How do I manage my inventory using Beacon Mobile?

Next, let's take a look at what information is available to manage in this screen. 

Uneditable Sidebar

• Catalog #: This is the item number of the device, the primary way it is identified. This may only be changed in the Product Catalog. 
• Product Line: This is the brand or product line that this device is a part of. This may only be changed in the Product Catalog. 
• Custody: Whose custody an item in determines who is accountable and who may use the inventory. This may only be changed via inventory transfer. 
• Container: If this device is part of a container (like a set/surgical tray) it will be listed here. This may be changed in the Device Information section of the same page. 
• Event: This will display a link to the event the item was used in or is currently being used in. This may only be changed by removing the item in the Event. 
• Manufacturer: Who made the inventory. 
• Health Record ID: The anonymous patient identifier from the Event the device is used in. This may only be impact in an Event. 
• Created by: Which user created the inventory. This may not be changed. 
• Created on: The creation date and time stamp. This may not be changed. 
• Last modified by: Which user last made modifications that impacted this inventory. This is only changed by modifying the inventory and will be updated to remain current. 
• Last Modified on: The date and time stamp of when this inventory was last modified. This is only changed by modifying the inventory and will be updated to remain current. 

Device Information

• Device Description: Update the description for this individual device.
• Device Container: Add this item to a container here or remove it from the container it is in.  
• Search Tags: Create user-defined search terms so you can search your inventory by whatever you want. Use the dropdowns to stay consistent with previously applied tags. 
• Notes: Add notes or context to this device. 

UDI, Lot #, Expiration

• Raw String (GS1, HIBC, etc.): This is the contents of your UDI Barcode as it appears on the label. This is what the system will be searching for when you scan a barcode.
  • The UDI must be verified, which will automatically populate the UDI contents to the fields below to serve as the source of truth for this item (Device Identifier, Lot #, serial, Expiration, etc.)
• Device Identifier: This is the first section of a UDI containing the labler ID and catalog # among other information. 
• Lot Number: The number assigned to specific batches of inventory when they are produced, considered critical in identifying the device at the point of use. 
• Serial number: a unique number that may be assigned to an individual device
• Expiration Date: Is there a date when this inventory will become unsellable/unusable? Perhaps its sterile-packed and will not be valid after a certain date.
  • The system uses this information to notify you as the expiration date for your inventory items approaches. 
• Barcode: This is a secondary barcode field if you utilize non-UDI barcodes that you would like to use to search your inventory. 
• Manufacture Date: When was this item created? 

Billing

• Billable: ON=Billable. If an item is not marked billable it will not be able to be sold or charged for in a case. 
• Reusable: ON=Reusable. This determines if an item is reusable or single-use.
  • A reusable item will be returned to inventory after being used in a case, even if billed for, rather than being consumed. 
  • After an item is marked Reusable it may not be changed to single-use, so be very sure before you make this change. 
• Price: What is the list price for this item? 
  • You may manage individual discounts and contract pricing in the Facility section of the directory. 
• Cost of Goods, $: Add the cost of this item that you would like to track.
  • It is up to you to determine and manage what costing method you use for your inventory. 

Additional Information

• Consignment Status: Track the custodial accountability for this item. This setting is not required for inventory to be tracked by custody, but may add additional context. Options include:
  • Consigned: Inventory meant to stay with a user for a prolonged period of time. You may also use this to mean inventory in a rep's custody that they have consigned to a Facility or other entity. This status could be up to interpretation depending on your internal process. 
  • Loaned: Inventory meant to stay with a user for a short period of time. Use this status with Due Back Dates to manage the prompt return of your inventory from the field. 
  • Other: Whatever this means to you 😜 A catchall for other scenarios not already covered. If you would like more context, consider using search tags. 
  • Possession: Refers to inventory warehoused in the Organization's custody. This status could be up to interpretation depending on your internal process. 
• Hold Status: This is a powerful setting to control the movement and use of your inventory. Options include: 
  • Ready for Sale: This makes inventory available to be moved, used, and sold. 
  • Inspection: Inventory is pending inspection and cannot be sold. 
  • Quarantine: Inventory will not be allowed to be sold or moved. 
  • Receiving: This inventory is in the process of being received and is not ready for sale. 
  • Rejected/Damaged: This inventory cannot be sold due to damage or other technical issue. Perhaps it must be returned to the manufacturer or destroyed, this is up to your internal process how it will be used. 
• Due Back Date: The due back date records when inventory should be returned from the field in a loaner situation. Use in conjunction with the Loaned consignment status. 
  
  • If a Due Back Date is set for an item the custodian will receive notifications, as will admins, of the approaching due back date so you may manage the track the return. 
  • The Due Back Date will be reset after the inventory is transferred. 
• Inventory Type: This field allows you to filter by the type of inventory. Options include: 
  • Biologic
  • Implant
  • Instrument
  • Other
• Location: Assign or remove a custom location for this inventory. 
  • If you must update locations for many items at once, consider doing it while transferring. 

Inspection History

This section allows you to track inspections of this inventory. First turn on the "Requires Inspection" toggle. 

• First inspection date: When was the first inspection of this inventory conducted? The system will track the frequency of inspection based on this date and notify you of the next inspection date. 
• Inspection interval: Must be 15 days or more. 
• Once Inspection tracking has been set up, you may record inspections for the inventory.

Log Device Processing/Get Product Support

This section allows you to click "Log movement/Get Help" which will give you options to track additional possible stages of a device's movement cycle or request help. To learn more about logging this info, check out this article.