What the first month looks like
The honest version of what happens after you sign: the work, in the order it happens, for Rebate Recovery and Implant Control. No go-live date and no figure for what you will recover, because both depend on your files and your contracts.
The stages are in order. The dates are yours: the pace depends on how quickly files arrive and how many contracts come first, and we would rather say so than promise a day.
Three stages, each with a job for you and a job for us
Everything below is already on the Rebate Recovery and Implant Control pages. This page puts it in the order it happens and says who does what at each stage. The first useful statement does not wait for the whole portfolio: it comes from the handful of contracts that come first, while the rest are still being loaded.
You: Choose the handful of contracts that come first, send the first purchase files, and name the person who will approve each contract.
Techinquest: Set up the file exchange with your IT, load and validate each file, and report what loaded, what was skipped and why.
Stage 1 of 3
The first days
Files and a short list of contracts. Nothing is calculated yet, and nothing needs to be.
- Rebate Recovery
Purchase data arrives as files: CSV or Excel uploads through the data loader, or a scheduled secure file drop from your ERP once your IT has set it up. Invoices, purchase orders, receipts, distributor sales tracing, surgical usage, and the item and supplier masters. Every file is validated before anything loads, with a verdict in words: what will load, what will be skipped, and why.
The first contracts come in the same days. Upload the signed PDF and review the draft the contract assistant proposes, or build the contract in the guided wizard. Either way a named person approves before anything is created, and the result is an inactive draft until they do.
- Implant Control
Your contract price lists and construct pricing are loaded from Excel, with a processing log. The scheduled surgical case and schedule exports from your EMR are set up by secure file transfer and load on their own, in order.
Your bill-only policy goes onto one settings screen: how many days after surgery a request needs a written justification, when it is refused outright, how duplicate case numbers are treated, which fields identify a case, and what may never be approved automatically. Automatic approval stays off unless you turn it on.
You: Compare each read-back sentence with its clause, fix what the first results say is untrustworthy, and bring your vendor reps on.
Techinquest: Run the engine as each file lands, explain every result including every $0, and walk approvers and reps through their first requests.
Stage 2 of 3
The first two weeks
The first contracts read back, the engine runs, and the first requests come through the checks.
- Rebate Recovery
Every term reads itself back in one sentence, so the check is one sentence against one clause rather than a screen of fields against a spreadsheet. Then the engine runs: each rebate and period books as earned, lost or still open, with a written reason, and it re-runs as new purchase data lands.
The first results are worked in order. Whatever makes a number untrustworthy comes first: a product tag no item carries, a hospital with no cost center mapped to it, a market with no definition. Every result explains itself, including a $0, so the fix is named rather than guessed at.
- Implant Control
Vendor reps get accounts scoped to their own vendors and hospitals, and learn the portal inside the product: guided tours cover the queue, working a request, cases, contracts, reports and administration, and skip the steps a role cannot see. There is a page written for reps that you can send them, linked from the product page.
The first requests come in. Contracted lines are picked from your price list at your price; anything off contract is entered separately and flagged. Each request is matched to the surgical case record on catalog number, quantity, price and supplier, and your approvers work only the differences.
You: Work the lanes by the money in them, record the supplier payments that arrive, and decide which contracts come next.
Techinquest: Keep loading what you send, add the next contracts the same way as the first, and answer what the numbers mean.
Stage 3 of 3
By the end of the month
The lanes are being worked, the first payments are recorded, and approved requests are reaching your ERP.
- Rebate Recovery
With the data trusted, the lanes do the sorting: overdue money, money to collect, commitments going short, and tiers you can still reach while the period is open. Alerts show on the contract they concern, inside the product.
The first supplier payments are recorded as they arrive. You accept or adjust the proposed split across periods, and where a remittance disagrees with what the contract earned, you send a statement with invoice-level evidence. That first useful statement does not wait for the whole portfolio: it comes from the handful of contracts that came first.
- Implant Control
Approved requests leave on a schedule as a requisition file priced from the contract, and your ERP creates the purchase order. When the ERP returns the number it is matched back, the request completes, and the rep is emailed the number. If a return file never arrives, an administrator can enter the number by hand.
Your perioperative leaders can see surgeries with implants used and no request submitted yet, by age, and your audit team can mark requests audited and read the change history behind any approval.
What sets the pace
Four things decide whether a stage takes days or weeks. None of them is a promise, and all of them are yours to see.
- How quickly files arrive
- Uploads through the data loader need nothing from your IT. A scheduled file drop from your ERP or EMR does, and that wait is set by your IT’s calendar, not ours.
- How many contracts come first
- Start with a handful that matter. Each one is read back and checked by a named person before it is created, so ten contracts take longer than three, and the first statement waits for neither.
- How clean the masters are
- Item and supplier masters, cost center mappings and product tags decide whether the first results can be trusted. What is missing shows up as a named $0, not a quiet one, and fixing it is the first lane.
- How soon your reps file online
- The checks only see requests that come through the portal. The sooner your vendor reps file there instead of by sticker sheet or spreadsheet, the sooner the queue is the whole picture.
Access is by role, and the newest workspaces are released to administrators first and widened as they settle. Ask which are generally available when you talk to us.
What you will not be asked for
An interface project. Data moves by validated files and scheduled secure file exchange, which is usually why IT can approve it quickly. No live interface to your ERP or EMR is built, and none is needed.
Start with one contract and one month of requests
Bring a supplier agreement that matters and a purchase extract, or a month of bill-only requests. In a working session we load them as written and show you what the first days look like on your own data.