Case coordination that runs itself.
Every surgical case generates dozens of messages between reps, coordinators, warehouses, and facilities. Deviceflow works in the space between those messages and your systems — turning unstructured requests into structured workflows automatically. Your orthopedic, spine, or trauma team handles more cases with less effort.
- Case request to confirmation in minutes
- Zero app downloads for reps
- Works with texts, emails, and photos
- Full audit trail for every case
“Everything flows through email. Someone's got to triage it, check it, verify the information is correct.”
Surgical case management — from request to invoice
From the moment a surgeon's office requests a case to the final invoice, every step is tracked, automated, and visible. A complete field operations platform that replaces the spreadsheets, group texts, and tribal knowledge your team relies on.
Multi-Channel Case Intake
A surgeon's office texts your rep, emails your coordinator, or submits through the facility portal. Doesn't matter how — Deviceflow captures the request, extracts the details (surgeon, procedure, date, facility, implant preferences), and creates a structured case. No more copying from texts into spreadsheets or chasing down missing details.
- Capture requests from text, email, phone, or portal
- Auto-extract surgeon, procedure, date, and preferences
- Create structured cases from unstructured messages
- Zero app downloads for reps or facilities
How a case flows through Deviceflow
From the moment a surgeon's office requests a case to the final invoice, every step is tracked, automated, and visible.
Case request comes in
A surgeon's office texts your rep, emails your coordinator, or submits through the facility portal. Doesn't matter how — Deviceflow captures the request, extracts the details (surgeon, procedure, date, facility, implant preferences), and creates a structured case.
Case gets prepped automatically
Deviceflow checks inventory availability at the closest consignment location, confirms the right sets and sizes are in stock, and flags anything missing. If a loaner or transfer is needed, it triggers that workflow before anyone has to ask.
Logistics coordinate themselves
Shipping notifications, delivery confirmations, and set tracking happen without your coordinator chasing status updates. Reps get notified when sets arrive at the facility. Operations sees a single dashboard of every case in flight.
Rep closes the case
After surgery, the rep photographs the charge sheet or scans usage. Deviceflow matches products to the case, captures lot numbers and expiration dates, and kicks off the billing workflow. No duplicate data entry. No paper forms to chase.
Post-case runs itself
Replenishment triggers automatically. Inventory levels update in real time. The billing team gets a clean, matched record. Returns or incidents log with one tap. Your coordinator moves on to the next case instead of cleaning up the last one.
The difference
What's included
Case requests arrive by text, email, phone, or portal. Deviceflow normalizes every channel into the same structured workflow — no more copying from texts into spreadsheets.
Link cases to facilities, surgeons, and preferred implant sets. Track scheduling changes, cancellations, and add-ons in one place instead of scattered group texts.
Know where every tray is, what's available, and what needs to ship. When a case needs a set that's out of territory, Deviceflow coordinates the loaner before your team even knows there's a gap.
Reps photograph charge sheets or scan barcodes. No new apps. No training. The data they already capture in the field feeds directly into billing and inventory without re-entry.
Case closes, the billing pipeline triggers, inventory updates, and replenishment fires. PO matching and invoice generation start the same day — not weeks later. Every downstream process fires automatically from the rep's usage submission.
One dashboard shows every case in flight — scheduled, in transit, awaiting surgery, pending billing. No more calling reps to ask "where are we on the Johnson case?"
What does your case coordination actually cost?
Every case generates touches across reps, coordinators, warehouses, and facilities. Adjust the sliders to see what that coordination costs your company.
The formula: 300 cases × 4 touches × $25 per touch × 12 months = $360,000/year in processing labor.
20-min call. We'll use your real numbers, not these defaults.
Human oversight by design
Deviceflow automates the repetitive coordination work your team shouldn't be doing manually. When a decision matters — recall execution, compliance submissions, billing exceptions — the system routes it to your team for approval. Every automated action has a complete audit trail. No irreversible decisions happen without a human in the loop.
Validated for QMSR audits
Deviceflow ships with a full GAMP5 Category 4 validation package — URS, IQ/OQ/PQ protocols, requirements traceability matrix, supplier qualification, Part 11 access provisions, and tamper-evident audit-trail exports. Walk into your next QMSR inspection with the supplier documentation already prepared. Your quality team stays focused on the device, not on validating your ops stack. Read the validation burden brief →
Keep going
Read deeper or find your role
Background on field operations work — and how case coordination lands for each leader.
Field ops reading
For your role
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The Space Between
What happens between what your field team sends and what your systems need — and what your team can stop doing manually.