HSE) advises that inspections be tailored to the equipment and risk, with competence appropriate to the task. Its guidance is not a cavitation-specific checklist. [1]

Match the order to the machine you actually received

Preserve the order confirmation, agreed configuration, delivery note and packing list together. Photograph the unopened packaging if useful, then accessible identification labels when unpacking can be done safely. Follow the supplier’s handling instructions; do not improvise lifting or installation.

• Model and configuration: Compare the order description with the nameplate. Record different names rather than assuming they are aliases.
• Serial number: Copy it exactly and retain a readable label photo. Keep the salon’s own asset number in a separate field.
• Manufacturer and supplier: Record the identities shown in the documents and on the unit. Ask for clarification if they conflict.
• Rated information: Record the label as supplied for later qualified site-compatibility review. Do not infer compatibility from plug shape or change the connection to make it fit.
• Document identity: Retain the IFU title, model coverage, revision or date where given, and the supplier’s confirmation that it applies to this configuration.

If the machine has no legible serial, record not visible/not supplied and request traceable identification. Do not create a manufacturer serial or silently amend the invoice. An unresolved identity mismatch is a reason to withhold release.

Map every supplied accessory without guessing its function

Use one inventory line per identifiable item: its document name or part number, any label or serial, expected quantity, received quantity, visible condition and compatibility status. Photograph unidentified items and ask the supplier to identify them in writing.

Count what the agreed packing list actually specifies, rather than treating “in-1” wording as a reliable attachment count. If an item lacks its own identifier, describe it neutrally and keep the supplier’s mapping. A connector that looks similar is not enough to establish compatibility; do not connect accessories as a trial.

Supplier documentation illustrates why this matters: the Ariana resource library organizes manuals by machine series and model, while the supplied Rejuva Fresh PDF has separate ultrasound and radiofrequency (RF) parts. These are documentation examples, not instructions for your machine. [3] [4]

For a combined console, keep each documented function separate. Low-frequency nonfocused ultrasound, focused mechanical ultrasound, thermal high-intensity focused ultrasound (HIFU), a 1 MHz ultrasound attachment and RF are not interchangeable acceptance categories. A generic “ultrasound checked” entry cannot tell a reviewer which function was assessed. Do not infer the technology from an unverified label.

Check the handover documents as well as the box

• Exact-model IFU and accessory identification/compatibility information.
• Manufacturer-supported installation and commissioning requirements, including the competence needed to perform the work.
• Applicable cleaning, maintenance and fault-escalation instructions, without substituting a generic salon recipe.
• Contact route for discrepancies, damaged parts and technical support.
• Any promised unit-specific service or test report, matched to the delivered serial and configuration.

Mark a document received, matched or unresolved. A manual download is not clinical evidence, proof of regulatory authorization or permission to offer a service. If the IFU is absent or does not match, complete the inventory record but keep operation on hold.

Limit the receiving check to visible, non-powered condition

With the new machine unplugged and all output inactive, record what can be seen safely from outside. Do not open the housing, remove internal covers, probe sockets or dismantle a handpiece.

• Packaging: Crushed areas, wet packaging, punctures or displaced contents.
• Console: Cracks, deformation, loose external parts, damaged controls or visibly obstructed ventilation openings.
• Cables and plugs: Cuts, exposed material, damaged strain relief, broken pins or damaged casings.
• Handpieces and other supplied items: Cracked surfaces, damaged cable entries, visibly bent connector parts or missing components.
• Labels: Illegible or missing identity and safety information needed to match the documents.

Use factual descriptions: “split outer cable covering near console end” is more useful than “bad quality.” Write “no visible damage found” when that is all you established, rather than “electrically safe.” HSE explains that visual examination and electrical testing detect different defects; one cannot replace the other. [2]

This is not an instruction to run every new machine through the same electrical test. HSE recommends a simple visual check of new equipment and a risk-based approach to further inspection/testing. Determine the actual scope with the manufacturer and a competent person for the equipment and site. [2]

Make unresolved discrepancies impossible to overlook

Keep the unit out of the client-service workflow when identity, compatibility, visible damage or essential instructions remain unresolved. Use a clear status label such as HOLD — NOT RELEASED FOR SERVICE without covering the original nameplate or warnings. Keep the unplugged machine in a suitable controlled storage area under its handling instructions.

For each issue, record the observation, photo/document reference, date reported, support case reference, action owner and evidence needed to close it. Preserve packaging when relevant to the supplier’s damage/return process; check the actual reporting terms rather than assuming a worldwide claim deadline.

Do not close a hold solely because someone says “it is normal.” Ask for a response tied to the exact item and problem. If a supplier proposes a substituted accessory or revised instructions, retain the written compatibility confirmation and have the affected acceptance scope reviewed before release. Do not tape a damaged cable, bypass a warning or attempt internal repairs to finish acceptance.

Obtain technical commissioning evidence, then record release

For this workflow, commissioning means the documented technical handover needed for the particular unit, configuration and installation. It is not a single startup sequence applicable to all cavitation machines.

Ask the manufacturer to identify the supported checks, acceptance criteria and required competence. An external service provider should have a documented basis for working on the model and configuration. This article cannot determine their authority or supply missing technical criteria.

In Great Britain, HSE states that equipment whose safety depends on installation conditions requires inspection after installation and before first use. This is a conditional work-equipment requirement, not a claim that every salon machine everywhere needs the same commissioning certificate. Check the requirements for your actual site and market. [1]

What a useful technical sign-off identifies

• The unit: Manufacturer, exact model, serial, configuration and relevant accessory identifiers.
• The basis: IFU revision and manufacturer-supported installation/check documents used.
• The scope: Functions and accessories assessed, plus anything excluded or not verified.
• The results: Checks performed, applicable criteria, recorded findings and linked reports; no invented tolerances.
• The person: Name, role, organization, relevant competence/authority and date.
• The disposition: Outstanding faults, restrictions, corrective-action evidence and technical handover decision.

If output measurement is part of the supported checks, retain the specialist report and its scope. A screen, indicator light, audible sound or skin sensation is not a measurement record. Commissioning also does not establish clinical effectiveness.

Keep management release separate

The salon’s release decision should reference the technical report and closure of holds, confirm that the necessary instructions are available, and identify the trained operators and permitted service scope. Check site, practitioner, insurance and applicable market requirements independently; a technician’s signature does not decide all of them.

If supported selective release is proposed for a multifunction unit, obtain written confirmation of the permitted configuration and restrictions. Do not assume the other functions are independent of an unresolved fault. Until that is resolved, keep the unit on hold.

Common mistakes that weaken acceptance

• Signing delivery paperwork and recording the device as ready for service before the checks are complete.
• Matching a manual by the console’s appearance instead of confirmed model/configuration coverage.
• Counting functions instead of mapping the supplied accessories.
• Using “no visible damage” as a claim about output performance or hidden faults.
• Accepting a generic technical certificate without identifying the unit and checked scope.
• Closing a discrepancy without preserving corrective-action evidence.

Questions after delivery

Does signing for the parcel mean I have accepted the machine?

The contractual effect depends on the documents and applicable terms; this article does not decide it. Operationally, keep receipt and release as separate records and report discrepancies through the agreed process. Do not assume a parcel signature proves safe operation.

Can a replacement handpiece inherit the original sign-off?

Do not assume so. Record the replacement’s identity and obtain compatibility confirmation and the manufacturer-supported checks needed for that change. Have the affected release scope reviewed, without inventing a retest interval.

Is a remote support video enough for commissioning?

A video call can support communication, but it does not by itself show that the required checks were completed competently. Ask what the manufacturer supports remotely, who performs each task and what documented evidence is required. Do not undertake work beyond your competence.

What if the supplier cannot provide acceptance criteria?

Complete the receipt, identity and visible-condition record. Keep technical readiness unresolved and obtain manufacturer-supported clarification or qualified assessment. Do not create tolerances or replace missing evidence with a client demonstration.

The decision should be traceable to this unit

A useful acceptance file lets another responsible person identify the machine, see what arrived, understand what was checked and find the basis for release. If that chain is incomplete, record the gap and keep the relevant hold open.