ÜTS Inventory Notification
Transactions performed in the ÜTS application to make inventory notifications
HEALTH CARE PROVIDERS AND MEDICAL SERVICE PROVIDERS FIXED ASSET INVENTORY REPORTING PROCEDURES
To submit an inventory report, the product number (product barcode) must be known and this product number must be defined in the ÜTS or TİTUBB system.
If the product number is on the ÜTS:
1. In the ÜTS, enter the product number from the Product Movements-Inventory Reporting menu. Select Query, highlight the product, and select "Report Inventory" in the upper right corner to begin the inventory report process. (Figure 1)
Figure 1 - Inventory Reporting Screen
2. Clicking "Report Inventory" opens the window shown in Figure 2. Information in the fields marked with an "*" is required.
3. After entering the relevant information, click "Report Inventory" to complete the inventory report.
Figure 2 - Inventory Notification Process
If the product number is not on the ÜTS:
1. To submit an inventory notification, the product number information must first be retrieved from the previous registration system, the Turkish National Information Bank for Pharmaceuticals and Medical Devices (TİTUBB), and defined on the ÜTS.
2. To perform this process, select "Medical Devices - Inventory Product List" on the ÜTS. The screen that appears displays product information already retrieved from TİTUBB by other healthcare institutions and defined on the ÜTS. These products do not necessarily represent products currently in the company/institution's inventory. (Figure 3)
3. For products whose product numbers you don't know, you can find the product number of your product by reviewing the products already defined here (by searching by brand or company).
Figure 3 – Product Inquiry Screen by TİTUBB
4. To retrieve the product number from TİTUBB, select "Add Inventory Product" on the Medical Device-Inventory Product List screen on ÜTS (Figure 3).
5. Then, perform a TİTUBB query and find the product number in the relevant data fields (Figures 4 and 5).
6. Clicking the "Get from TİTUBB" button opens the window in Figure 5, allowing you to query the product's known information.
Figure 4 – Retrieving the product barcode registered on TİTUBB into ÜTS
Figure 5 – Querying the product barcode registered on TİTUBB
7. Clicking the OK button in the window in Figure 5 opens the window in Figure 6.
Figure 6 – Adding a registered product on TİTUBB
8. Selecting the Branch Type Code is mandatory in the window in Figure 6. When you click "Select Branch Type Code," the window shown in Figure 7 opens.
9. In the window that opens, you must select the most appropriate branch type for the device.
10. The recall process for a product number from TİTUBB is performed once. In other words, if any healthcare facility has recalled a product number from TİTUBB, other healthcare facilities can submit inventory notifications for that product number. Furthermore, the system does not allow this process to be repeated.
11. After selecting the appropriate branch type on the screen in Figure 7, click the Save button on the screen in Figure 6 to complete the product recall process from TİTUBB.
Figure 7 – Branch Type Code Selection Process
12. An inventory notification can be made directly from the Product Movements-Inventory Notification section for a product recalled from TİTUBB. To do this, follow the steps in Figures 1 and 2.
Inquiring about Inventory Notifications
1. Healthcare facilities can access their inventory information by inquiring about their inventory notifications.
2. To perform this operation, you can enter the Product Number and Serial Number information from the Product Movements - List Notifications/Cancel/Return menu. (Figure 8)
Figure 8 - List Notifications Screen
3. Alternatively, you can select the Notification Type "Inventory Notification" from the Product Movements - Detailed Inquiry - Inquiry menu. If you perform the query without entering any information, only the last 90 inventory notifications made will be listed. (Figure 9)
Figure 9 - Detailed Inquiry Screen
2.“Envanter Bildir” tıklandığında Şekil 2’de yer alan pencere açılmakta olup “*” işaretininbulunduğu alanlardaki bilgilerin girilmesi zorunludur.
3.İlgili bilgiler girilerek “Envanter Bildir”e tıklanır ve envanter bildirimi gerçekleştirilmiş olur.
If the product number is not on the ÜTS:
1. To submit an inventory notification, the product number information must first be retrieved from the previous registration system, the Turkish National Information Bank for Pharmaceuticals and Medical Devices (TİTUBB), and then defined by the ÜTS.
2. To perform this process, select "Medical Devices - Inventory Product List" on the ÜTS. The screen that appears displays product information already retrieved from TİTUBB by other healthcare institutions and defined on the ÜTS. These products do not necessarily represent products currently in the company/institution's inventory. (Figure 3)
3. For products whose product numbers you don't know, you can find the product number of your product by reviewing the products already defined here (by searching by brand or company).
4. To retrieve the product number from TİTUBB, select "Add Inventory Product" on the Medical Device-Inventory Product List screen on ÜTS (Figure 3).
5. Next, perform a TİTUBB query and find the product number using the relevant data fields (Figures 4 and 5).
6. Clicking the "Get from TİTUBB" button opens the window shown in Figure 5, allowing you to query the product's known information.
7.Şekil 5’de yer alan pencerede Tamam butonuna tıklandığında Şekil 6’de yer alan pencerea çılmaktadır.
8. Selecting the Branch Type Code is mandatory in the window shown in Figure 6. Clicking "Select Branch Type Code" opens the window shown in Figure 7.
9. In the window that opens, you must select the most appropriate branch type for the device.
10. Retrieving a product number from TİTUBB is done once. In other words, if any healthcare facility has retrieved a product number from TİTUBB, other healthcare facilities can submit inventory notifications for that product number. Furthermore, the system does not allow repeating this process.
11. After selecting the appropriate branch type on the screen shown in Figure 7, clicking the Save button on the screen shown in Figure 6 will complete the product recall process from TİTUBB.
12. An inventory notification can be made for a product recalled from TİTUBB directly from the Product Movements - Inventory Notification section. To do this, follow the steps in Figures 1 and 2.
Inquiring About Inventory Notifications
1. Healthcare facilities can access their inventory information by querying their inventory notifications.
2. To perform this operation, you can enter the Product Number and Serial Number information in the Product Movements - Notification List/Cancel/Return menu. (Figure 8)
3. Alternatively, by selecting the Notification Type Inventory Notification via the Product Movements-Detailed Inquiry-Notification Query menu and performing a query without entering any information, the inventory notifications made within the last 90 will be listed. (Figure 9)
