What Is the VAC (Value Analysis Committee) and How to Get a Product Approved

If you’ve ever wondered why getting a new medical device into a hospital takes so long—or why a physician’s support alone isn’t enough—then you’ve likely encountered the VAC.

The Value Analysis Committee (VAC) plays a critical role in healthcare purchasing decisions. For medical device reps, understanding the VAC is not optional—it’s essential. Whether you’re selling capital equipment or disposable devices, mastering the VAC process can make or break your ability to close a deal.

In this post, we’ll break down:

• What a VAC is and why it exists

• Who sits on the committee

• What documentation you need to prepare

• How to navigate common roadblocks

• And how reps can proactively position their product for VAC approval

What Is a VAC in Healthcare?

The Value Analysis Committee is a multidisciplinary group within a hospital or health system that reviews new medical products, technologies, and services before they can be purchased or trialed.

The VAC's job is to ensure that:

• New products deliver clinical benefit

• There’s sufficient economic justification

• They align with system-wide goals like standardization or contract compliance

Essentially, the VAC is the hospital’s internal gatekeeper to control costs, reduce variation, and make sure new products are actually needed.

Who Sits on the VAC?

VACs typically include a mix of clinical, administrative, and supply chain leaders. This may include:

• Nursing directors

• Physicians or clinical champions

• Supply chain analysts or value analysis coordinators

• Finance representatives

• Risk management or infection control staff

• Contracting or GPO liaisons

Some large IDNs may even have regional VACs or product-specific subcommittees (e.g., a cardiology VAC vs a surgical VAC).

When Do You Need VAC Approval?

You typically need VAC approval when:

• Introducing a new vendor or product

• Requesting off-contract spend

• Proposing a conversion from existing technology

• Trialing a product that has capital implications

• Needing support for a custom kit or device modification

Even if the physician says “Let’s do a trial,” no PO can be issued until VAC gives the green light.

What Documents Are Required for VAC Submission?

Every hospital system has its own process, but most VACs require:

• A new product request form

• Clinical justification (often written by the physician)

• Pricing information and cost comparison

• Supporting clinical data or published literature

• Product safety sheets, regulatory approvals, or IFUs

• Competitor comparisons and existing contracts (if relevant)

You may also need to provide:

• FDA clearance letters

• CE markings

• Sample invoices

• Disposable usage estimates for cost modeling

How Long Does the VAC Process Take?

It depends. Some hospitals meet monthly, others quarterly. Add in pre-review meetings, edits, legal, and GPO review—and you’re looking at 6 to 12 weeks on average, though some take longer.

Tip: Build VAC timelines into your forecast. A verbal “yes” from your champion means nothing until the VAC says so.

How Reps Can Influence VAC Approval (Without Overstepping)

You can’t submit to the VAC directly, but you can (and should):

• Help your physician draft the clinical justification

• Provide cost and utilization comparisons to help build a business case

• Coordinate with your internal team to ensure pricing alignment

• Offer peer-reviewed literature and FDA info upfront

• Identify potential contract alignment issues (e.g., is this a GPO-compliant product?)

The goal is to make your champion look well-prepared and the request look low-risk.

Common VAC Roadblocks (and How to Overcome Them)

Objection: “We’re standardizing vendors.”
Translation: Your product isn’t on contract or you’re trying to displace a current supplier.
Solution: Show how your solution offers superior outcomes, fewer complications, or a unique capability not covered by current vendors.

Objection: “It’s too expensive.”
Translation: They don’t see the ROI or budget is already spoken for.
Solution: Provide clinical data and a total cost of care analysis—focus on long-term savings, fewer reinterventions, or time-saving efficiencies.

Objection: “We already have something similar.”
Translation: They don’t understand the clinical or workflow difference.
Solution: Present a direct competitor comparison or case studies showing a meaningful benefit.

Objection: “VAC meeting is months away.”
Translation: Timing is delayed, and momentum may stall.
Solution: Work backward from the meeting date, align your internal team, and create urgency with your champion.

Final Thoughts: Don’t Wait for a “No” to Get Strategic

If you're new to medical sales—or transitioning into capital or cardiovascular sales—understanding the VAC process is a competitive advantage. The best reps aren’t just clinical experts; they’re strategic operators who know how to navigate hospital politics, secure internal champions, and bring the right documentation at the right time.

➡️ Want to Master the VAC Process?

Enroll in the Device University, where we walk you through:

• Real-world VAC timelines

• Sample clinical justifications

• GPO & contract alignment tips

• And tools to help you win approvals faster

Explore the course →