Buy Medical Equipment in Poland

Permits and URPL data before the unit runs

In Poland, the Act of 7 April 2022 on medical devices applies alongside the EU regulation, and the President of URPL, the registration office, is the competent authority. A healthcare provider that brings devices into Poland for its own use has medical device obligations, including entering the devices in a URPL database. An X-ray unit also needs a permit from the regional state sanitary inspector before it is started up. A unit shipped from Great Britain is a non-EU import, so a medical equipment supply to Poland needs the paperwork for both steps.

Requests from healthcare buyers in more than 80 countries reach us at MediGear, a medical equipment distributor registered in England and Wales. We respond to each with a quote, documents, and freight for medical equipment and supplies. For Poland, we look for verified makers that can supply labels and instructions in Polish or English, and the Polish technical documents and X-ray permit file needed. Nothing reaches your engineers until the points below are settled with the maker. Requests reach us through the buyers page, and nobody needs an account.

University hospitals, NFZ funding and private groups

NFZ, which pays for publicly financed care, has 16 regional branches, and we quote for health care in Poland at places such as:

• UCK WUM in Warsaw and the University Hospital in Kraków
• UCK in Gdańsk and UCK in Katowice
• USK in Wrocław and USK in Białystok
• Private groups active in diagnostics in Poland, such as LUX MED and Medicover, and diagnostic imaging centres
• Dental practices with intraoral or panoramic units
• Military health units, permitted by a military preventive-medicine centre
• Polish distributors on URPL's public list

A public hospital contract awarded by tender follows the Public Procurement Law of 2019. Procedures are published on the e-Zamówienia platform, which has included the Public Procurement Bulletin since January 2022. University hospitals also post their own tender pages and plans. Government programmes from February 2026 fund oncology centres at USK Wrocław (radiotherapy) and in Zielona Góra (nuclear medicine). A hospital outside that group, such as a municipal hospital or a nonpublic hospital, can name the model and site in its request. An exclusive distributor for one maker can do the same. Clinics that need a single unit of medical diagnostic equipment can start with just the model number.

URPL, Art. 22 data and Polish or English texts

A medical technologies distributor with a seat in Poland that makes available devices from another EU state joins URPL's distributor list within seven days of the first device. A healthcare provider or other business that brings a device into Poland for its own use instead enters it in URPL's database for importing entities. The entry carries the Basic UDI-DI, maker and importer details, label and instructions. For a unit bought from the UK, who holds the importer's role is a question for your own advisers.

Labels and instructions for professional devices may be in Polish or English, but anything meant for patients must be in Polish or use harmonised symbols. Devices for professional use may not be advertised to the public, and reprocessed single-use devices may not be made available in Poland. We do not sit on the distributor list or act as importer, and we give no regulatory advice, though each quote shows the unit's certificates.

PWIS permits, acceptance tests and yearly checks

The Atomic Law gives the National Atomic Energy Agency (PAA) charge of most radiation permits. Medical X-ray units and rooms, however, are permitted by the regional state sanitary inspector (PWIS). The permit file holds the room design with shielding calculations, a QA programme, the radiation protection inspector's opinion and Polish-language technical documents. X-ray diagnostic services also need PWIS consent, though intraoral dental and densitometry-only units are exempt.

Under sanitary guidance, the X-ray supplier should present its permit to start up the unit, or the hospital applies for start-up itself. Acceptance tests follow soon after installation, with the supplier's or installer's representatives taking part. Specialist tests then run at least once every 12 months for radiography, fluoroscopy, CT, and mammography, with basic tests monthly or every six months, and daily for mammography. Under Polish X-ray rules, a new unit owner needs its own permit.

230 V, type E sockets and Polish documents

Four answers we need from the maker before quoting:

• Plug type E. Poland runs on 230 V at 50 Hz with type C and E plugs, so we check the power cord and module.
• Polish technical file. The X-ray permit file needs Polish-language technical documents and information on use, testing and maintenance, so we ask the maker for them early.
• Installer and spares. Ask who will install the unit and take part in acceptance tests, and whether spare parts and consumables can ship with it.
• Patient texts. Anything meant for patients must be in Polish or use harmonised symbols, so we check what the maker supplies.

Points still open go to the maker in writing before the quote, because the permit file names the exact unit, including its production year.

PUESC declarations and PIORiN wood checks

KAS, the National Revenue Administration, runs customs. Declarations for release for free circulation go through the PUESC services and AIS/IMPORT PLUS, and EORI numbers are issued there too. The paperwork we prepare for a Polish order:

• Invoice and packing list for the PUESC declaration
• The bill of lading or air waybill for your agent
• Origin proof the declaration asks for
• HS codes against every invoice line
• The CE declaration, the certificate and Polish texts

Wood packaging imported into the EU, including Poland, must carry the ISPM 15 mark, as PIORiN, the plant health inspectorate, sets out. Border plant-health units check it, and customs officers may too. Wood that fails can be refused, sent back outside the EU, treated or destroyed, so we ask makers for heat-treated, stamped crates.

Gdańsk, Gdynia and Katowice Airport

1. Model and permit holder. Send the model, quantity, and site via RFQ form or email, and specify who will hold the start-up permit.
2. Quote with documents. A catalogue quote usually follows within 48 hours, with the certificates, lead time, route and Polish documents listed.
3. Your sign-off. Your written sign-off on the quote is required for us to order from the maker.
4. Baltic port or airport. Sea freight goes into Gdańsk, a deepwater port that does not freeze, or Gdynia, and air freight into Warsaw Chopin or Katowice, where DHL Express, UPS and FedEx have bases.

Once the goods reach the port or airport you choose, your agent files the customs declaration on PUESC, and the last leg to site is yours. Katowice Airport handled 28,356 tonnes of cargo in the first half of 2026.

One unit, an oncology build or a refurbished system

Dental practices in Poznań and elsewhere can order a single intraoral unit, since most catalogue lines, X-ray equipment included, are quoted per unit. For tendered projects, see private tender, and physiotherapy teams can browse Physiotherapy and Wellness Equipment. We found no Polish ban on used or refurbished capital equipment, so our refurbished range can serve Poland, including refurbished medical imaging equipment. The same rules apply as for a new medical device: EU conformity on first placing in the EU, URPL data entry for a provider's own imports, and for X-ray, a PWIS permit and acceptance tests. Reprocessed single-use devices are banned.

Disclaimer

The notes on this page are general and meant for planning by Polish buyers. They do not form an offer to supply and are not legal, regulatory or customs advice. The maker's stock decides what can be quoted, and no order exists until both sides confirm it in writing. Devices need Polish or English labels, with patient information in Polish or harmonised symbols, and X-ray units need a PWIS permit and acceptance tests. Your agent and installer handle clearance, start-up and the regulatory side, since we are not a Polish importer or distributor.