Loaner Set Management: a Supply Chain Challenge

Loaner trays present unique challenges for medical device companies

Loaner trays (surgical trays that are held temporarily for a given case and then returned to the manufacturer) provide a number of important benefits for the supply chain including reducing the amount of inventory sitting in the field and the related cost associated with those trays. Loaner trays also provide a mechanism for making these medical devices available to providers who may not have the available budget to purchase them outright. However, loaner trays present significant challenges to the value chain that need to be addressed:

Timing

Loaner inventory usually is being shipped directly to a rep or provider, making them especially susceptible to service interruptions from the shipping carrier. Additionally, their arrival can over-encumber sterile processing departments creating backlogs and straining available resources. These timing challenges are all risks to the case happening on-time as-planned.

Managing the Loaner Set data

The healthcare value chain is currently made up of myriad disparate, disconnected systems making it difficult to track inventory all the way through the value chain. Because these trays are provided ad-hoc and not always directly into a distributor or reps possession, it can be difficult to ensure that all of the necessary information is provided and is traceable (lot number, UDI, etc.). It’s critical to manage this inventory and its related data just as carefully as regularly consigned inventory. If this data is not making its way through the value chain to the point of use, it can have an impact on patient outcomes in the event of a recall, for instance.  

Complexity in Loaner Tray Processing

As mentioned above, SPD may not know which trays are arriving, how many devices are coming, the methods required by the manufacturer for processing, or the time required to process them. What if a SPD knew beforehand what was arriving and when, AND had the instructions for use readily available to complete sterile processing?

The practice of using loaner trays in the medical device value chain is not likely to stop any time soon, but there are significant opportunities to improve the efficiency and safety of this process. Due to the need for complete visibility to the value chain and seamless communication, Inventory tracking and case management systems, like ConnectSx, are going to be central to resolving these problems in the loaner workflow.

Financial Impact of Loaner Sets

Loaner trays may reduce the need to purchase large amounts of inventory upfront, but they are not without hidden costs. Every shipment, return, and processing cycle introduces expenses that quickly add up. Shipping costs can escalate when trays are sent overnight to meet urgent surgical needs. Damage, loss, or incomplete trays create additional financial liabilities. And when trays are late, surgeries may be delayed or rescheduled — leading to lost revenue for providers and frustration for surgeons. Without robust visibility into where trays are, how long they’ve been in circulation, and what condition they’re in, both manufacturers and hospitals risk financial inefficiency.

Accountability Across the Value Chain

A persistent challenge with loaner sets is determining who is responsible at any given point. When a tray leaves the manufacturer, accountability is often blurred: Is it the distributor’s responsibility? The sales rep’s? The hospital’s SPD? This lack of ownership often results in trays going missing, getting stuck in storage, or being returned incomplete. Clear visibility and chain-of-custody tracking are essential for holding the right parties accountable and preventing costly mistakes.

Compliance and Regulatory Risks

Loaner sets must be managed with the same rigor as owned inventory. That means full traceability of lot numbers, UDIs, and expiration dates. Inadequate tracking increases the risk of non-compliance with FDA regulations and could compromise patient safety in the event of a recall. If a tray cannot be tied back to its specific data points, identifying affected patients or devices becomes nearly impossible. Regulatory compliance isn’t optional — and effective loaner set management is a critical part of staying audit-ready.

Communication Breakdowns

Finally, communication gaps between manufacturers, sales reps, and hospital staff remain one of the biggest challenges in the loaner set process. If a surgeon changes their case schedule, if SPD staff aren’t informed of an incoming shipment, or if reps can’t confirm tray contents ahead of time, everyone is forced to react rather than plan. These breakdowns don’t just cause frustration — they directly impact case readiness and patient care. A connected system that alerts every stakeholder at the right time can eliminate surprises and keep cases on track.

Moving Loaner Set Management Forward

The use of loaner trays in medtech isn’t going away — but neither are the risks unless the industry embraces better solutions. Financial waste, accountability gaps, compliance risks, and communication failures are too costly to ignore. Manufacturers, distributors, and providers alike need inventory tracking and case management systems that make loaner set data visible, accurate, and actionable.

ConnectSx is built to address exactly these challenges — delivering the visibility, communication, and accountability needed to make loaner set management efficient, compliant, and safe. To learn how much you can add to your bottom line by improving your inventory management, try our quick free ROI calculator to get the numbers.

If you need a better way to manage your field inventory, reach out to ConnectSx. We can help.