Case Management is an optional Stratosphere feature 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 will be able to create, edit, delete, and submit cases for the locations they have access to. These users will also be able to create, edit, and disable Surgeons and Procedures. 
  • Case record changes will be captured in the Audit Log report.
  • If "Use Non-RFID Products" is enabled in Configuring Case Management, the Non-RFID Product Catalog will be available within the Product Catalog.
  • The Returned Items Report note. For more information on the Removed Items Report, see the Reports page. 

Cases

Cases are the records used to document the surgical procedure and date, surgeon, and items used during the procedure. 

Creating New Cases

To create a new case:

  1. Go to the Cases page. 
  2. Click "Add Case."
  3. Enter the details for your case. 
    1. 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. 
    2. Select a procedure date. 
    3. Select a surgeon from the list of your organization's surgeons. 
    4. Select a procedure from the list of your organization's procedures. 
    5. Select the account within your organization to associate the case to. 
    6. Select the Ship-To Location within your organization and selected account associate the case to. 
  4. Click "Save as Draft."

Editing Case Details

To edit the details for a case:

  1. Go to the Cases page. 
  2. Click the Case Number for your case or select the quick action menu and choose Edit. 
  3. Edit the case details as needed. 
  4. Click "Save as Draft."

Adding Items to Cases

To document the items used during a case:

  1. Go to the Cases page. 
  2. Click the Case Number for your case or select the quick action menu and choose Edit. 
  3. Select the Items Used tab. 
  4. Associate items with the case. 
    1. 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. 
    2. 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."
    3. 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." 
    4. 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. 

Submitting Cases

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. 

  1. Go to the Cases page.
  2. Click the Case Number for your case, or select the quick action menu for your case and choose Edit.
  3. Ensure the Case Details and Items Used have been properly documented. 
  4. Click Submit. 
  5. Click Submit to confirm submission of the case.

Unsubmitting Cases

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. 

  1. Go to the Cases page.
  2. Click the Case Number for your case, or select the quick action menu for your case and choose Edit.
  3. Click "Save as Draft".
  4. Click "Save as Draft" in the modal to confirm that you would like to unsubmit your case.

Surgeons

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 to surgeons during surgical procedures.

Viewing Surgeons

  1. Go to the Cases page. 
  2. Click Manage Surgeons. 

Creating Surgeons

  1. Go to the Cases page. 
  2. Click Manage Surgeons. 
  3. Click Add Surgeon. 
  4. Enter the first name, last name, and surgeon number for the surgeon. 
  5. Click Save. 

Modifying Surgeons

  1. Go to the Cases page. 
  2. Click Manage Surgeons. 
  3. 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. 
  4. Update the fields as needed and click Save Changes. 

Deactivating Surgeons

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. 

  1. Go to the Cases page. 
  2. Click Manage Surgeons. 
  3. Select the quick action menu for the surgeon you'd like to edit and choose Deactivate.
  4. 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.

Procedures

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. 

Viewing Procedures

  1. Go to the Cases page. 
  2. Click Manage Procedures.

Creating Procedures

  1. Go to the Cases page. 
  2. Click Manage Procedures.
  3. Click Add Procedure.
  4. Enter the Procedure Name and Procedure Number. 
  5. Click Save. 

Modifying Procedures

  1. Go to the Cases page. 
  2. Click Manage Procedures.
  3. Click the procedure's name or number, or select the quick action menu for the procedure you'd like to edit and choose Edit. 
  4. Update the fields as needed and click Save Changes.

Deactivating Procedures

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. 

  1. Go to the Cases page. 
  2. Click Manage Procedures.
  3. Select the quick action menu for the procedure you'd like to edit and choose Deactivate.
  4. 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.

Non-RFID Product Catalog

Case Management introduces a new feature to the Product Catalog for documenting 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. 

The Non-RFID Product Catalog will be available within the Product Catalog if your organization has enabled "Use Non-RFID Products" in the Case Management feature. Contact your Stratosphere organization administrator to enable this feature. 


Viewing the Non-RFID Product Catalog

To view the non-RFID product catalog:

  1. Go to the Product Catalog. 
  2. Click "Manage Non-RFID Product Catalog."

Adding Non-RFID Products

To add individual non-RFID products to the catalog:

  1. Navigate to the Non-RFID Product Catalog. 
  2. Click "Add Non-RFID Product."
  3. Enter the product name and product number for the non-RFID product. 
  4. Select Save. 

Bulk Importing Non-RFID Products

There is no way to undo a bulk import, other than to edit or deactivate non-RFID products from the catalog individually. When bulk importing, take every opportunity to verify the accuracy of the import. Double-check to ensure that the data in the uploaded file is accurate. After importing the file, but before saving the imported records, open the "Ready to Import" section and verify that the columns are mapped appropriately and the data is exactly as you want it.

To import multiple non-RFID products to the catalog at the same time:

  1. Select "Import Non-RFID Product Catalog" at the top of the Non-RFID Product Catalog page.
  2. "Choose File" and select a file containing the products you want to import. The file must meet the following requirements:
    1. .CSV file format
    2. less than 1 MB file size
    3. Contain columns titled "Product Name" and "Product #" exactly, which will be imported as Product Name and Product # respectively.  Additional columns may exist but will be ignored during import.
  3. Once a file is chosen, select "Import Non-RFID Product Catalog"

    If your non-RFID product catalog is large (thousands of products), it may take a minute or two to import.
  4. Before saving the import, validate that the import was completed as expected by reviewing the three lists:
    1. Ready to Import - These non-RFID products were successfully read from the file. Verify that the Product Name and Product # are displaying as expected.
    2. Already in Catalog - These products were successfully read from the file, but already exist in your Product Catalog and will be skipped in the import to avoid duplication.
    3. Errors - These products were not successfully read from the file. It could be due to in invalid character, excessive length, blank fields, or an unknown reason. Where possible, the reason for the error will be explained in this list.
  5. If you are happy with your import preview, click "Import Products" one last time to save all the Ready to Import products into your product catalog. Any errors can be handled individually and uploaded in a subsequent bulk import.

You can review the last 10 Non-RFID Product Imports, including the list of Already in Catalog Products and Errors, by clicking "Import Non-RFID Product Catalog" from the top of the Non-RFID Product Catalog page at any time.

Editing Non-RFID Products

To edit the name or product number for a non-RFID product:

  1. Navigate to the Non-RFID Product Catalog. 
  2. Select the quick action menu for the product you would like to edit and choose Edit. 
  3. Update the non-RFID product fields and click "Save Changes."

Deactivating Non-RFID Products

To deactivate a non-RFID product:

  1. Navigate to the Non-RFID Product Catalog. 
  2. Select the quick action menu for the product you would like to deactivate and choose Deactivate. 
  3. In the "Deactivate Non-RFID Product" confirmation window that appears, click "Deactivate" to confirm the deactivation of the non-RFID product. This can be undone by reactivating the product at any time. Clicking "Cancel" or the X in the top right of the window will not deactivate the product.

Enabling Case Management

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:

  1. Go to the Organization page
  2. Select the "Add/Remove Features" tab

  3. Toggle the "Item Disposition" feature on

    For more information on Item Disposition, see the Item Disposition guide. 
  4. Toggle the "Case Management" feature on

  5. Press "Save Changes"

Configuring Case Management

Configuring Case Management requires the "Organization Management" Role to be granted in your user record. Contact your system administrator to add this capability.

Auto-Generate Case Number

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. 

Item Status When Used on Case

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. 

Use Non-RFID Products

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. 

Recipients for Case Submission Emails

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

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:

  1. Go to the Organization page
  2. Select the "Add/Remove Features" tab
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  3. Toggle the "Case Management" feature off

  4. Press "Save Changes"
  5. Confirm your intention to disable by pressing "Save Changes" in the resulting popup.