Sterilized Surgical Tools in a Hospital Operating Room

Loaner Tray Management

Simplify your loaner tray process- saving time, reducing costs, and enhancing patient care

Streamline loaner tray management with automated scheduling, tracking, and notifications. Empower your team and drive performance improvements backed by the most advanced analytics in the industry.

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By the numbers: ReadySet's results

Discover how ReadySet is making a difference by helping SPD and OR teams improve their loaner tray workflow and effortlessly coordinate surgical cases.

20+ Days

Case Notification Lead Time

in cases utilizing ReadySet 2023-present

11+ Days

Average Tray Delivery Lead Time

average of nearly 2 million tray deliveries

3 Trays

Average Trays Per Case

average of all cases utilizing ReadySet

Smarter vendor coordination & visibility

Coordination with vendors has never been easier with real-time, automated updates and actionable insights to ensure seamless surgical operations for every patient. Eliminate admin work and let your team focus on patient care.

Real-time tracking and automated notifications for new cases and scheduling changes, ensuring your entire team knows exactly which trays are required and when they'll arrive - powered by direct integrations with the biggest medical device OEMs.

ReadySet's Loaner Tray Schedule View with Urgent Case Actions and Assigned Cases Calendar

ReadySet Interface for Vendor Stats Such as Delivery Lead Times

One platform for tray check-in and check-out

Our centralized platform streamlines loaner tray logistics for improved efficiency and compliance throughout the entire perioperative loop, from OEM delivery to post-case pick up.

Automate tray management with a dedicated check-in area and vendor notifications for timely retrieval within 48 hours post-case. Minimize the risk of lost or damaged instruments and space constraints caused by unneeded trays in the SPD.

ReadySet Interface for OEM Contacts, SPD Chat, and Case Check-Ins

Trio of Images for Tray Check In and Check Out

Mobile View of the ReadySet App with Status and Chat Functionality

How it Works

ReadySet’s loaner tray workflow

Ensure that every stakeholder stays connected in real-time with our loaner tray management solution.

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Case Scheduling

Automated case notifications are sent directly to the vendor, keeping everyone aligned.

01

Case Acceptance

Vendors confirm the case and share details about the inventory delivery and timing.

02

Tray Check-in

Trays are checked in using the ReadySet kiosk, ensuring all relevant tray details are captured.

03

Post-case Notification

Once the case concludes, vendors receive automated notifications for tray pickup.

04

Tray Check-out

Trays are retrieved within 48 hours, ensuring timely removal and compliance.

05

Actionable Insights

ReadySet provides delivery and compliance data to drive continuous improvement and data-driven conversations.

06

ReadySet Analytics

Optimize outcomes with loaner tray analytics

Our advanced analytics, customized for supply chain, SPD, OR, and vendor perspectives, offer crystal-clear insights into every aspect, giving you the information you need to improve operations and patient care.

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Real-Time Dashboards

Monitor loaner tray check-ins, check-outs, trays per case, and more in real-time to enhance team efficiency and plan workflows more effectively.

Track Upcoming Cases with ReadySet Analytics

Predictive Forecasting

Anticipate future tray needs using historical data, reducing trays per case by knowing exactly what's needed for every patient.

Tray Intensity Metrics Provided by ReadySet's Analytics

Benchmark Performance

Review performance by individual vendors, surgeons, procedures, and more to inform conversations.

Example of ReadySet's Monthly Spend by Month and Vendor

Testimonials

What customers are saying about ReadySet

“We had vendors consistently delivering trays to central sterile less than 24 hours before case start. The ‘playbook’ that was developed with our joint team and ReadySet allowed us to be more proactive in notifying vendors that they had upcoming cases.”

Sterile Processing Manager

Academic medical center completing 30,000 surgeries per year

“Since deploying ReadySet Surgical’s solutions, our team has had 100% compliance with access to sterilization guidelines and zero lost instrument discrepancies.”

Chief Operating Officer

270 bed facility completing 7,000 surgeries per year

“This is a game changer that is needed to manage loaners. It’s a win for all stakeholders.”

Community Support Services Manager

Multi-state IDN with 23 hospitals performing 120K surgeries annually

“The communication function that allows users to know the status of trays is instrumental in ensuring we are providing the best service to our patients without putting a burden on the healthcare facility, its staff, and our vendor partners.”

Director, Sterile Processing

Renowned Orthopedic Hospital

“ReadySet is just what every SPD manager has been waiting for. With a tool like ReadySet, we can take a more proactive role in preparing for cases that require borrowed sets.”

Sterile Processing Manager

Leading Pediatric Hospital completing 11,000 surgeries per year

We respect our clients' privacy and share information only with their permission. Contact us to learn more about our customers.

Refine internal workflows, remove operational friction

Top of license performance

Reduce the administrative burden on staff by automating routine processes, allowing them to focus more on patient care and less on paperwork.

Streamline trays, save money

Reduce costs by optimizing logistics, improving resource allocation, and reducing sterilization expenses. Fewer unused trays translates to substantial savings.

Encourage best practices

Ensure that all processes adhere to industry best practices, minimizing non-compliance that contributes to worse outcomes.

Automated notifications, real-time visibility

Automatically notify vendors of the case schedule weeks in advance and know exactly what trays are needed for each patient.

Flexible system that scales

From one facility to IDNs with hundreds, our flexible platform easily scales to accommodate growth in surgical volume without the need for additional resources, ensuring that it grows with your facility.

Easy check-in, timely check-out

Our kiosk ensures compliance with best practices. Always know what trays are waiting to arrive, in the facility, or ready for check-out.

Why ReadySet

Loaner Tray Management FAQs

Loaner tray management involves tracking and coordinating surgical instruments and implant trays provided by from medical device vendors. It ensures that the right trays are available, sterilized, and ready for surgical use on time for first cut - for every patient. Effective loaner tray management is critical to preventing case delays, maintaining accurate inventory, and improving patient outcomes.

Loaner tray management is also known as loaner instrument management, loaner instrument tray management, and loaner surgical instrument tray management.

Sterile processing refers to the critical workflow within a hospital or surgical center responsible for cleaning, disinfecting, inspecting, assembling, sterilizing, and storing surgical instruments and medical devices to ensure they are safe and ready for patient use.

This function is typically carried out by the Sterile Processing Department (SPD), which serves as the backbone of the surgical supply chain — ensuring that every instrument used in the operating room meets the highest standards of cleanliness and sterility.

Key responsibilities of sterile processing include:

Decontamination: Instruments are thoroughly cleaned and disinfected after each use to remove bioburden and contaminants.
Inspection & Assembly: Each instrument is inspected for damage or wear, and then organized into trays or sets according to case requirements.
Sterilization: Trays are sterilized using methods such as steam, ethylene oxide, or low-temperature hydrogen peroxide, depending on the device.
Storage & Case Readiness: Once sterilized, instruments are labeled, tracked, and stored in a sterile environment until needed for the next surgical procedure.
Compliance & Documentation: Every step is documented to meet regulatory standards, reduce infection risk, and support traceability.

Sterile processing is important because it plays a direct role in patient safety and surgical efficiency. A single breakdown in this process can lead to case delays, compromised outcomes, or infection risk. As surgical volumes grow and instrument complexity increases, the need for standardized workflows, digital tracking systems, and cross-department coordination has never been more important.

Modern healthcare organizations are increasingly looking to automate and integrate sterile processing workflows with OR scheduling, inventory systems, and surgical case coordination tools — ensuring the right instruments are delivered on time, every time.

A surgical instrument tracking and asset management system is a digital solution designed to monitor, manage, and document the lifecycle of surgical instruments as they move through the perioperative workflow — from sterilization and storage to point-of-use in the operating room and back to reprocessing.

These systems provide real-time visibility and traceability, ensuring the right instruments are available, sterile, and ready for use when needed — while also helping healthcare organizations meet compliance, improve efficiency, and reduce risk.

Many leading surgical instrument tracking systems are missing loaner tray management capabilities. We know how important visibility into loaner tray management is. That's why it's important that your loaner tray management system is robust enough to handle automated vendor notification and documented tray check-in and provide advanced analytics that look beneath surface-level statistics.

Automating loaner tray management with ReadySet offers numerous benefits, including:

Increased Efficiency: Automates repetitive tasks like scheduling and check-ins, freeing up healthcare professionals to focus on higher-value activities.
Enhanced Accuracy: Reduces the risk of human error in tracking and inventory management.
Improved Communication: Provides real-time updates and shared visibility, minimizing miscommunication between vendors and surgical teams.
Data-Driven Decisions: Offers actionable analytics and reports on vendor performance and operational efficiency, helping to optimize workflows and improve outcomes.

Ready to future-proof loaner tray logistics?

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