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How do I record when Facility Stock is used by the healthcare facility? 

The purpose of facility stock is to track its use after the sale and to manage the facility stock levels

If you haven't already, make sure to read about Facility Stock and how to create your stocking order event. 

Last updated: May 2024

This article explains what to do when your facility stock (i.e. inventory that has already been sold in a stocking order) is ultimately used in a surgical case at the facility. 

First let's review some things we know to be true: 

  • Now that the sale has been executed and processed, this inventory is considered “Facility Stock”.
  • The Facility Stock is now permanently associated with the Representative and Facility on the Stocking Order. Meaning it can only be used at the facility and with the rep to which it was sold. 
  • The Facility Stock has already been sold, so any usage recorded in a case will not duplicate sales and the items will be recorded as unbillable. 
  • Essentially facility stock is still active because it has not been “used”, but it is already sold and cannot be sold again. It will be deactivated after it is used in a case.

Steps:

  1. When the rep discovers a case has been performed or is otherwise notified that Facility Stock has been used, they should create an Event with the Event type “Case” as they would normally.

  2. Enter all of the Event details as they would for any other case. Make sure to enter the Patient ID for traceability purposes.

  3. When they get to the step for “Mark Used Inventory”, however, they should check the box in Filters for “Show Facility Stock items only”. This will allow the user to select from the items previously sold in a Stocking Order to the facility. Note: Facility Stock cannot be entered in a case with other unsold, rep-consigned inventory.

  4. Once the required inventory has been added to the Event you may click “Submit for Billing” to sign and close the event. (Remember that the billable total will be $0). 

  5. You’ll notice that while a Sales Order it available to be downloaded, the rest of the Billing process (PO, invoice, etc) does not apply since the inventory was already sold previously in a Stocking Order.

Next checkout how to Track Facility Stock, Sales, and Commissions.