Surgery Cases — LogisticaHQ

Applies to: LogisticaHQ (P4 Warehouse) tenants with tray management enabled Roles required: Office users Regulatory references: none

Overview

A surgery case books a tray for a hospital on a surgery date. Cases answer the scheduling question — which tray is free on Thursday? — and prevent the same tray from being promised to two surgeries whose preparation and return windows collide. The case then rides the tray lifecycle automatically: it is marked dispatched when the tray ships and completed when the return is reconciled.

Navigation

Trays > Cases

Key Concepts

Booking window. A tray is committed to a case from a number of days before the surgery (pulling, checking and Staging the tray) until a number of days after it (return, counting, refill). Both are tenant settings: Business_Kitting_CaseLeadDays and Business_Kitting_CaseReturnDays (default 2 and 2). Two cases for the same tray whose windows touch or overlap are rejected — the day a tray comes back from one case cannot also be the day it stages for the next.

Case states. Derived automatically, never set by hand:

Booking a Case

Prerequisites

Tray management enabled; the tray exists and is not inactive; the hospital exists as a Customer.

Step-by-step

1. Navigate to Trays > Cases.
2. Click New.
3. Surgery date: pick the date of the case. Required.
4. Tray: select the tray. Required. The list shows only trays free for the chosen surgery date (each with its home bin) and reloads when the date changes — so an overlap rejection at submit is rare. If no tray is free, the dialog says "No trays are free for that date": pick another date or free a tray.
5. Hospital: select the hospital. Required.
6. Surgeon and Procedure: optional free text.
7. Hospital case ref: optional — the hospital's own case or procedure number, so both sides can correlate the booking. Enter the hospital's identifier only; patient names and other patient details belong in the hospital's own systems, never in LogisticaHQ.
8. Submit.

Result

The case is created with a system-generated CASE- number in state Booked. The Warehouse and client are inherited from the tray.

The Case Calendar

The Calendar button on Trays > Cases opens a month/week Calendar of all bookings. Each case is drawn as a bar spanning its full committed window — from Staging (lead days before surgery) through return and refill (return days after) — because that window, not just the surgery day, is what blocks other bookings for the same tray. Bars are colored by case state (Booked, Dispatched, Completed, Cancelled).

The Calendar is a working surface, not just a view:

• Click a case to open its detail dialog — tray, hospital, surgery date, state, pick ticket number, surgeon/procedure/reference. A Booked case shows a Dispatch tray button (same dispatch as the list); a Dispatched case shows Open pick ticket.
• New books a case without leaving the Calendar, and clicking an empty day opens the booking dialog with that date already filled in.
• Drag a Booked bar to another day to reschedule the case — the committed window follows and the same overlap check applies. Dispatched, completed and cancelled bars cannot be dragged.

Per-tray Calendar

The Calendar button on a tray''s detail page opens the same Calendar filtered to that tray only — a chip shows the tray number with an ✕ to return to all trays. Booking from a tray-filtered Calendar pre-selects that tray in the dialog when it is free for the chosen date.

Finding a Free Tray

1. On Trays > Cases, open Other > Free trays...
2. Pick the date and submit.
3. A list shows every tray with no booking-window conflict on that date, with its current state.

A "free" tray is a scheduling claim, not a physical one — a tray still in refill next Thursday can be booked for it. Judge physical readiness by the tray state shown next to each result.

Rescheduling and Cancelling

• Reschedule: select exactly one case, then Other > Reschedule... and pick the new date. The new window is conflict-checked the same way as a new booking.
• Cancel: select booked cases, then Other > Cancel case. Only cases that have not been dispatched can be cancelled; a case with a dispatched tray completes by reconciling the return, not by cancelling.
• Delete: removes cancelled or completed cases (and bookings never dispatched). A case in progress cannot be deleted.

Requiring a Case Before Dispatch

With Business_Kitting_RequireCaseOnDispatch on, dispatching a tray that has no open case is blocked with: "has no open surgery case - book one before dispatching". Off by default — dispatch keeps working without bookings.

Dispatching From the Cases List

Select today''s booked cases and open Other > Dispatch trays. Each selected case gets a hospital pick ticket through the normal tray dispatch (same guards — the tray still physically ships at the handheld scan-out). Results are per case: successes show the created pick ticket number, refusals show the reason without aborting the rest of the batch.

Automatic Lifecycle Stamping

• When a tray ships, its earliest open case (by surgery date) is marked Dispatched.
• When the tray''s return is reconciled, the dispatched case is marked Completed.
• The case remembers the pick ticket its dispatch created: the Cases list has a Pick ticket column with an Open link, the Calendar dialog opens it directly, and the tray''s detail page shows its Active case with the same link.

Related Features

• Tray Configuration Settings
• Surgical Trays overview