Tracked Products

Tracked products are individual items that require serial-level tracking throughout their lifecycle. This is essential for implantable medical devices, serialized equipment, and other high-value items that must be traced from receipt through disposition.

When to Use Tracked Products

Enable individual tracking on a product type when you need to:

• Record serial numbers and lot numbers for each item
• Track expiration dates per item
• Record implantation, removal, or return dates
• Associate items with specific patients
• Maintain regulatory compliance for implantable devices

To enable tracking, check Individually Tracked on the product type definition.

Tracked Product Fields

Product Information

Field	Description
Product Type	The parent product type (required)
Manufacturer	Populated from the product type
Vendor	Populated from the product type
Model No	Model number (can override the product type value)
Model Barcode	Barcode from the product packaging

Identification

Field	Description
Serial No	Unique serial number for this item
Serial Barcode	Barcode value for scanning
Lot No	Manufacturing lot or batch number
Inventory Location	Physical storage location

Size

Field	Description
Size	Item size
Size Units	Unit of measurement

Lifecycle Dates

Tracked products record key dates throughout the item's lifecycle:

Date	Description
Received	When the item was received from the vendor
Expired	Expiration date
Implanted	When the item was implanted in a patient
Removed	When the item was removed from a patient
Returned	When the item was returned to the vendor
Loaned	When the item was loaned out
Paid	When payment was made for the item
Credited	When a credit was received
Missing	When the item was reported missing

Implant Details

• Implant Side — Records which side the item was implanted on (e.g., left, right)

Patient Association

• Patient Name — The patient the item is allocated to (read-only display)
• Use the Select Patient button to assign the item to a patient
• Use the Clear Patient button to remove the patient association
• Use the Edit Patient button to open the patient record

Financial

Field	Description
Invoice No	Vendor invoice number
Credit Memo	Credit memo reference
Cost	Actual cost of this item
Price	Selling price for this item

Notes

A free-text Notes field for additional information about the item.

Creating a Tracked Product

1. Open the tracked products editor for the desired product type
2. Select the Product Type from the dropdown
3. Enter the Serial No and/or Lot No
4. Set the Received date
5. Record any other relevant information
6. Click Ok or press F3 to save
7. Use Add Another or press F4 to save and immediately create another item

Tracked Product Lifecycle

A typical lifecycle for an implantable device:

Received (from vendor)
    │
    ├── Stored at Inventory Location
    │
    ├── Implanted (linked to patient, date and side recorded)
    │       │
    │       ├── Removed (if explanted)
    │       │
    │       └── Remains in patient
    │
    ├── Returned (to vendor)
    │
    ├── Expired (past expiration date)
    │
    └── Missing (cannot be located)

Barcode Scanning

When scanning a barcode, InSched prompts you to identify the barcode type:

• Serial Barcode — The barcode represents a unique serial number
• Model Barcode — The barcode represents a product model (matches all items of that model)
• None — Cancel the barcode lookup

This allows quick identification and lookup of tracked products by scanning their packaging.