Case-day readiness for OR, SPD, and vendor coordination
The day before a scheduled case, perioperative staff, sterile processing (SPD), supply chain, and the vendor each have items that must be ready: the rep’s credential status, trays and implants, IFUs, loaners, and equipment. This case-day readiness scorecard puts those checks on one list so gaps are found the day before, not at incision. Browse the free tools hub for related checks.
How to use this case-day readiness scorecard
Run the scorecard the day before the case with the schedule, the surgeon preference card, and the vendor’s confirmation in hand. Tick each item you can confirm and give every open item an owner. Then pair it with the loaner tray completeness checklist, the recall acknowledgement checklist to keep affected lots out of the case, and the visit time-window overlap tool to stagger rep arrivals.
Case-day readiness checklist
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What your score means
The count shows how many common readiness checks are confirmed for the case — not whether the case is cleared to start. Treat any open item, especially rep credential status, implants, or IFU, as a follow-up with a named owner before the case.
Scorecard done — next is making case-day readiness one shared workflow across the OR, SPD, supply chain, and vendors. Talk to a pilot team about operationalizing it at your hospital or ASC.
FAQ
- What should be checked the day before a surgical case with a vendor rep?
- Confirm the case on the schedule, the surgeon preference card, the rep’s credential status and escort plan for your site, primary and backup trays, implant sizes and lots on hand, IFUs, loaner check-in with SPD, recalled lots, and any imaging or power equipment. Your facility’s policies decide the exact list and who owns each item.
- Who owns case-day readiness — the OR, SPD, supply chain, or the vendor?
- It is shared. The perioperative team owns the case and preference card, SPD owns loaner receipt and processing, supply chain owns implants and bill-only or consignment paperwork, vendor credentialing owns rep status, and the vendor owns delivering what was requested. The scorecard works best when each item has a named owner.
- Why check the rep’s credential status the day before the case?
- A rep whose credentials have lapsed at your site may be turned away at check-in, which can delay a case that depends on their product support. Checking the day before leaves time to fix an expired document or arrange other coverage under your facility’s policy.
- How does the scorecard handle recalls?
- One item asks whether recalls have been checked against the lot list. If a recall notice affects product planned for the case, that product should be quarantined and replaced under your recall process before the case. The recall acknowledgement checklist walks through those steps.
- Is this scorecard a substitute for our facility’s policies?
- No. It is an educational checklist for OR, perioperative, SPD, supply chain, and vendor credentialing staff. Your facility’s policies, the manufacturer’s IFU, and your perioperative leadership decide what must be in place before a case starts.
Educational only. Not a credentialing determination, not legal advice, and not a substitute for each facility’s policy. Case-day readiness scorecard does not submit files to hospitals or GHX/Vendormate/Symplr.