Medical Equipment Planner

Job Description

Job Description

Description:

About Us

HFG Architecture is a planning and design firm focused on bringing accessible healthcare to the communities we serve. We are leaders in the industry of healthcare design and provide high quality services for our clients. Our offices in Wichita, Kansas City, Oklahoma City, Tulsa, and Northwest Arkansas are comprised of diverse team members committed to designing exceptional health facilities. Services include architectural design, planning, medical equipment coordination, and interior design. For 30 years, we've served rural and urban communities by working with Critical Access Hospitals, healthcare systems, regional hospitals, and independent clinics in more than 20 states and three countries. At HFG, We Make Space for Care.

About the Role

As a Medical Equipment Planner at HFG Architecture, a leading healthcare architecture firm, you are the production core of our medical equipment planning team. Reporting to a Medical Equipment Planning Project Manager, you will create and maintain the drawings, data, and documentation that carry a project from programming through activation; developing equipment plans and elevations in Revit, building and maintaining equipment databases in Attainia, writing the notes and rough-in requirements that coordinate equipment with the design team, and supporting procurement from quote to delivery. This is a hands-on, detail-driven role for someone who takes pride in accurate, well-organized work and wants to build deep expertise in healthcare planning. 

Key Responsibilities & Duties:

Drawing Production & Documentation:

• Produce and maintain medical equipment plans, elevations, and enlarged room drawings in Revit through all project phases, from programming and schematic design through construction documents.
• Place, tag, and number equipment in the model, keeping equipment identification consistent between the drawings and the equipment database.
• Create, modify, and maintain Revit equipment families and content libraries, including accurate dimensions, clearances, service access, and mounting heights.
• Write and maintain equipment notes, rough-in notes, general notes, and sheet annotation that clearly communicate requirements to the design and construction teams.
• Prepare and issue equipment drawing sets at each project milestone, maintaining version control and file organization in accordance with firm standards.
• Work with AutoCAD files, consultant backgrounds, and existing facility documentation as needed.

Equipment Data & Database Management:

• Build and maintain project equipment lists in Attainia, including room-by-room assignments, quantities, categories, and procurement responsibility (owner-furnished, contractor-furnished, existing/relocated, and new).
• Enter and update pricing, budget figures, cut sheets, and manufacturer data, keeping records current as selections and scope evolve.
• Generate equipment reports, budget summaries, room data sheets, and inventory documents for internal review and client distribution.
• Reconcile the equipment database against drawings, specifications, and budgets so that every deliverable tells the same story.
• Maintain and improve firm-standard equipment templates, room templates, and content libraries.

Coordination & Technical Support: 

• Compile and distribute equipment rough-in requirements—electrical, plumbing, HVAC, medical gas, data, structural support and backing, and shielding—to architectural and engineering teams.
• Review architectural and engineering drawings for equipment conflicts, clearance issues, and missing or incorrect rough-ins, and flag items for resolution.
• Contact vendors and manufacturers to request cut sheets, rough-in drawings, dimensions, lead times, and pricing.
• Track coordination items, open questions, and decisions, and follow up to keep issues moving toward resolution.

Client & User Group Support:

• Prepare agendas, exhibits, equipment lists, and presentation materials for clinical user group and coordination meetings.
• Attend user group and project meetings, take and distribute meeting notes, and update documentation to reflect the decisions made.
• Respond to routine questions from clients, vendors, and design team members in coordination with the Project Manager.

Procurement & Purchasing Assistance:

• Assist with bid packages, requests for quotes, purchase order preparation, and vendor comparison summaries.
• Track equipment purchases, lead times, deliveries, and outstanding items, and maintain procurement logs and status reports.
• Support submittal review, RFI responses, and change documentation related to medical equipment.

Installation & Activation Support:

• Assist with delivery coordination, installation verification, equipment tagging, and inventory documentation during site visits.
• Support punch list and deficiency tracking for medical equipment through project closeout.
• Assist with transition planning, move management, and activation checklists as needed.
• Quality Assurance & Standards
• Perform self-checks and quality control reviews of drawings, equipment lists, and reports prior to issue.
• Apply relevant healthcare codes and guidelines (e.g., FGI, ADA, IBC, NFPA) to equipment placement and documentation.
• Maintain organized, complete project records and documentation in accordance with firm standards.

Travel Requirements

• This role requires approximately 10–15% travel for project-related needs, including site visits during installation and activation, client meetings, and occasional industry events.

Qualifications:

• Bachelor’s or Associate’s degree in Architecture or a related field. 
• Experience in medical equipment planning, healthcare design, construction documentation, or a related healthcare, architectural, or construction environment. We welcome applicants across a range of experience levels, including those early in their careers.
• Proficiency in Revit required; AutoCAD beneficial. 
• Experience with medical equipment planning software (e.g., Attainia) preferred; proficiency in Microsoft Office required, with strong Excel skills.
• Familiarity with healthcare design codes and guidelines (e.g., FGI Guidelines, ADA, IBC), or a willingness to learn them.

Why You’ll Love Working Here:

• 100% Paid Health Insurance for Employee
• 100% Paid Dental Insurance for Employee & Family
• Employer Contribution to Health Savings Account
• Flexible Work Hours & Hybrid Work
• Firm Paid Support for Licensure & Certification
• Volunteer Personal Day
• Gym Membership Discount
• Employer-Provided Life Insurance Policy
• Support for Professional Conference Attendance
• Leadership Development
• Paid Vacation & Sick Leave
• 401k Match up to 4.5%

Our Culture

We’re a team of passionate, down-to-earth people who genuinely care—not just about great design, but about each other, our clients, and the communities we serve. Collaboration, curiosity, and compassion drive our work. Whether we’re sketching ideas, solving problems, or celebrating milestones, we show up with heart, humor, and a shared sense of purpose. At HFG, you’ll find a place where your voice matters, your growth is supported, and your work makes a real impact.

Equal Opportunity Employer

HFG Architecture is proud to be an equal opportunity employer. We are committed to building a diverse and inclusive team where everyone feels valued and respected. We welcome applicants of all backgrounds and identities—regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or veteran status. Our differences make us stronger, and we believe they’re essential to creating spaces that serve everyone.