Scheduling Cases and Other Event Types ( a.k.a. How to create an Event)
In the typical workflow, Events are created by sales reps in the field when an event occurs or is scheduled (such as a surgical case) using the ConnectSx mobile app, however, it is also possible to schedule your event in the ConnectSx Console. For the purposes of this guide we will refer to our Event as a “Case”, although ConnectSx allows for the creation of different types of Events (Sample, Loan, Return, Damage, Stocking Order, Stock Adjustment, Subscription, Other, etc.). However, sometimes it may be necessary to create events and record device usage data in the Console, because the sales rep was unable to perform this task in the field. We allow for Console users to schedule events and record this data, as well as tracking purchase orders and generating invoices.
How to Schedule a Case in vTrakr
How to Schedule a Case in the Console
NEW!! If you are creating an Event and leave the “Name” field blank, the system will now automatically create the Event Name. The Event name will be created as a combination of the following information: event date + event physician + event facility.
New! You may now create an Event by copying an existing Event. Check out how here!
How to Schedule a Case in vTrakr
First, the sales rep communicates with the surgeon or provider to schedule the surgery, and the rep creates the case in the vTrakr app:
Create Event: To schedule an event, click the “Create Event Record” button on the vTrakr dashboard or navigate to the Events screen and click the “+” button in the upper right corner.
Enter Event Name: Type in the name of the event. This can be anything you want it to be, but we recommend creating a standard naming convention that will be used throughout your organization to keep your data consistent.
Select Event Type: Next, select what type of event you are scheduling:
Case
Sample
Loan
Damage
Return
Trial
Other (Add Description)
Stocking Order
Stock Adjustment
Enter Event Details: Select the Procedure, Date, Time, Physician, and Facility for the case in each of the corresponding fields.
Facility, Physician, and Procedure are populated from the Directory. Click into each field to select from a selection of the available options in the tray above your keyboard. The directory options displayed in the drop-down menus must be assigned by user. If you need to learn about assigning directory access check out this article.
The procedures displayed will be filtered to those that are assigned to the physician chosen for the case.
If you need to add a new Procedure, Physician, or Facility click on the plus button next to that field. Fill out the detail in the pop up window and then the new record will be available from the drop down menus.
Create new directory records (if necessary): If you need to add a new Procedure, Physician, or Facility begin typing the name of the new record in the relevant field and click the green “Create” button in the tray above your keyboard.
Select Manufacturer: Click “next” then select the manufacturer for the event. You should select every manufacturer that will have inventory used in the Event. Manufacturer is populated from the Directory. Click into the field to select from a dropdown menu of the available options.
Add Product Line: You may also enter a product line for the case, this will add product line filters to the inventory selection in the next screen.
Save: Then click “Save” and your Case will be scheduled!
How to Schedule a Case in the Console
Create Event: To schedule a Case in the console navigate to the Events screen and click the “Create New” button in the upper right corner.
Select Event Type: Next, select what type of event you are scheduling:
Case
Sample
Loan
Damage
Return
Trial
Stock Adjustment
Other (Add Description)
Enter Event Name: Type in the name of the event. This can be anything you want it to be, but we recommend creating a standard naming convention that will be used throughout your organization to keep your data consistent.
Assign Representative: Select the sales representative that was involved in the Event. (This is VERY IMPORTANT to get correct as it will affect inventory and commissions.) Distributors and Admins may also be entered as representatives for the Event. The representative assigned to the event determines which inventory is available to use in the Event (i.e. inventory in their custody or that they have access to in the case of distributorships with shared inventory). If you are a sales rep you will automatically be entered as the representative, but distributor and admin users will need to select the appropriate representative for this event. If you select the Facility first and there is only 1 representative associated with that facility, the representative field will only show the representatives associated with that Facility.
Enter Event Details: Select the Procedure, Date, Time, Physician, and Facility for the case in each of the corresponding fields.
Facility, Physician, and Procedure are populated from the Directory. Click into each field to select from a dropdown menu of the available options.
If you need to add a new Procedure, Physician, or Facility click on the plus button next to that field. Fill out the detail in the pop up window and then the new record will be available from the drop down menus.
Enter Patient ID: Finally, you may enter the Patient ID for the case. While ConnectSx is built on HIPAA-compliant infrastructure, we recommend using Anonymous identifiers to lower the risk of potential breach.
Select Manufacturer: Click “next” then select the manufacturer for the event. You should select every manufacturer that will have inventory used in the Event. Manufacturer is populated from the Directory. Click into the field to select from a dropdown menu of the available options.
Add Product Line: You may also enter a product line for the case, this will add product line filters to the inventory selection in the next screen. Product lines can be added after the case has been created.
Assign Containers: You may assign containers by selecting from the containers available to the assigned user (in their custody or available to them in the case of distributorships with shared inventory). This is how to keep track of which the inventory used in the case came from.
Note: Container Assignments
If an item is used from a container in an Event without the container being assigned it will automatically be assigned to that Event.
SECURITY NOTE: All Data is stored on HIPAA compliant infrastructure, however we caution you to not include patient data unless absolutely necessary in order to avoid the risk of a healthcare information breach. We also STRONGLY caution against logging into your console account from a public computer. If you must log in on a computer that is shared, be sure that you are completely logged out before you leave the machine. We would even suggest quitting the browser.