Loaner tray checklist
SPD and vendor share this list. Missing IFU is a sterile-processing stop.
Loaner and implant tray receiving for hospital OR and SPD teams
Loaner instrument sets and implant trays arrive from vendors for scheduled cases and have to be received, checked, and processed by sterile processing (SPD) before they reach the OR. A missing instrument, missing implant size, or missing IFU found late can delay or cancel a case. This loaner tray completeness checklist gives OR, SPD, and supply chain staff one shared list to confirm on arrival. Browse the free tools hub for related OR operations checks.
How to use this loaner tray checklist
When the tray arrives, work through the list with the case request and the vendor’s paperwork, ticking each item you can confirm. Anything left open goes back to the vendor or your SPD lead before processing. Then pair it with the case-day readiness scorecard, the recall acknowledgement checklist to keep quarantined lots out of trays, and the visit time-window overlap tool to line up rep drop-off with SPD hours.
What your score means
The count shows how many common receiving checks the tray has passed — not whether it is cleared for a case. Any open item, especially a missing IFU or implant size, should be resolved under your facility’s loaner policy before the tray is processed.
Loaner tray completeness checklist
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Checklist in hand — next is making loaner receiving and vendor readiness part of one case-day workflow. Talk to a pilot team about operationalizing it for your OR, SPD, and supply chain teams.
FAQ
- What should SPD check when a loaner tray arrives?
- Log the arrival time, confirm the tray count against the case request, inspect instruments for missing or damaged pieces, confirm implants are present for the sizes listed, and make sure the manufacturer’s instructions for use (IFU) are on hand before processing starts. Your facility’s loaner policy sets the exact steps and cut-off times.
- Why is a missing IFU a sterile-processing stop?
- SPD needs the manufacturer’s instructions for use to clean, inspect, and sterilize a set correctly. Without the IFU, the team cannot confirm the right cycle or steps, so many facilities will not process the tray until the vendor supplies it — which can push the case.
- Who is responsible for loaner tray completeness — SPD, the OR, or the vendor?
- It is shared. The vendor delivers a complete set with documentation on the timeline your loaner policy requires; SPD verifies and processes it on receipt; the OR and perioperative team confirm the set matches the case; and supply chain reconciles implants used. The facility’s loaner policy defines deadlines and escalation.
- What is the difference between consignment and bill-only implants?
- Consignment means vendor-owned inventory is kept at the facility and billed when used. Bill-only means the rep brings the implant for the case and the facility is billed afterwards. Agreeing which applies before the case helps supply chain match the purchase order to what was implanted.
- Does this checklist replace our loaner tray policy?
- No. It is an educational receiving checklist for OR, SPD, and supply chain staff. Your facility’s loaner policy, the manufacturer’s IFU, and your SPD leadership decide what is required before a tray is processed and released for a case.
Educational only. Not a credentialing determination, not legal advice, and not a substitute for each facility’s policy. Loaner Tray Checklist for SPD & Vendor Reps does not submit files to hospitals or GHX/Vendormate/Symplr.