Benefits of Surgical Workflow Software


Maintaining surgical inventory doesn’t have to be a complicated or disorganized process. Choosing a surgical vendor inventory tracking software helps make it a simple, streamlined process. This is especially true with a cloud-based system that tracks inventory in real-time, allowing hospitals to improve how they manage their inventory supply while saving time and money.

Surgical vendor tracking software bridges the communication gap between vendors and hospitals. The result is an improved workflow process.  

What Should You Look For in Surgical Workflow Software? 

There are four key areas in which surgical workflow software should help hospitals execute better inventory management practices. 


Tracking Surgical inventory software documents and tracks vendor inventory that is on loan or consignment. When a hospital needs a special tool for surgery that they don’t normally have on hand, the software allows staff and doctors to access vendor inventory status in real-time. 

An ideal solution includes a kiosk where vendors can capture images, load documents, and create asset tags for tools before they are sterilized. Surgical vendor inventory software should allow a time-stamp for easy recall of when items were documented or tagged.


Coordinate This portion of surgical vendor inventory software automates vendor notifications by integrating them into the surgical schedule. A good solution has the ability to move these notifications up by seven days on average. Timing is critical when it comes to patient surgery, and this feature ensures the correct inventory is available in time. 

Automated notifications allow staff workload to be reduced. First, the vendor creates an invitation that is accepted by the hospital; then the ETA, number of trays, and tray names are provided. Next, the hospital scans a QR confirmation code, prints labels, and tags the trays for the sterilization process. Notifications should also be provided if there are non-compliant requests.


BillingA “bill-only” solution allows charges to be submitted in various ways. First, the part and serial lot number can be entered into the software. Another method is to upload the actual charge sheet to the surgical inventory software. A third method is taking a photo of the charge sheet and uploading it to the software.

Once the charges are entered, the bill-only charges are validated against the Item Master. The capture process leads to receiving timely bill-only charges.


AnalyticsAnalytics is a very important part of the surgical workflow. Hospitals analyze their data to see where they can save time, money, and improve processes. Surgical inventory software should bring together data from vendors, representatives, and your facility to help get better control of the surgical supply chain. 

Data points such as average loaner trays per case, delivery status, top ten vendor deliveries, vendor lead times, and vendor loaner values all help hospitals make better decisions about inventory management. The ideal software solution should have an interface that is easy to use with charts and graphs. 


What Are the Benefits of Surgical Inventory Software?  

There are numerous benefits to utilizing surgical vendor inventory software, starting with the fact that hospitals save money by not having obsolete inventory taking up space.


Improved Surgical Readiness 

Surgical vendor inventory software helps the OR and SPD coordinate with vendors to make sure the inventory they need is on hand for surgical procedures. This type of software closes the communication gap between hospitals and vendors when it comes to inventory management. 

Inventory can be difficult to manage without surgical vendor software. Between communication issues and demand forecasting challenges, hospitals can find themselves not having the equipment they need, resulting in delays for surgical procedures. 

Surgical vendor inventory software helps streamline the process so that inventory is requested, received, sterilized, and ready to use in a short amount of time. The software can help prevent unnecessary surgical delays. A software system with an organized interface allows hospitals to easily prepare for inventory needs.


Sterile Processing Improvement 

The software also allows an enhanced relationship between the SPD and the vendor. The sterilizing department can plan for staffing needs due to the simplified workflow. The software also provides photographic evidence, allowing fewer instances of errors in the sterilizing process. 


Implant/Instrument Tracking 

With cloud-based surgical inventory software, hospitals have access to information in real-time. Hospitals can view various vendors’ on-hand inventory, helping them to make quick decisions about where they can borrow implants or instruments. 

The software documents every step of the process, which means that hospitals know when the inventory arrives and when it is sanitized and ready for use. It is easy to trace the procurement process, which allows for a more organized process overall. In addition, the software helps enforce compliance with hospital implant procedures.   


Vendor Management 

The improved communication between the vendor and the surgical team is very helpful when loaning out inventory. The vendor is better able to forecast inventory demands from the hospital. Additionally, surgical inventory software provides real-time field asset management. Vendors can view where their loaner inventory is at any time. With a  cloud-based system, vendors can access data through mobile devices, making it easy to track inventory from anywhere.

High-quality surgical vendor inventory software is a must for hospitals and vendors. By providing a way to manage the requesting and transferring of surgical inventory, time, and money are saved. Not only will you see a return on investment from surgical vendor inventory software, but you will also achieve a decrease in delayed surgeries, resulting in better patient outcomes. 


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