Closing the Case and Sharing the Sales Order

Owned by Brendan Sweeney, created
Last updated: Sept 05, 2023
6 min read

Once inventory has been marked as used and sales have been recorded, it’s time to submit the Event for billing and close it. This involves reviewing the Devices Used Tab for accuracy (ideally, alongside a member of the surgical staff to also get provider sign-off) and submitting the case for billing. Once the case has been closed you have a number of options for sharing the sales order.

Closing the Case in vTrakr

Closing the Case in the Console (and ConnectSx Mobile)

Sharing the Sales Order in vTrakr

Sharing the Sales Order in the Console (and ConnectSx Mobile)

How do I know if the sales order has already been sent?

Closing the Case in vTrakr

Before you close your case we ask that you review the devices used in the case with a representative of the surgical staff - usually your circulating nurse. 

  1. In the Case Overview screen click on “Review Sales Order” 

  2. You can search the ticket if there are too many devices to scroll through or if questions arise about a particular item. 

  3. As you look at the devices you can see their usage status (i.e. Implanted, Used, Damaged, etc.). 

  4. You can also see the listed price of each item. You can edit the price by clicking on the “edit” icon next to each price. 

    1. Note: Sales users may not be able to modify pricing if it is a contract price saved by the organization. Sales users are able to override contract pricing only in the cases where the device status is “In/out” or “Damaged/waste”.

  5. You may also change a device from “Single Use” to “Reusable”. A single use device will be removed from your inventory at the end of the case, whereas a reusable device will be returned to your inventory for further use. 

  6. Once you’ve confirmed the devices used in the case, return to the top of the screen and click on “Sign & Close” 

  7. Then you and the surgical team representative will type your name and sign in the box below with your finger. 

Note: If your keyboard is hiding the second box for the Provider Representative Signature, click “return” to hide the keyboard and scroll down. 

8. Click Submit and the case will be considered “Closed”

9. The case is now closed, but it is not considered “Complete” until you retrieve and enter the PO number from the provider. 

Closing the Case in the Console

After devices have been marked as used it is time to confirm what was used in the case, confirm the data and prices for those devices, and close out the case - you can also handle this in the console: 

Note: Sales users may not be able to modify pricing if it is a contract price saved by the organization. Sales users are able to override contract pricing only in the cases where the device status is “In/out” or “Damaged/waste”.

  1. Once the Case is over and sales have been recorded in the devices used tab, click “Submit for Billing”. 

  2. The system will prompt you to enter an electronic signature for the Sales Rep and an authorized Provider Representative. If one or both of these are not available, you may enter your name to denote that you closed the case. 

  3. You may initiate a replenishment request during this step by checking the “Request Replenishment Checkbox.

  4. If you opt to request replenishment, after you click “Submit for Billing” the request replenishment workflow will launch.

  5. The Event is now considered “Closed”. The Case will not be granted the “Completed” status until the Purchase Order number has been entered. 

 

Next, you’ll be sharing the Sales Order with the Facility.

You have a couple of options for sharing the sales order, but first why not check out what the Sales Order looks like in ConnectSx.

Sharing the Sales Order in vTrakr

Once the case has been closed in vTrakr and device use has been recorded, you can:

  • Click on the “Email Sales Order” button, which will then prompt you to enter the email address of the recipient you would like to share the sales order with.

The email address that auto-populates when sharing the sales order is the email address entered as the main billing contact in the Facility directory record. If the sales order must be shared with someone else, such as a hospital administrator or distributor, then a different email address should be entered.

  • Additionally, the Sales User can download a copy of the Sales Order to share by clicking the options listed below. Once downloaded the user can share the file using their email account or other app on their phone.

    • Download PDF

    • Download PDF (no prices)

    • Download PDF (no replenishment address)

Sharing the Sales Order in the Console

 

Once the case has been closed and device use has been recorded, you can click on the “More…” button, then “Sales Order Form” to generate and download a PDF of the Sales Order or to share it via email.

  1. Download the Sales Order as a PDF

    1. Downloading the sales order as a PDF allows you to save an external record of the document or share it with your personal work email to the proper stakeholders. Users have the option to:

      1. Download PDF

      2. Download PDF (no prices)

      3. Download PDF (no replenishment address)

  2. Send as Email Attachment

    1. The Send as Email Attachment option allows you to send an email from inside the ConnectSx Platform

    2. You have the option to modify:

      1. Email Subject Line

      2. The Recipient (To:)

      3. CC Recipient

      4. The Reply-To: Address

      5. The Body of the email

You can now add a CC email to sales orders shared as email attachments from within ConnectSx!

The Recipient email will auto-populate to the First Billing Contact Email listed for that Facility in the Directory. If this is not who should be receiving the email, select the correct contact using the “All Emails” drop down menu or type in the desired recipient’s email address.

How do I know if the sales order has already been sent?

We’ve heard that it would be nice to have a way to confirm that a sales order has been shared. Well, we added a timestamp (shown below) of the most recent time the Sales Order has been shared.

 

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