The time has now come for the case to proceed, you’re in the OR and the case is going on, devices are being used and implanted. It’s also time to return to the Event we scheduled in vTrakr and record which devices are being used - recording your sales.
Recording Sales in the Console
Adding Non-Inventory Charges in the Console
Recording Sales in vTrakr
NOTE: If cell or internet service is not available, and you are a premium subscriber, we recommend using the vTray application (which allows for preemptory download of the Event data) or the console (which could be pulled up on a facility computer with hard-line internet access). The ultimate plan B in the event of unforeseen circumstances is to use paper to record device use, and input the data into one of the applications at a later time, although this is recommended only as a last resort.
Go to the Events screen using the navigation bar, find the Event you are looking for, and click on it to enter the Event Overview again.
To record device use during or after an Event click on “Mark Used Inventory” in the Event Overview.
Find the devices that you’re looking for by either using the search bar or click on the barcode scanner button to the right of the search bar.
When you’ve located the device that has been used, click on the “edit” icon on that item and select the usage status.
When you are done marking device statuses click the back arrow. This device use information will be recorded and added to the automatically generated Device Usage Ticket (DUT). As long as the Event is open, you may return to the Event and mark inventory as used.
You may also scan a barcode to locate your inventory by using this button. However, the barcode data for that barcode must have already been input into your ConnectSx account for that device for this feature to be functional.
Note: If an item is marked implanted, damaged, and explanted it cannot be marked as reusable and will be decremented from your inventory at the closing of the Event.
Note: You also have the option of releasing an item from the device usage ticket if, for some reason, it was incorrectly marked. Again, go into the Mark Used Inventory section, click on the “edit” icon, and select the status of “Unused”.
7. When you are done recording device use, click the back button to return to the Event Overview screen.
8. When the Event is completed your Device Usage Ticket will be generated automatically and you will be able to review and print or send it via email to the manufacturer.
Recording Sales in the Console
Although Events are typically created and devices marked as used in vTrakr, it is sometimes necessary to process this data in the Console. Here is how to record Event Data in the Console in the event of an exception:
Navigate to the Events screen and locate the Case you need to record data for. Click on the case name to view the event detail page. Here you have the option of updating the case details, just make sure to click “Save” when you’re finished!
If you are entering a Procedure, Physician, or Facility for the first time you will need to click the plus button next to that field which will prompt you to create a new record in your directory. After adding the new record it will be stored for easy selection in the future.
Click on the “Device Usage Ticket” tab to view any items that have been marked as used in this Event.
If, for some reason, you need to mark devices as used (rather than the sales rep marking them in the field), you have that option in the Console. Just click on the “Mark Used Inventory” tab of the Event Detail screen.
Then search for either a container or a loose device using the search prompts on the left.
Click on the Plus button next to the device you’d like to mark it for selection, making sure to pay attention to the device’s catalog number and lot number. This will add them to the “Selected Inventory” section.
When you’ve selected all of the inventory you require (you can return to add more up until the Event is closed), click on the “Mark Devices” button, which will add the inventory to the Event Sales Order.
Click on the “Devices Used” tab to see the inventory you’ve added to the Event and make adjustments to the item details, such as Price, Usage Status, Single Use Status, or No-Charge. To modify other item details, click on the item to access its detail screen.
NEW FEATURE!! NO-CHARGE CHECKBOX If for some reason an item was used but needs to be recorded as no-charge, you can now check the “No-charge” checkbox in the Devices Used Tab of your event. (See Below)
You may also now mark all items in a case as “No-Charge” using the No-Charge switch at the top of the screen.
Adding Non-Inventory Charges in the Console
In some cases it may be necessary or advantageous to add items, charges, fees, discounts, etc. to a sales order that are not technically inventory items - well now you can!
Log into the console and navigate to the event you would like to add the non-inventory line-item to.
Click on the Sales Order tab.
Next, scroll down the page until you see the “Additional cost or adjustments” section.
Then click on the “+” button.
Enter a description and price for your adjustment (It can even be a negative number).
Click “Save” and your adjustment will be added to the sales order!