Clone of GHX Client Instructions for Onsite Clinical Inventory 2025

Client 1st Day Instructions for Onsite Clinical Inventory

Only one form is required per hospital. Please designate a single representative—ideally the Materials Manager—to complete the form and include all applicable departments..
T&E CODE
GHX USE ONLY
Hospital Name (please provide complete name)*
Address for Inventory*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Inventory Dates*
Onsite department contacts for the day of inventory. (Please enter the contact for each department, OR, Cath lab, pharmacy etc)*
Inventory Type *
If Count Sheet, what portion/locations?
Notes for Arrival:
Who is meeting us upon arrival? Any special instructions?
Credentialing
"Our team members hold complete credentials through Vendormate, ensuring they have met all rigorous background checks, including national, criminal, federal, and sex offender registries. Furthermore, they have fulfilled all mandatory training programs and vaccination requirements. Upon approval, we will furnish a collective letter of attestation to guarantee our team is authorized access upon arrival."
Credentialing*
Count Specific Information
Are we counting reprocessed items? *
Are we counting Consignment? *
Will Auditors be in attendance at the inventory? If yes, please select who. *
Note: Please ensure that the Auditors count the area right after the Inventory Specialist has completed to prevent miscounts due to staff pulling products.
Expired Item Pull Date:*

MonthDayYear
Date
What to do with Expired Items*
You can provide bags or boxes for us to pull the expired items
Implants and Orthopedics
Are there any Back-Up locations to be counted? *
If Yes; please ensure the Staff is aware of the location.
Will there be any data entry required onsite? *
Are Sterile Trays to be counted or will you be providing a list?*
ALL LISTS NEED TO BE IN ELECTRONIC FORMAT AND LOADED TO THE PORTAL.
Will there be any data entry received by client? *
If yes to either of the above questions, please tell us what you will need entered
Additional Comments: (schedule, unique hospital policies, any special requirements)
Miscellaneous Questions
Is there somewhere for our staff to take a break and eat. Select all that apply*

Cafeteria or cafe on siteNo food on siteNearby restaurantsHospital will provide lunch
Is there a location onsite that you can reserve for our team to work and set up their equipment? *
Example: Office or Conference room
Parking Instructions & Fees

Reminder most main entrances are not open 24hours so we may need to use alternate entrance.
Where should the team park upon arrival? Is there a parking fee, and if so, what is the cost? Can parking be validated, and if so, who is responsible for validation? *
Do you have any questions, information, or concerns regarding the new or previous inventories that you would like to bring to our attention? We aim to identify these as early as possible to ensure the inventory process proceeds smoothly and accurately.
Client Checklist
File Preparation and Upload:
- Convert all files to electronic format (XLS or CSV) and upload them to the Portal.
  Link to upload documents to the portal
Document Submission:
- Upload Item Master Files and 24-Month PO History at least 30 days before the inventory start date.
- Ensure all lists are uploaded either before or on the inventory start date. (These are items we won't physically count but you want to supply a list for. Ex: Sterile trays, Omnicell, etc)
Logistics and Setup:
- Reserve a conference room or office with power for the team to set up and store their belongings.
- We will provide a Scrub list; so you can have it ready for the team upon their arrival.
Internal Hospital Communication & Access Guidelines

Designate a Single Point of Contact: Each hospital should assign one primary contact—typically the Materials Manager—to coordinate internally with all deparments and serve as our liaison.

Department Coordination: Please ensure all department heads are informed of our visit. Coordinate internally to determine the preferred order and timing for each department’s inventory count, and confirm they are prepared.

Special Instructions: Clearly mark any items that should not be counted (e.g., consignment, reprocessed items) and include any relevant special instructions.
Access to Restricted Areas: Ensure we have access to any locked or restricted areas, especially during weekend visits.

Security Notification: Please notify your Security team in advance of our scheduled visit to avoid any access delays.
Name of the person filling out this form

First NameLast Name
Date

MonthDayYear
Date
Should be Empty:

Client 1st Day Instructions for Onsite Clinical Inventory

Count Specific Information

Implants and Orthopedics

Miscellaneous Questions

Parking Instructions & Fees

Client Checklist