You can delete an item type from your inventory, which is saying we no longer will be using item 123 in our facility, so we don’t need to have it cluttering our inventory list, etc. That is fairly straightforward. What this post is going to talk more about is deleting physical item instances that you have listed in your inventory, but that need to be removed via a method other than scanning out for a completed procedure.
When you’re in the item edit page, and all of the physical instances of that item are listed below the item summary data, you have icons giving you two options: delete the item or move it. Moving an item is discussed under Inventory Transfers.
Deleting an item has a bit more to think about. You may be deleting an item because, for some reason, it’s no longer sitting on a shelf and it wasn’t properly scanned out as part of a procedure. There are a number of reasons it may no longer be on your shelf. We’ve created a list of different reasons to help you accurately indicate what’s happened to that item, so the integrity of your data stays intact. You’ll see this list popup when you attempt to delete an item and you must make a selection to proceed with delete. Take some time to understand your options.
Bulk Delete
You have the option to delete multiple items at once if they all have the same delete reason. You will access the Bulk Delete feature from the main inventory page, using the Delete icon in the top right corner of the page. Once you click on the delete icon you will be taken to the Bulk Delete page. Here you will select the delete reason and then you will scan all of the items that need to be deleted from your inventory using the delete reason you selected. Once you are done scanning you will click the red Delete All button at the bottom of the page.
Let’s take a look at the delete options available to you:
Used but case unknown: This reason option is listed first due to it being the reason you’re most likely to use. This means you know that something is no longer there, and you know it was used in a case, but for some reason it was not scanned out when the case was entered and no one is able to recall which procedure it was used in. In this scenario you want to indicate that the item was indeed used, but that you don’t know in exactly which case.
Expired and discarded: Fairly straightforward just from the name. An item that reached its expiration and the rep said just to toss it, or the rep took it but did not provide a replacement.
Expired and replaced by vendor: This option will only be in the drop-down list if it is a consignment item. This is similar to above, but in this case the rep provided a new item in place of the expired item. You would then want to remove the old item and replace it with the new one.
Loaned: If a provider is leaving the facility to do a case and takes an item from inventory, or a partner facility asks for an item because they don’t have one, etc.
Waste: An item is dropped, damaged, etc. by someone at your facility so the item can no longer be used in a procedure and therefore needs to be removed from your inventory, but not in the context of a case.
Waste-Procedure Cancelled/Aborted: This is similar to the reason above, but in this case you will delete an item if it has been opened, but the case ends up having to be stopped prior to the item’s use. This delete reason will clearly define the reason for the waste.
Recalled and discarded: This is similar to expired and discarded, but would be in a situation where a recall is issued as opposed to an expiration date.
Recalled and replaced by vendor: In this case, a replacement is received from a rep or shipment to replace a recalled item of the exact same type.
Returned to Vendor: In this case, an item needs to be returned to the vendor, but not for any of the other reasons listed here.
Consignment returned to vendor: In this case a consignment item may be reviewed, due to usage, and it may be determined that there are too many of this particular item on the shelf. You would then return that item to the rep and delete it from inventory.
Donated: This would pertain to any item that is being donated for any reason, and it will no longer be part of your inventory.
Failed Device -Vendor Replaced: This would pertain to an item that was opened, but had issues that prevented it from being used, and is being replaced by the vendor.
Failed Device-Other: In this case, a device fails, is defective, or otherwise cannot perform its intended task and you need to delete it from inventory. A replacement will not be received and the item is permanently being removed from inventory.
Incorrectly Added: In this option an item was incorrectly added. Perhaps you scanned the same item twice, or manually entered something that was later scanned. Whatever the reason, the critical part to understand is that this option is for an item that should never have existed in your inventory in the first place. You will need to tell AMSHub how you want to handle the Order this item was received in. You can either remove this item from being received which will lower the received item count and potentially return a Closed Order to Pending, or you can tell AMSHub to lower the ordered quantity and received item. Once you select Incorrectly Added from the dropdown list you will see a pop-up window that will allow you to make the correct choice before the item is deleted.
Think carefully each time you choose to delete an item. Accurately selecting a delete reason is critical to maintaining the integrity of your data and maintaining consistent reporting and inventory summaries.