Loaner Tray Management

Coordinate loaner trays with real-time visibility

ReadySet helps hospitals, OEMs, and reps coordinate loaner tray delivery, pickup, and case readiness in real time—so the right trays arrive on time, excess inventory is reduced, and billing stays aligned.

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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

Average case notification lead time cases using RS (2023)

11+ days

Average tray delivery lead time across nearly 2M deliveries

3 trays

Average trays per case for organizations using 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 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.

Trio of Images for Tray Check In and Check Out

Mobile View of the ReadySet App with Status and Chat Functionality

• How it works

Loaner tray management workflow

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

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

Loaner Tray Analytics

Optimize outcomes with loaner tray analytics

Gain visibility into performance across your loaner tray workflows with real-time dashboards and reporting.

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.

Predictive Forecasting

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

Benchmark Performance

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

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Refine internal workflows, remove operational friction

Reduce OR delays

Ensure trays arrive on time for every case

Lower shipping costs

Keep trays in-region and reduce unnecessary shipments.

Improve vendor performance

Track compliance and accountability across workflows.

Increase billing accuracy

Eliminate discrepancies with case-linked documentation.

Standardize tray workflows

Replace manual coordination with consistent processes.

Free up clinical time

Reduce administrative burden across teams.

Frequently asked questions

More on loaner tray management

Learn more about how ReadySet improves loaner tray management workflows.

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.

Your path to surgical efficiency starts with ReadySet

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