Vendor management
that puts patients first.
Settrax VM connects your OR schedule directly to medical device vendors — automating check-in, enforcing compliance, detecting missing instruments, and keeping the focus where it belongs: on your patients.
PLATFORM CAPABILITIES
Built for the complexity of the modern surgical suite
Six interconnected capabilities that eliminate friction between hospitals and their medical device vendors — so the focus stays on the patient.
Surgical cases flow automatically from your EMR into Settrax VM. Vendors see exactly which cases require their products — no phone calls, no manual data entry.
Vendors check in and check out their own instrument sets at the kiosk — independently. Hospital staff are completely removed from the instrument intake workflow.
Every vendor interaction is measured against your hospital's compliance standards. Settrax VM flags violations and tracks trends that drive accountability.
Settrax VM cross-references every item checked in against what is checked out — surfacing discrepancies before a vendor leaves and before an invoice arrives.
Detailed dashboards show on-time rates, compliance scores, and instrument loss history. Share reports with vendors to drive continuous improvement.
Every feature in Settrax VM exists to ensure that when a patient enters the OR, every instrument needed for their procedure is present, accounted for, and ready.
WORKFLOW
From EMR to checkout —
Full Automation
START
1
SCHEDULE SYNC WITH EMR
Settrax VM pulls the surgical schedule from EPIC, Cerner, or your EHR automatically. Each case is enriched with the vendor products required.
2
VENDORS INSTANTLY NOTIFIED OF CASE
Vendors receive case details, expected arrival windows, and instrument manifests ahead of the procedure — eliminating last-minute coordination.
3
VENDOR SELF CHECK-IN AT KIOSK
The vendor arrives, scans their badge, and completes the full instrument check-in process at the Settrax VM kiosk — without any hospital staff involvement.
4
INSTRUMENTS VERIFIED AT CHECK-OUT
When the vendor collects instruments post-procedure, Settrax VM compares checkout data against check-in data. Missing items are flagged before the vendor leaves the building.
5
COMPLIANCE SCORED AND REPORTED
Vendors receive case details, expected arrival windows, and instrument manifests ahead of the procedure — eliminating last-minute coordination.
END
Compliance & Reporting
Vendor performance you can see — and act on
Settrax VM continuously scores every vendor across on-time arrival, instrument completeness, and compliance adherence. Both the hospital and the vendor see the same data — creating a shared language for improvement.
JC inspections go from stressful to straightforward.
Settrax VM was designed with Joint Commission standards as a first-class requirement — not an afterthought. Every vendor interaction is automatically documented against the specific JC standards that govern surgical instrument management, so your facility is inspection-ready every single day.
See exactly what missing instruments cost you each year.
Enter your facility's operating parameters below. The calculator runs instantly — no demo call, no sales rep. Generate a shareable report for your team.
Surgical Cases per Month
Total OR cases performed at your facility
Instruments per Case (avg)
Average number of vendor instruments per surgical case
Cases with Missing Instruments
Estimated % of cases affected by missing instruments
Average Instrument Replacement Cost
Typical cost to replace one missing surgical instrument
OR Delay per Incident
Minutes of OR delay caused when missing instruments are discovered
OR Cost per Minute
Fully-loaded operating room cost per minute of delay
Report on its way!
Check your inbox — your annual exposure report will arrive within minutes.
Estimated Annual Exposure
$150K
21 missing instrument incidents/year · 8 instruments unaccounted
Cost Breakdown
Settrax VM eliminates this exposure
Real-time checkout verification catches discrepancies before vendors leave the building. Hospitals report a 90%+ reduction in missing instrument incidents within 90 days.
PRICING & SAVINGS
We built it smarter. We price it fairly. You keep the difference.
Legacy vendor management processes built their cost on manual labor and untracked losses. Settrax VM was built from the ground up with automation — and we pass those savings directly to you.
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No multi-year lock-in contracts
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Predictable per-bed or per-OR pricing
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No surprise implementation fees
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Free migration from legacy processes
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Ongoing platform updates at no cost
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Dedicated clinical implementation team
GET STARTED
Ready to eliminate missing instrument disputes for good?
Schedule a personalized demo and see how Settrax VM integrates with your EMR, automates vendor check-in, and protects your patients from avoidable supply chain failures.