Surgical Case Access: The New Need to Track Inventory in Reduced-Contact Scenarios and Mitigate Risk

As hospitals and health systems adapt to a post-pandemic reality, one thing has become increasingly clear: the role of the sales representative inside a surgical case has changed. Even as pandemic restrictions have eased, many hospitals continue to enforce stricter protocols around vendor access to the operating room. Some facilities have permanently reduced rep presence in the OR, citing infection control, efficiency, and patient safety as driving factors. For medical device companies, this shift has profound implications.

If a sales rep can’t be physically present for every surgical case, how can they ensure that the right inventory is on-site, sterilized, and ready to go? How can they track usage during the procedure? And most importantly, how can they prevent costly errors, case delays, or lost revenue? The answer lies in better inventory visibility, tracking, and communication across the value chain.

The New Challenge: Surgical Cases Without the Rep

Traditionally, sales reps were a constant presence in the OR. They verified that trays were complete, guided providers on implant selection, and tracked usage for billing. But with hospitals limiting rep access, that safety net has frayed. Now, reps may not know whether their loaner trays arrived on time, whether they passed through sterile processing, or even whether the right implants were opened for the case.

The risk is clear:

• A rep learns too late that critical inventory never arrived.
• The surgical case is delayed while SPD scrambles to sterilize trays.
• Usage data is incomplete or inaccurate, leading to billing disputes.
• Loaner sets sit idle because no one confirms they were picked up or processed.

Without visibility into each step, reps and manufacturers face serious challenges in ensuring that every surgical case is executed smoothly.

The Burden of a Disjointed Value Chain

Even before the pandemic, the medical device supply chain was notoriously fragmented. Reps bore the brunt of making it work—juggling deliveries to homes, hospitals, and ambulatory surgical centers, calling SPDs to confirm sterilization, and manually tracking which implants were used in each surgical case.

This approach worked—barely—when reps could physically chase down answers. But in today’s environment, it’s unsustainable. A single rep might support dozens of cases a week, often spread across multiple facilities. Without streamlined processes and reliable tracking, the margin for error is dangerously high. Missed shipments, unprocessed trays, or missing usage records don’t just cause frustration—they jeopardize patient safety and revenue.

A Smarter Way Forward: Visibility and Tracking

So what’s the solution? The key is building systems that allow reps, providers, and manufacturers to share accurate, real-time information about inventory and case progress. Imagine if:

• Reps could view incoming shipments alongside surgical technique guides, complete with real-time tracking updates.
• Providers could scan a barcode to confirm receipt of trays, instantly notifying the rep that inventory was secure.
• SPD staff could log when a tray entered sterilization and when it was ready for use—without manual calls or emails.
• After a surgical case, usage data could be captured digitally, showing that five implants were used and the remaining inventory was ready for pickup.
• Even if the rep was not present, they would know the exact status of their inventory, the outcomes of the procedure, and what needed to happen next.

This isn’t a vision of the future—it’s already possible today.

ConnectSx and Surgical Case Management

At ConnectSx, we’ve built tools designed for exactly this reality. With Beacon, every item of inventory can be tracked from the manufacturer’s dock to the OR and back—simply by scanning a barcode. Provider staff can update status at key points in the process without additional training or technology. Reps get notifications on their phone when trays are received, sterilized, and ready for use, or when a surgical case is completed.

This kind of visibility transforms the entire workflow:

• For reps: Fewer surprises, reduced travel, and more confidence that their cases are covered.
• For providers: Faster, more reliable case readiness with less administrative back-and-forth.
• For manufacturers: Stronger control over field inventory, improved billing accuracy, and fewer lost assets.

Why It Matters Now

The use of surgical reps isn’t going away—but their role inside the OR is evolving. Hospitals are making access harder, not easier, and it’s unlikely that trend will reverse. In this environment, the companies that thrive will be those that embrace digital tools to manage the lifecycle of a surgical case from start to finish.

By investing in inventory visibility, case tracking, and data integration, medical device companies can reduce the risk of lost revenue, avoid delays, and ensure that patients get the care they need—whether or not a rep is in the room. Is your operation prepared to handle the challenges of the medical device value chain – take our free readiness assessment.

The post-pandemic world demands more than the old ways of managing cases. It demands a system built for resilience, accuracy, and transparency. Surgical cases may be more complex than ever, but with the right tools, they don’t have to be harder.

👉 If your team is ready to modernize surgical case management and protect both revenue and patient care, reach out to ConnectSx. We’ll help you build the visibility and efficiency needed for today’s reality—and tomorrow’s challenges.

Equip your team with the tools they need to succeed in any scenario. Reach out to ConnectSx today to schedule a demo!