Case Management
Case Management is a Stratosphere enhancement that allows users to report inventory items as having been used during a surgical case, including additional information such as procedure and surgeon. In Case Management, a case refers to a procedure performed on a patient.
Specifically, when the Case Management feature is enabled, the following will occur in your Stratosphere organization:
- The Cases page will become available in the main menu on the left sidebar:
- Users with the Case Management role will be able to create, edit, delete, submit, and unsubmit cases. These users will also be able to create, edit, and disable Surgeons and Procedures.
- Users without the Case Management role will be able to create, edit, delete, and submit cases for the locations they have access to.
- Case record changes will be captured in the Audit Log report.
- If the "Use Non-RFID Products" setting is enabled for Case Management, Non-RFID Product Catalog will be available within the Product Catalog.
- The Returned Items Report will update to include a filter for including items associated with cases. For more information on the Removed Items Report, see Reports.
The Case Management feature requires the Item Disposition feature to be enabled for your organization. See Item Disposition for more information.
Cases are the records used to document the surgical procedure and date, surgeon, and items used during the procedure.
To create a new case:
- Go to the Cases page.
- Click "Add Case."
- Enter the details for your case.
- Enter a case number for your case. This field may be pre-populated, if your organization has enabled the "Auto-Generate Case Number" feature within Case Management.
- Select a procedure date.
- Select a surgeon from the list of your organization's surgeons.
- Select a procedure from the list of your organization's procedures.
- Select the account within your organization to associate the case to.
- Select the Ship-To Location within your organization and selected account associate the case to.
- Click "Save as Draft."
To edit the details for a case:
- Go to the Cases page.
- Click the Case Number for your case or select the quick action menu and choose Edit.
- Edit the case details as needed.
- Click "Save as Draft."
To document the items used during a case:
- Go to the Cases page.
- Click the Case Number for your case or select the quick action menu and choose Edit.
- Select the Items Used tab.
- Associate items with the case.
- After selecting the Items Used tab, your cursor will be taken to the RFID Tag EPC field. You can use this field to scan in RFID tagged items using a scanner or manually enter tag EPC values. Click "Add to items Used" when you have completed your scans or tag entry.
- You can also associate RFID tagged items that are currently removed from inventory to your case. To do so, expand the "Add Currently Removed Items" section, click the check boxes for the items you wish to associate to the case, and click "Add to Items Used."
- You can also associate non-RFID products with your case. To do so, expand the "Add Non-RFID Items" section. At a minimum, select the Non-RFID Product from the list of Non-RFID Products in your organization. You also have the option to enter a Batch, Serial Number, Expiration Date, and Barcode for your non-RFID product, if needed. Once you've filled out the necessary fields, click "Add to Items Used."
- As you add items to your case, the Items Used tab will count the number of items, and the items will be listed in a table at the top of the page. If you need to remove an item from the case, click the "Remove" button for the item you'd like to remove.
Once the case's details have been entered and items used have been associated with the case, the case is ready to be submitted. When a case is submitted, the user who submitted the case receives an email confirmation of the case submission. Additional recipients can be added for case submission confirmation emails. Upon submission, items used during the case are given the Item Disposition status set in your organization's settings. See Configuring Case Management for more information.
- Go to the Cases page.
- Click the Case Number for your case, or select the quick action menu for your case and choose Edit.
- Ensure the Case Details and Items Used have been properly documented.
- Click Submit.
- Click Submit to confirm submission of the case.
Unsubmitting a case requires the "Case Management" Role to be granted in your user record. Contact your system administrator to add this capability.
Stratosphere allows users to unsubmit a case, such as if the case was submitted in error or a change needs to be made to the case post-submission. Unsubmitting a case reverts the case's status to Draft, clears the Used statuses for items used in the case, and allows authorized users to edit and submit the case.
- Go to the Cases page.
- Click the Case Number for your case, or select the quick action menu for your case and choose Edit.
- Click "Save as Draft".
- Click "Save as Draft" in the modal to confirm that you would like to unsubmit your case.
Creating, Editing, and Deactivating Surgeons requires the "Case Management" Role to be granted in your user record. Contact your system administrator to add this capability.
Case management utilizes Surgeons to tie item usage during surgical procedures to surgeons.
- Go to the Cases page.
- Click Manage Surgeons.
- Go to the Cases page.
- Click Manage Surgeons.
- Click Add Surgeon.
- Enter the first name, last name, and surgeon number for the surgeon.
- Click Save.
- Go to the Cases page.
- Click Manage Surgeons.
- Click the surgeon's first name, last name, or surgeon number, or select the quick action menu for the surgeon you'd like to edit and choose Edit.
- Update the fields as needed and click Save Changes.
When a surgeon is deactivated, the surgeon will remain associated with any existing cases. Deactivated surgeons are not available to associate with a new case or when editing the Surgeon field for draft cases.
- Go to the Cases page.
- Click Manage Surgeons.
- Select the quick action menu for the surgeon you'd like to edit and choose Deactivate.
- In the "Deactivate Surgeon" confirmation window that appears, click "Deactivate" to confirm the deactivation of the surgeon. This can be undone by reactivating the surgeon at any time. Clicking "Cancel" or the X in the top right of the window will not deactivate the surgeon.
Creating, Editing, and Deactivating Procedures requires the "Case Management" Role to be granted in your user record. Contact your system administrator to add this capability.
Case management utilizes Procedures to tie item usage to surgical procedures.
- Go to the Cases page.
- Click Manage Procedures.
- Go to the Cases page.
- Click Manage Procedures.
- Click Add Procedure.
- Enter the Procedure Name and Procedure Number.
- Click Save.
- Go to the Cases page.
- Click Manage Procedures.
- Click the procedure's name or number, or select the quick action menu for the procedure you'd like to edit and choose Edit.
- Update the fields as needed and click Save Changes.
When a procedure is deactivated, the procedure will remain associated with any existing cases. Deactivated procedures are not available to associate with a new case or when editing the Procedure field for draft cases.
- Go to the Cases page.
- Click Manage Procedures.
- Select the quick action menu for the procedure you'd like to edit and choose Deactivate.
- In the "Deactivate Procedure" confirmation window that appears, click "Deactivate" to confirm the deactivation of the procedure. This can be undone by reactivating the procedure at any time. Clicking "Cancel" or the X in the top right of the window will not deactivate the procedure.
Case Management includes the ability to document use of products that are not tracked using RFID tags, such as low-cost inventory. Using the Non-RFID Product Catalog, you can document product names and numbers to help document the non-RFID-tagged items used during a surgical procedure. Non-RFID products are not associated with Items in Stratosphere. For more information on the Non-RFID Product Catalog, see the Non-RFID Product Catalog page.
The Non-RFID Product Catalog will be available if your organization has enabled "Use Non-RFID Products" in the Case Management feature, or if your organization has enabled the Kanban Inventory Management feature. Contact your Stratosphere organization administrator to enable this feature.
Enabling Case Management requires the "Organization Management" Role to be granted in your user record. Contact your Stratosphere user manager to grant this user role.
To begin documenting cases and associating items used with surgeons and procedures:
- Go to the Organization page
- Select the "Add/Remove Features" tab
- Toggle the "Item Disposition" feature on. For more information on Item Disposition, see the Item Disposition guide.
- Toggle the "Case Management" feature on
- Press "Save Changes"
Configuring Case Management requires the "Organization Management" Role to be granted in your user record. Contact your system administrator to add this capability.
Toggle the "Auto-Generate Case Number" feature on to automatically populate the Case Number field when creating new cases. After toggling the feature on, you can enter your case number prefix, starting number, and minimum case number length. Stratosphere will also provide you with an example of what the next case number will be based on the provided information.
This feature automatically populates the Case Number field for new cases being created, but the Case Number field remains editable when creating or editing the draft case.
This feature is optional when Case Management is enabled.
Use the dropdown to select which Item Disposition status should be attributed to items marked as used in a case.
This feature is required when Case Management is enabled.
Toggle the "Use Non-RFID Products" feature on to document non-RFID-tagged items as used on a case.
This feature is optional when Case Management is enabled. If the Kanban Inventory Management optional feature is enabled, this option will be enabled and cannot be disabled.
The user who submits a case will receive a case submission confirmation email by default. Use the "Recipients for Case Submission Emails" setting to send all case submission confirmations to additional email addresses for your organization. You may enter up to 10 email addresses to receive the case submission confirmations.
This feature is optional when Case Management is enabled.
Disabling Case Management requires the "Organization Management" Role to be granted in your user record. Contact your system administrator to add this capability.
Disabling Case Management will instantly hide all Case Management related elements. The data will be retained, so the feature can be re-enabled in the future with this historical data intact.
To disable the Case Management feature:
- Go to the Organization page
- Select the "Add/Remove Features" tab
- Toggle the "Case Management" feature off
- Press "Save Changes"
- Confirm your intention to disable by pressing "Save Changes" in the resulting popup.