Release Notes
Version 4.1 of the Logistics Portal provides you with new features and system updates that support your day-to-day operations, including receiving, processing, shipping, and picking up kits.
For a downloadable PDF of this release of the Care Team Portal, see the Release Notes.
To view a list of changes from previous releases, see Release History.
New Features
This version includes the following new features, as well as additional enhancements.
|
New Features |
Description |
|---|---|
| Missing Status |
A new Missing status is available for the reprocessing of kits and devices. This status can appear in the Logistics Portal and the Care Team Portal; however, the device condition of Missing only appears in the Logistics Portal. |
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A new Pending Lost status is available for pickup records. This status is used for the time period between when the retrieval process is stopped and the kit or device is marked as Lost. |
| Devices List - Conditions |
Within a pickup record, the Fulfillment Orders list has been modified to show the devices that were in the kit at the time the pickup record was created. The conditions are also visible so the pickup agent can easily see the device's current condition. |
| Device Orders |
A new Fulfillment Orders page was created to track fulfillment of device orders. On the Fulfillment Orders page, you can create a new order, search/sort/filter existing orders, and export orders. New orders that are created on this page are sent directly to the manufacturer. |
| Patient Pickup Detail Page UI Enhancements | The Status History box that shows the progress of the record was updated with a new style and a label. The Current Status box was also updated with a label. The sub menu for the Status button in the Current Status area opens to the left and was adjusted to better fit on the screen. |
Missing Status
A new Missing status is available for the reprocessing of kits and devices. This status can appear in the Logistics Portal and the Care Team Portal; however, the device condition of Missing only appears in the Logistics Portal. The new Missing status is used instead of the previous status of Lost on the Reprocessing Checklist (see Example 1). When this status is chosen, the device is automatically moved to Missing status, which means the pickup record is moved into Device Missing status and the device itself is marked as missing.
When a kit or device that has a Missing status is received in the Logistics Portal, all related records are updated. In the Care Team Portal, the record is moved to the Reprocessing status.
Example 1: Missing Status on the Reprocessing Checklist
Example 2 (Care Team Portal): Missing Status Automated Messages (Customizable) and Delivery History Notes
Pending Lost Status
A new Pending Lost status is available for pickup records (see Example 3). This status is used for the time period after the Missing status and before the kit or device appears on the Shrinkage report.
The Pending Lost status can appear in the Logistics Portal and the Care Team Portal, and it replaces the previous status of Retrieval Canceled in the Logistics Portal (see Example 4).
In the Care Team Portal, the Ship/Pickup page can be filtered by Pending Lost (see Example 5). An automatic message is generated when a device is changed to Pending Lost status in the Logistics Portal. This message appears in the Care Team Portal on the Ship/Pickup page in the Delivery History. The default message is "There will be {PendingLostTimePeriod} until this item is added to the next billing cycle.”
Example 3: Pending Lost Status - Patient Pickup List Page
Example 4: Pending Lost Status – Patient Pickup Details Page
Example 5 (Care Team Portal): Pending Lost Status – Ship/Pickup Page
This example shows the Pending Lost status filter, search criteria, status card with date and time, and the delivery history note with customizable message. When searching by the status Pending Lost, only records currently in Pending Lost status will appear in the list. When filtering by Pending Lost status, all records that have been in Pending Lost status will appear in the list.
Pending Lost - Status Reasons
On the Patient Pick Up page, status reasons are available to define why the kit is being marked as Pending Lost. The Pending Lost status can be applied either from the Action menu or from the device missing card.
Following are the Pending Lost status reason options:
- Carrier lost kit – The kit was lost by the carrier during transit.
- Could not reach patient – Attempts were made to contact the patient, but the attempts were unsuccessful.
- Patient lost kit – The patient told the Care Team or Vivify Support that they cannot locate their kit.
Example 6: Pending Lost Status Reasons
Manually Marking a Status as Lost
While in the Pending Lost status, the record can be closed manually by clicking Lost with a status reason of Complete with Loss (see Example 7). When the Pending Lost record is closed manually (by the user clicking Lost), a specialized note appears in the Delivery History of the record on the Ship/Pickup page (see Example 8). The message states: "Blood Pressure Monitor (5141200979) has been missing and was not recovered. The care team has requested to close this record. This device is now being marked as Lost and the cost of the device will be added to your next billing cycle." The messages related to Pending Lost and Missing devices can be customized.
Example 7: Pending Lost Status - Complete
Example 8 (Care Team Portal): Pending Lost Status - Complete
Pending Lost Time Period Configuration
The Pending Lost status has a time period configuration that determines how long a device or kit is in the Pending Lost status before it is automatically moved to the Lost status. This time period is set by default to be 6 weeks (see Example 9), but it can be changed based on the needs of the customer. When this time period expires for a kit or device in this status, the record status changes to Complete and the status reason is Complete with Loss in the Logistics Portal and the Care Team Portal and it appears on the Shrinkage report (see Example 10).
Example 9 (Care Team Portal): Pending Lost Time Configuration in Delivery History and Messages
Example 10: Shrinkage Report
Automated Pending Lost Messages
When a kit or device in Pending Lost status expires the time period set, an automatic message is generated in the Care Team Portal and appears in the Delivery History on the Ship/Pickup page. The record is then closed and can only be seen by using the All filter on the Ship/Pickup page. The default message is "This item is now being marked as Lost and the cost of the device will be added to your next billing cycle.”
Care Team members can no longer send logistics messages after a record is closed.
Example 11 (Care Team Portal): Automated Message for Closed Records
Device List - Conditions
Within a pickup record, the Devices list has been modified to show the devices that were in the kit at the time the pickup record was created. The condition of each device was also added so the pickup agent can easily see the device's current condition. If the device is in the status Missing, then the word missing appears in red bold text. If the device is in the status Physical Damage or Lost, the words appear in orange bold text.
Example 12: Device Conditions on the Patient Pick Up Page
Device Orders
A new Fulfillment Orders page was created to track fulfillment of device orders. Orders created on this page are sent to the Manufacturer through our system and a tracking number is provided (currently only Ascensia is supported). As the order is processed, our system will receive notifications from the manufacturer that will be visible on the Fulfillment Order Detail page.
Example 13: New Fulfillment Orders Page
Fulfillment Order Detail Page
The Fulfillment Orders page includes the fulfillment ID, status of the order, customer name, vendor name, and patient ID (see Example 15). Other columns can be added and saved as your default settings for this page. The Fulfillment ID opens the Fulfillment Order Detail window (see Example 14). The fulfillment records on this page can be exported to Excel and filtered by All or Active (see Example 16). The Fulfillment Orders page supports filter, searching, and sorting. This page is refreshed every five minutes with the most current orders and status information.
Example 14: Fulfillment ID – Opens Device Order Detail Window
Example 15: Device Order Detail Page
Example 16: Export to Excel and Filter Active/All
Creating a New Order
On the Device Orders page, you can open the Create Device Order window from the Actions menu (see Example 17). Creating a device order is a four-step process. Each step in the process must be completed before you can move to the next step (see Example 18).
- Step 1: Identify the customer and manufacturer.
- Step 2: Specify device/parts quantity, device type, and device model
- Step 3: Designate shipping information (first name, last name, address, city, state, zip code, phone 1, and phone 2)
- Step 4: Confirmation
Example 17: Create New Order Button
Example 18: Device Order Process
Patient Pickup Detail Page UI Enhancements
The Status History box that shows the progress of the record was updated with a new style and a label. The Current Status box was also updated with a label (see Example 20). The sub menu for the Status button in the Current Status area opens to the left and was adjusted to better fit on the screen (see Example 21).
Example 19: Status History Old
Example 20: Status History New
Example 21: Status Button Menu
System Updates
|
System Updates |
Description |
|
|---|---|---|
| VIVY-1687 | Parts/devices removed from the Kit page while the kit was in Reprocessing status did not add a line to the shrinkage history of the Reprocessing record. | |
| VIVY-1757 | When a Ship or Pickup Order was marked as complete, it was not adding the completed note to the Care Team Portal's order delivery history. | |
| VIVY-1990 | The tablet type was not populating in the Tablet column in the Kit list. The table was updated to populate this column with the type of tablet. | |
| VIVY-2002 |
The Status Changed By and Status Changed columns were not populated in the Kit list. The values for these columns now appear in the table as expected. |
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Yes 
No