Placed devices and lot recalls

Record the implant or device a treatment placed, from the barcode on its box, correct it when it was wrong, and find every patient who received a recalled lot.

When a treatment puts something in the patient — an implant, an abutment, a bone graft or a membrane — record what was placed: its GTIN, lot, serial number and expiry, as the box says. If the manufacturer later recalls a lot, the lot recall search finds every patient who received it.

Recording a device works in every country, with or without the Shop.

Recording a device

Open the completed treatment on its plan (click its name, see A treatment's details and notes). Under Placed devices, click Record device.

Record device is offered on a completed treatment whose code is IMPLANT, or whose kit includes something implanted (an implant, an abutment, a bone graft or a membrane) — including a size chosen for the treatment before the kit was edited — and on any treatment that already has a device.

Click in Scan and scan the GS1 barcode on the box, or paste the text printed under it, then press Enter. The GTIN, Lot, Serial number and Expiry are filled from what the barcode says, and nothing else.

Check each field against the box. Fill in anything the barcode did not carry, such as the Manufacturer and Product.

Enter the Size placed. It can differ from the size on the plan.

Click Record device.

A device needs a lot or a serial number. A GTIN of 8, 12 or 13 digits is stored as its 14-digit form, and a GTIN whose check digit does not match is refused, so a mistyped number is caught before it is saved. The same serial number cannot be recorded twice on one treatment.

When part of a barcode can't be read, the scan fills only what it could read and says so. Fill in the rest from the label: nothing is ever guessed.

With the Shop (UK and US)

In the UK and the US, where the Shop sells:

If a size was chosen for the treatment in its Materials, From the Shop prefills the manufacturer, product, size and GTIN from it.
Completing a treatment whose kit includes something implanted shows a reminder, Record the placed device. It never stops the completion.

The treatment's date and clinician

A device shows the treatment's date and clinician as they are now. If you change the treatment's price (which replaces it with a new version), its completion date or its practitioner, the device follows; there is nothing on the device to correct.

Correcting a device

Every entry is kept. A correction is a new entry that replaces the current one, with your reason.

Correct opens the device's details: change what was wrong, give a Reason and click Correct.
Entered in error is for a device that was never placed. Give a reason; the device is set aside and no longer listed.

An entry that was already corrected cannot be corrected again: correct its latest entry instead.

When a treatment is voided

Voiding a treatment does not mean the device came out. Its devices stay listed under Procedure voided: review device, and the lot recall search still finds the patient. Review each one:

if the device was never placed, mark it Entered in error;
if the treatment was recorded again, click Correct, choose the replacement under Treatment and click Correct.

No new device can be recorded on a voided treatment.

Finding the patients in a recall

Go to Settings → Placed devices (under Data & compliance). Enter the GTIN, Lot or Serial number from the recall notice, or more than one, and click Search. Lot and serial number ignore capitals.

The results list each patient with their date of birth, the treatment, its date and site, and the device. A device under a voided treatment is listed too, marked Voided. Click a patient's name to open their chart. Results come a page at a time: click Load more for the next.

Every patient the search lists counts as opening their clinical record, and is logged as such. Patients whose record was restricted after an erasure are never listed.

Who can do what

Seeing a treatment's devices needs permission to read treatments.
Record device, Correct and Entered in error need permission to record treatments (owners, managers, dentists, hygienists and nurses).
Settings → Placed devices needs permission to read both patients and treatments.