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. If the tray already has a case with an overlapping booking window, the booking is rejected with the conflicting case number and its date.
5. Hospital: select the hospital. Required.
6. Surgeon and Procedure: optional free text.
7. Submit.

Result

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

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.

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.

Related Features

• Tray Configuration Settings
• Surgical Trays overview