Vendor Orientation 4 - Check In Process

Instrument and Implant Check-In Process

To check in instruments or implants, you must be physically present at a Settrax kiosk. Follow these steps to complete the check-in:

1. Log in to the Kiosk

• Use your credentials to log in.
• Note: The kiosk does not provide access to all features available in VendorHQ.

2. Locate or Schedule a Case

• If the hospital has scheduled a case for you, it will appear on your dashboard.
• If the case hasn't been scheduled, you can schedule it yourself:
  • Click Check-In on the kiosk's home page.
  • Enter the required case information:
    • Date of Surgery
    • Surgery Time
    • Surgeon Name
    • Surgery Type
    • Patient Initials (optional)
    • Surgery Notes (optional)
  • Do not enter Protected Health Information (PHI) in the notes field.
  • Click Proceed.

3. Tray Check-In

On the Tray Check-In page, enter the details for each tray:

• Tray Name: Enter the tray name familiar to you and the surgeon. This name will appear on the printed label.
• Implants: Check this box if the tray contains implants.
• Hold or Open: Set to "Open" if the tray should be opened at the start of the case, or "Hold" to keep it closed until requested.
• Consigned: Check this box to select a consigned item from the facility’s inventory. If you have questions about the consignment process, check out this article 
• Turnover: Select if the tray is be reused later on a case occurring in the next 3 days. You can learn more about this feature here.

After entering tray details, click the camera icon capture photos. Use the Add Layers function to take pictures and record the weight of each unique tray layer.

Note: For the last layer, leave it in the container and place the set lid underneath to calculate the total set weight.

4. Complete Tray Check-In

• Review your entries.
• When ready, click Complete Check In to complete the check-in and print your labels.
• If you need to add in additional trays, you may load them in and the select Complete Check In again.

5. Print Labels

• Once the trays are checked in, the system will change their status from yellow to green.
• Click Print All Labels to print autoclavable luggage tags.
• Attach each label to the corresponding tray.

Canceling a Check-In

As a vendor, you cannot cancel cases. If a case is created in error, notify the hospital scheduler to remove it from the system.

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If you have further questions on this article or to learn more, please contact support at support@settrax.com. We're here to support your success!