CSX Playbook: What do I need to do to get my data ready for ConnectSx?
Contents:
Introduction:
What is the goal?
This playbook is focused on helping you to compile, prepare and enter your data into ConnectSx to get started using the system. We have a handful of helpful resources available to you to help, and this playbook pulls them all together and walks you through the process.
How do we solve for this?
First, let’s talk about what data you’ll need to gather and prepare.
Inventory Data
Catalog Level Data: Think of this as what we’ll use to build your item master. What are all of the items that exist in your inventory or will exist in your inventory? Here you’ll list out each item, its description, its catalog #, its product line, etc. to record in the product catalog as the source of truth for that item within the system. Items can exist in the catalog without needing to exist in inventory, so you may include items here that are under development or are not yet produced.
Fields Included:
Catalog #: This is the item number used to primarily identify a device. This is the number typically listed on a sales order or device usage ticket.
Product Line: Think of these like product families or brand names, these are high level umbrellas categorizing your products by catalog #. All catalog #s must have at least one product line, but may belong to multiple.
Description: The Catalog Description may be automatically populated when manually creating inventory to help keep descriptions consistent.
Cost of Goods: This is the cost of the item and is used to calculate the overall cost of inventory
Par Level (Catalog): Like a reorder point, a par level sets an inventory stock position that you do not want to fall below for this item and the system will notify you when you get low stock.
Warehouse Location: Where is this item located in the warehouse? Use this field to store this info.
Lead Time (in weeks): A field for you to store how long your lead times are for each item to assist when reordering.
Tags: Tags are user-defined search terms. Think of this as your opportunity to include and associate any data that we do not already allow for. Anything can be entered as a tag and you will be able to search using these Tags. Tags are used throughout the system in many different contexts.
Device Level Data (Production Level Data): This is the information associated with each individual discrete device. While Catalog #, List Price, and Description may be the same across all devices bearing the same Catalog #, for instance; the lot #, UDI, and Expiration date are considered production level data and are stored at the device level. So, in ConnectSx, each device or item is treated as “an individual”, with its own production information, its own transfer history, its own comment section, etc. So we need to collect all the information that is pertinent to each device. This could also be thought of as your “inventory data” in most contexts.
Fields Included:
Catalog #: As mentioned above, all inventory must have a catalog #. Container Catalog #'s must also be unique.
Product Line: Product line is held at the Catalog level, but must be entered for all new inventory.
Description: Description is already stored at the Catalog level, but you may assign a description to a specific item which will supersede the catalog description. If no description is entered, the catalog description will apply. VERIFY THIS!!!!
Container: If the item in question is part of a container then the container catalog # would get assigned in this field.
UDI: The unique device identifier is entered here in readable text format. The UDI is a unique ID containing various pieces of product information for a given device and is mandated by the FDA. If a UDI is entered the system will parse the UDI and populate the Lot #, Serial, Device ID, Expiration date, etc. The UDI will be treated as the source of truth for these fields.
Lot: The lot number refers to the batch the product was produced in and is one of the major pieces of identifying production information. If a UDI is entered the system will derive the lot from the UDI.
Serial: The serial number is a unique number assigned to an item to be able to identify it from other devices. If a UDI containing the serial is entered the system will derive the serial from the UDI.
Expiration Date: The Expiration date is the date when the product should no longer be sold. If the expiration date has passed the inventory will no longer be considered sellable. If a UDI containing the Expiration was entered the system will derive the expiration date from the UDI.
Manufacture Date: This is the date the inventory was manufactured. If a UDI containing the manufacture date was entered the system will derive the manufactured date from the UDI.
Barcode
List Price
Cost: Cost is already stored at the Catalog level, but you may assign a cost to a specific item which will supersede the catalog cost. If no cost is entered, the catalog cost will apply.
Single-Use/Reusable:
Inventory Type: Allowed values: Implant, Biologic, Instrument, or Other.
Location:
Custody: Who (which user) is accountable for this inventory, Custody governs all inventory in ConnectSx. Custody refers to who has possession and control of the inventory. All inventory, containers included, must have a custody, even if the inventory is just in the Organization’s custody.
Container Data: Containers hold other devices, but they also have their own associated item level data including catalog #, lot, UDI, etc. When a container ID (Catalog # ) is entered on an item in an inventory import, and the container has not already been created, the container will automatically be created with that listed container ID for the Catalog # and Description of the container. To complete filling out the inventory details for the container, either create it manually prior to import or go in after the import to correct and complete entering the remainder of the inventory details.
Directory Data:
The directory stores your critical business data about your Facilities, Physicians, Procedures, and more. Storing all of this information in the directory makes it easy for you to assign which directory records pertain to which users, which in turn makes it easy for users to select data when creating cases and gives you control over what data is entered in your system. Making sure Directory information is correct is critical to reducing errors and making sure cases have no billing issues.
Facilities: These are your healthcare providers who you sell inventory to, or in other words: your Customers and are a required field for creating a case. Facilities must be each individually associated with the Users who will be entered cases for them, as well as with the physicians who do cases at them. Facility contract pricing may also be loaded for each Facility, which will populate in a case automatically. The following fields are included in a facility record and must be input manually, there is not an import option available for Facility entries.
Name*
Type*: 3PL, ASC, Hospital, Other, Warehouse
Street Address*
City*
State/Province*
Zip/Postal Code*
External Integration ID (If using Quickbooks, Xero, or other financial system integrations)
International Flag
Primary Contact
Name
Phone
Phone Extension
Role
Email
Ability to add as many additional contacts as necessary
Billing Contact (System will default to this contact to share the sales order in a case)
Name
Phone
Phone Extension
Email
Additional Contact email
Street Address
City
State
Zip/Postal Code
Payment Terms
User Alternate Catalog Numbers Setting
Facility Contract Complete Flag
Contract Renewal/Expiration Date
Price Lists: Price lists are entered at a global level or by facility. While price lists are not a required step of setting up an account, having them ready as early as possible is a best practice to ensure standardized contract pricing, reduce on billing errors, and make the experience easy for your users. Learn more about them in our Knowledge Base.
Physicians: These are the physicians who are performing cases at your facilities. They are assigned to each case as a required field. Physicians must be each individually associated with the Users who will be entered cases for them, as well as with the Facilities where they perform cases. The following fields are included in a physician record and must be input manually, there is not an import option available for Physician entries.
First Name*
Last Name*
Middle Name
Search Tags
Contact Information:
Street Address
City*
State*
Zip Code*
Primary Phone Number
Secondary Phone Number
Email
NPI Number
External Integration ID
Assignments (These are the associations that dictate the types of cases they perform. Facilities must be mapped)
Facilities
Procedures
Product Lines
Comments
Procedures
Name*
Type: Cardiac, Colorectal, Endocrine, Gynecological, Hand, Head, Neuro, Opthalmological, Orthopedic, Other, Pediatric, Plastic, Spine, Thoracic, Trauma, Urologic, Vascular
Product Lines
Modifiers
Manufacturers: Every account needs one manufacturer which will be the “Organization” which owns the account. So the first Manufacturer you create should be your Organization. After that, feel free to create other manufacturers for your suppliers. However, if you plan to sell other manufacturers goods under your Organization’s name (i.e. Your org on the Sales Order), make sure to set that up in your Organization Settings.
Name*
Email
Street
City
State
Zip Code
Phone
Fax
Payment Terms
Logo
Automatically send sales orders setting
Additional Contacts
Name
Phone
Phone Extension
Role
Email