Surgical Case Management & Field Operations
Case coordination that runs itself.
Every surgical case generates dozens of messages between reps, coordinators, warehouses, and facilities. Deviceflow works in the space between those messages and your systems — turning unstructured requests into structured workflows automatically. Your orthopedic, spine, or trauma team handles more cases with less effort.
- Case request to confirmation in minutes
- Zero app downloads for reps
- Works with texts, emails, and photos
- Full audit trail for every case
“Everything flows through email. Someone's got to triage it, check it, verify the information is correct.”
Surgical case management — from request to invoice
From the moment a surgeon's office requests a case to the final invoice, every step is tracked, automated, and visible. A complete field operations platform that replaces the spreadsheets, group texts, and tribal knowledge your team relies on.
Multi-Channel Case Intake
A surgeon's office texts your rep, emails your coordinator, or submits through the facility portal. Doesn't matter how — Deviceflow captures the request, extracts the details (surgeon, procedure, date, facility, implant preferences), and creates a structured case. No more copying from texts into spreadsheets or chasing down missing details.
- Capture requests from text, email, phone, or portal
- Auto-extract surgeon, procedure, date, and preferences
- Create structured cases from unstructured messages
- Zero app downloads for reps or facilities
How a case flows through Deviceflow
From the moment a surgeon's office requests a case to the final invoice, every step is tracked, automated, and visible.
Case request comes in
A surgeon's office texts your rep, emails your coordinator, or submits through the facility portal. Doesn't matter how — Deviceflow captures the request, extracts the details (surgeon, procedure, date, facility, implant preferences), and creates a structured case.
Case gets prepped automatically
Deviceflow checks inventory availability at the closest consignment location, confirms the right sets and sizes are in stock, and flags anything missing. If a loaner or transfer is needed, it triggers that workflow before anyone has to ask.
Logistics coordinate themselves
Shipping notifications, delivery confirmations, and set tracking happen without your coordinator chasing status updates. Reps get notified when sets arrive at the facility. Operations sees a single dashboard of every case in flight.
Rep closes the case
After surgery, the rep photographs the charge sheet or scans usage. Deviceflow matches products to the case, captures lot numbers and expiration dates, and kicks off the billing workflow. No duplicate data entry. No paper forms to chase.
Post-case runs itself
Replenishment triggers automatically. Inventory levels update in real time. The billing team gets a clean, matched record. Returns or incidents log with one tap. Your coordinator moves on to the next case instead of cleaning up the last one.
The difference
| Feature | Deviceflow | Legacy Tools | Manual Ops |
|---|---|---|---|
| Case Coordination | Case request auto-routes, inventory checks instantly, sets confirmed in minutes | Email-based request forms, manual warehouse check, hours to confirm | Rep texts coordinator, coordinator emails warehouse, warehouse checks manually |
| Case Documentation | Photos auto-extracted, matched to case, billing triggered automatically | Upload forms in a portal, still manually matched to POs | Charge sheets arrive as photos in a group text, manually entered into ERP |
| Set Tracking | Real-time set tracking visible to everyone — reps, ops, and warehouse | Delayed sync from check-in/check-out system, often outdated | "Where's the tray?" calls between reps, warehouse, and ops 10x per day |
| Ops Workload | Prep and post-case workflows run automatically, coordinator handles exceptions only | Some task automation, but coordinator still manually follows up on most cases | Coordinator spends 2+ hours per day on case prep and follow-up calls |
What's included
- Multi-channel intake
- Surgical scheduling coordination
- Set and loaner management
- Rep-friendly usage capture
- Automated post-case workflows
- Real-time case tracking
The cost of coordination
Every case generates touches across reps, coordinators, warehouses, and facilities. Adjust the sliders to see what that coordination costs your company.
Cases per month: 300
Touches per transaction: 4
Cost per touch: $25
Your annual processing cost: $360,000
Estimated annual savings with Deviceflow: $252,000
Based on 70% reduction in manual processing
The formula: 300 cases × 4 touches ×$25 per touch × 12 months = $360,000/year in processing labor.
Human oversight by design
Deviceflow automates the repetitive coordination work your team shouldn't be doing manually. When a decision matters — recall execution, compliance submissions, billing exceptions — the system routes it to your team for approval. Every automated action has a complete audit trail. No irreversible decisions happen without a human in the loop.
Validated for QMSR audits
Deviceflow ships with a full GAMP Category 4/5 validation package — URS, IQ/OQ/PQ protocols, requirements traceability matrix, supplier qualification, Part 11 access provisions, and tamper-evident audit-trail exports. Walk into your next QMSR inspection with the supplier documentation already prepared. Your quality team stays focused on the device, not on validating your ops stack.
The Space Between
What happens between what your field team sends and what your systems need — and what your team can stop doing manually.