Every implanted device traceable to a valid certificate
A hospital procurement and compliance function required to prove, per device, that documentation was complete and current at the time of use.
Who they are.
A hospital procurement and compliance function responsible for implantable devices. It must be able to show, per device, that the documentation was complete and current at the moment the device was used.
Anonymised at the client’s request. Client names are never disclosed without written permission.
What had to be solved.
Device documentation lived in three places — with the supplier, on the ward, and in the pharmacy. Proving compliance for a single implant meant assembling three registers, and an expired conformity declaration was invisible until an inspection found it.
What success looked like.
- Hold one complete document set per device, checked on receipt
- Verify certificate validity against the date of use
- Produce compliance evidence per device on request
What Ceertia does here.
A use case for device files that checks presence of every required document and the validity of the conformity declaration against the date of use. A missing or expired document flags before the device is released from stock.
Every device file must hold a conformity declaration valid on the date the device was used.
How it runs, step by step.
The file arrives with its documents, in any format, from whoever sends it.
Every page is identified and mapped against the expected document list. Missing documents, duplicates and out-of-scope pages are flagged on receipt.
Each rule asks the file a question and answers it directly on the documents, with page, zone and source text attached to the verdict.
The team approves, requests a fix, or rejects. No file is approved or rejected automatically.
What changed.
Compliance evidence is now stored per device and exportable on request. The question "prove this implant was compliant" went from a three-register search to a lookup.
- Device documentation lived with the supplier, the ward and the pharmacy separately.
- Proving compliance for a single implant meant assembling three registers.
- An expired conformity declaration was invisible until an inspection.
- Each device file is checked for completeness and certificate validity at the date of use.
- A missing or expired document is flagged before the device is released.
- Compliance evidence is stored per device, exportable on request.
Anonymised case. Client names are never disclosed without written permission. Figures describe the file volumes and checks in this scenario.
Other files, same engine.
A hospital admissions office assembling patient files from referrals, payers and patients themselves, where one missing page delayed a scheduled procedure.
Read the case → HealthcareDenied claims traced back to one unchecked dateA hospital revenue cycle team whose denial rate was driven by authorisations that had expired before the date of service.
Read the case →See it run on your own files.
Bring one real file to a 30-minute demo. Watch the verification run, evidence on screen.