Reporting a Discrepancy

When to Report a Discrepancy

Discrepancy reporting is a critical tool for protecting both your organization and the facility when instrument counts or conditions don't match between check-in and check-out. This feature is only available during the check-out process at a facility kiosk. 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

Why This Matters: Without proper documentation through a Discrepancy Report, facilities cannot be held liable for missing or damaged instruments. These reports create an official record with timestamps, photos, and authorized signatures that prove when and where a discrepancy occurred. This documentation is essential for insurance claims, replacement costs, and maintaining accurate inventory records.

Always complete a Discrepancy Report before leaving the facility—once you depart without documenting issues, your organization assumes responsibility for any missing or damaged items.

Force Check-Out Facilities: Some facilities have automatic check-out enabled. If you do not manually check out your trays at the kiosk within 72 hours of surgery start time, the system will automatically check them out for you. This automatic check-out waives your right to report a discrepancy. Always perform manual check-out at the kiosk to preserve your ability to document any issues.

Reporting a Discrepancy

1. Handle Discrepancies

• During Check Out, 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 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 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.
   

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!