Headaches from managing loaner sets?

Perhaps you also recognize the following situation. An orthopaedist needs materials for hip surgery. Together with the order for the required implants, he borrows the instruments needed for the operation from the supplier. But at the time of the surgery, no one knows where to find the materials … and the patient is already lying on the operating table.

This may sound like an extreme example, but it is not unthinkable that a situation like this could actually occur. And this is just one example. Throughout the process – from ordering to returning the instruments – there are many more things that can go wrong.

In Workflower, we have developed a basic process that allows you to avoid the numerous pitfalls in this process. To further refine this scenario, we invite you to have a conversation with us, so that together we can devise the perfect use case for your hospital. 

Improved follow-up with Workflower

To better direct the loaner set process, we have created a basic process. All parties involved in the process are given the information they need, and they know which tasks they must perform. For example,

  • when a surgeon indicates “loaner set” in the surgery software package, an order is immediately sent to the pharmacy or to the hospital ordering system. This order contains the traceability references that must be applied by the supplier to the requested sets of implants and instruments.
  • The supplier confirms when which materials will be delivered and in how many individual boxes it/they will be packed.
  • Upon arrival in the warehouse, each box bears an identification label indicating the procedure (surgeon, patient initials, date) for which the materials are intended.
  • The warehouse worker registers the receipt of the materials. After that, he or she contacts the central sterilization department if the instruments must be sterilized (including automatic scheduling within the department’s software system, if possible). If the material is already sterile, it is taken directly to the operating ward.
  • After the operation, you know exactly which material must be returned to the supplier, and the central sterilization department knows which instruments need to be cleaned.
  • The supplier also knows when to pick up the material again from the warehouse.
  • The last step includes registering that the material has been picked up and then linking this information back to the pharmacy.

Throughout the process, there is a smooth flow of information to all departments involved. At any given moment, you also know the status of the order and where the material is located. In other words, there is full traceability at each and every step. The surgeons, your staff, and especially your patients, can rest assured.

Could a solution like this also help solve several problems in your hospital?

Would you like to join us in working out the perfect use case for your hospital?
Then please contact Sindy Vranckx at +32 495 79 00 24 or send an e-mail to