Vendor Orientation 6 - Check Out Process and Discrepancies

Step-by-Step Guide to Check Out Instruments or Implants

1. Log in to the Settrax Kiosk

• Go to the Settrax kiosk and log in with your user credentials.
• Note: The kiosk has limited features compared to VendorHQ.

2. Initiate Check Out

• On the first page after logging in, click on Check Out.
• From the list of currently checked-in Settrax IDs, click the case that you want to check out.

3. Check Out a Tray

• On the next page, click Check Out next to the tray or set you wish to check out.
• A pop-up will display the Check-In photo. Find the matching tray and place it on the scale.
• Click Ready, and once the weight settles and the camera icon turns green, click Click to Capture.
• Repeat for each layer as necessary.

Note: You can enlarge the Check-In picture for comparison by clicking on it.

• Once successfully checked out, the status will change to Re-Checkout next to the set.

4. Complete Check Out

• After checking out all trays, agree to the hospital's vendor tray policies by checking the box.
• Click Complete Checkout to finalize.

Express Check Out

1. Use Express Check Out

• If you prefer not to capture pictures or weights and feel confident with the contents of your trays beings complete you have the option to use the Express Check Out option.
• Important: By choosing Express Check Out, you accept responsibility for any missing items, as the hospital will not reimburse for lost items. Carefully inspect your trays before using this feature.
• Inside the case select the Express Checkout button.
• Agree to the waiver of responsibility before proceeding by click I Accept.  

2. Partial Express Check Out

• If most sets are complete but one is missing an item, manually check out the incomplete set first. This will allow you to document the trays condition and notate the discrepancy with the facility.
• After resolving the incomplete set, use Express Checkout for the remaining sets.

3. Force Check Out

• Facilities may choose to utilize the "force check-out" feature. Force Check-out means that 72 hours post surgery, if the tray has not been checked out by the vendor or courier from the facility, the Settrax software will automatically check it out. When this occurs, the vendor rep is no longer able to document any discrepancies. 
  
  If you have questions about this policy, or to find out if the facilities you service are utilizing this feature, please contact the SPD manager at the facility in question.
  
  

Discrepancy Reports

You'll need to use this feature whenever:

• There's a count or weight difference between what was checked in and what's being checked out
• Instruments appear damaged or missing during the checkout process
• You need to document facility accountability for any discrepancies discovered on-site
  
  View the full article on discrepancies here. 

1. Handle Discrepancies

• If a tray's weight or contents differ from the Check-In records, a Discrepancy Report will appear.
• Review the Check-In and Check-Out pictures and weights. You have two options:
  • Release Facility Liability: Check the red-circled box to release the hospital from responsibility and complete the checkout. 
  • Request Staff Sign Off: If there’s a missing item, notify a staff member with sign-off authority. They will enter their credentials and log details about the missing item, allowing you to proceed.

2. Review Discrepancy Reports

• Discrepancy reports can be viewed later by searching for them in the Reports page or clicking on the Discrepancy (Red) Tile on your Settrax dashboard.

3. Responsibility for Missing Items

• If you leave the facility without completing proper check-out procedures, you will be responsible for any missing items.