Surgical Case Workflow Checklist
This checklist is a handy tool when you're getting started to remember the steps in the surgical case process, with some lifelines along the way if you need a refresher.
Typically, Sales or Distributor users would complete steps 1-5 of the Surgical Case workflow, but operations users may do so on their behalf. Operations users are responsible for the billing portion of the process, steps 6+.
1. Schedule your Case
In Beacon, a Case is a type of Event. The first step when you've been notified of a new case is to create your event, aka schedule your case. Once your case is scheduled, your manufacturer admins will receive a notification.
2. Mark Used Inventory/Record Sales
Unless you need to generate a quote for your case, the next step is marking the inventory that is being used in the case and recording the sales. That's an important distinction, because you can record items with various usage statuses that may or may not be sales. You can complete this step during the case on your mobile device or after the fact using the web console. In extreme cases, when connectivity is an issue you can download data for offline use.
3. Submit Case for Billing
This is a simple step, just a click of a button, really, but it's important. Submitting the case for billing is what "closes" the case. After this, the Event Status is changed from "Open" to "Pending PO" and the sales order will be finalized for sharing.
During this step there is a great opportunity to request replenishment for this case so you don't forget!
If any changes must be made to an Event after it has been submitted for billing, it will need to be reopened.
4. Share Sales Order
Once you've submitted your case for billing you are free to share the sales order, an important step because it prompts your customer to generate their Purchase Order.
You can share the sales order by downloading a PDF or by sending an email from Beacon with a link and an attachment.
5. Add PO#
After sharing the sales order, you will need to retrieve the PO # from the customer. Enter the PO # into the Event to advance the case from "Pending PO" status to "Pending Payment" status. This is typically where the responsibility of the sales rep/distributor ends.
6. Share Invoice
After the PO# has been entered, operations users are free to share the invoice by downloading a PDF or sending an email from inside Beacon containing a link and attachment.
7. Track Payments
After the invoice has been sent to the customer, it will be up to the operations team to track the processing of the invoice, the payment of the commission, and the payment of the invoice using the paid checkboxes in the event.
Once the Invoice and Commission have been marked paid, the Event will receive a "Paid" status and the event workflow will be considered completed.