Compare Medical Equipment Model Numbers & Avoid Counterfeits

Buying medical equipment online is supposed to be straightforward. You find the product, confirm the specs, place the order done.

In reality, the model number is where most people get tripped up.

Two listings can look identical but hide small differences: a suffix that changes capacity, a regional variation, a locking option, or a different configuration entirely. Worse, when a listing uses vague descriptions (or “close enough” photos), the risk isn’t just returning the wrong item it can be a safety and compliance issue.

This guide walks you through a practical, repeatable way to compare model numbers (and the identifiers around them), validate what you’re buying, and reduce the chance of ending up with a counterfeit or mismatched device. This is informational guidance only always follows your facility’s procurement and compliance requirements.

Why Model Numbers Matter More Than Product Names

Product names are often marketing labels. Model numbers are the manufacturer’s truth.

When you compare model numbers correctly, you can confirm:

• Exact configuration (size, voltage, options, lock type, door style, accessories)
• Compatibility (parts, consumables, service kits)
• Warranty eligibility (some manufacturers restrict warranty coverage to authorized channels)
• Traceability (especially when UDI is available)

The World Health Organization notes that anyone can be at risk of encountering substandard or falsified medical products especially when buying from unauthorized sources and through complex supply chains. (World Health Organization)

Model Number vs Serial Number vs Catalog/REF vs UDI

People use these terms interchangeably, but they’re not the same.

Quick Reference Table: What Each Identifier Does

Identifier	What it identifies	Where you’ll see it	When you need it
Model number	The device configuration / variant	Product label, spec plate, listing title	Comparing two “similar” products
Catalog / REF number	The sellable item reference (often close to model)	Box label, paperwork, listing	Ordering the correct SKU/variant
Serial number	One specific unit	Device label/plate	Warranty, service, recalls, incident tracking
UDI (DI + PI)	Unique device identifier for traceability	Device label/packaging (varies by device)	Validation, traceability, regulated environments

UDI note: In the U.S., the FDA maintains GUDID, and you can search it through AccessGUDID.

Step-by-Step: How to Compare Two Model Numbers Correctly

If you do only one thing from this article, do this:

Step 1: Strip the model number down to the “base model”

Many manufacturers use:

• a base model (the core product family)
• plus suffixes/prefixes that represent options and variations

Examples of what those variations might represent:

• capacity (e.g., cu ft or internal volume)
• door style (glass vs solid)
• locking option
• temperature range
• electrical requirements
• accessories or included bundles

Step 2: List the exact “differences” you can’t see in photos

Photos rarely show:

• internal shelving configuration
• controller version
• alarm / monitoring features
• lock type or access method
• certification markings (where applicable)

Step 3: Match the model number to the spec sheet (not the listing description)

Use manufacturer documentation when possible. A clean way to do this is:

• Compare the listing’s “Specifications” block
• Then verify against manufacturer specs or UDI database entries (when available)

Step 4: Confirm what changes warranty eligibility

Some manufacturers tie warranty support to authorized distribution. That’s not a detail you want to discover after delivery.

💡 MediDepot Tip: Before you purchase, take a screenshot of the listing title + model number, and save photos of the box label and device label once it arrives. It speeds up warranty claims and service requests.

A Practical Checklist for Comparing Model Numbers

Use this as your internal procurement checklist (or copy it into your SOP).

Checkpoint	What to confirm	Why it matters
Base model matches	Same product family	Avoids “lookalike” substitutions
Suffix/prefix differences	Capacity, options, lock, voltage, door type	Prevents ordering the wrong configuration
Specs match	Temp range, dimensions, power, monitoring	Prevents compliance and usability issues
Documentation exists	IFU/manual/spec sheet	Red flag if missing or inconsistent
Authorized seller/warranty	Warranty terms & service support	Avoids “no support” scenarios
Traceability identifiers	Serial/UDI if applicable	Helps with audit trails and safety events

Where to Find the Model Number on Common Equipment Types

Model number location depends on the product category. Here are the most common places to check.

Location Guide Table: Where to Look

Equipment type	Typical model number location	What to photograph
Wheelchairs / mobility devices	Frame label, crossbar, rear canes, under seat	Label close-up + full chair photo
Medical refrigerators/freezers	Inner cabinet wall, rear plate, door frame plate	Spec plate + controller panel
Medical cabinets/carts	Inside door, rear panel, or manufacturer label	Label + key/lock area (if relevant)

To make this practical for your buyers, link this section directly to relevant collections where model variants are common (mobility and refrigeration are big ones).

• Mobility hub collections (walkers, wheelchairs, canes, scooters)
• Manual wheelchairs collection (multiple configurations and use cases)
• Medical/laboratory freezers collection (many model variants and capacities)
• Medical/laboratory refrigerators collection

How to Validate Authenticity Using UDI and Public Databases

Not every device will have an easily searchable UDI record, but when it does, it’s one of the cleanest validation paths.

How to use AccessGUDID (fast and free)

1. Go to AccessGUDID
2. Search by known identifier (if you have it), or by manufacturer + device name
3. Compare the returned details with your listing (manufacturer, device description, packaging levels, etc.)

AccessGUDID exists specifically to help identify devices in the U.S. market and reflects data submitted to the FDA. The FDA explains GUDID as a reference catalog for devices with UDIs.

Counterfeit Red Flags You Should Never Ignore

Counterfeits don’t always look “fake.” They often look almost right. Here are the red flags that show up repeatedly in procurement cases:

Listing and seller red flags

• Price far below normal without a clear explanation
• Vague or inconsistent product descriptions
• No return policy clarity, or difficult-to-find contact details
• Seller avoids answering “model number” questions directly

Product and documentation red flags

• Missing manuals, IFU, or warranty documentation
• Mismatched branding between the box and the device label
• Low-quality printing or tamper evidence that looks disturbed
• Model number on the box doesn’t match the device plate

The WHO emphasizes prevention, detection, and response highlighting the importance of robust systems and awareness to reduce risk.

💡 MediDepot Tip: If you’re comparing “part number specifications” from a listing, always ask for a photo of the actual label/spec plate. If the seller can’t provide it, treat that as a serious warning sign.

What to Do If You Suspect a Counterfeit or Illegitimate Product

If something feels off:

1. Stop use (especially in patient-facing contexts) and quarantine the item per facility policy
2. Document everything (photos of labels, packaging, invoices, correspondence)
3. Contact the manufacturer to validate the model/serial/UDI if possible
4. Use official reporting channels as appropriate to your product category and jurisdiction

 

How to Buy More Confidently on MediDepot

If your goal is to reduce risk before the purchase, structure your buying process around transparency and verification:

• Check your target brand and choose from trusted manufacturers (see MediDepot’s Brands page).
• For facilities ordering multiple units, request a quote and get written confirmation on models/configurations.
• Shop categories where specs and configurations are clearly listed especially refrigeration and mobility, where small model differences matter.

Still Have Questions? We’ve Got Answers

If you want fewer returns, fewer “wrong variant” surprises, and far less counterfeit risk, treat model numbers like the product’s DNA compare them deliberately, validate them against specs and identifiers, and document what you receive.

If your team wants help confirming configurations before ordering, start with the product’s model number and shop from verified categories and brands across MediDepot especially in high-variation areas like mobility and medical refrigeration. (MediDepot)

Frequently Asked Questions (FAQ)

Q1: Can two different model numbers be the same device?

Sometimes they’re the same device family but in different configurations. A suffix might change capacity, including accessories, or compliance features. Always compare specs, not just photos.

Q2: What’s the difference between a model number and a catalog/REF number?

Model numbers describe configuration; catalog/REF is often the sellable reference used in ordering. They can overlap, but they’re not always identical.

Q3: Is UDI always available for verification?

Not always. When it is, it’s one of the cleanest ways to validate a device listing especially via AccessGUDID in the U.S.

Q4: What’s the fastest way to avoid counterfeit risk?

Buy from transparent sellers, verify the exact model number against documentation, and request label photos for high-risk purchases.

Q5: What should I save for warranty/service later?

Photos of the device label/spec plate, packaging label, invoice, and the listing model number at purchase time.

*All medical and maintenance recommendations verified from official U.S. federal sources, reviewed by MediDepot Clinical Support Team.

**Disclaimer: This content is for informational purposes only and does not constitute medical advice. Always consult your physician, healthcare provider, or qualified medical professional before using any medical products or following health-related guidance. MediDepot products do not diagnose, treat, cure, or prevent any medical condition.