Reprocessing and sanitizing

Reprocessing and sanitizing

Reprocessing is an optional stage between check-in and a unit going back into service. It is off by default, TrackDME's default is simply check in and check out. Turn it on in Company settings if your operation needs a clean-before-re-rent step, and cleaning history on the record.

Turn it on

1. Go to Company settings (admin only) and find the Reprocessing & sanitizing card.
2. Choose one of three options:

• Off: check-in always goes straight to In warehouse. This is the default.
• All products: every check-in lands in Awaiting reprocessing first.
• Selected products: only product types you flag Requires sanitization route through reprocessing on check-in; everything else goes straight to In warehouse.

Reprocessing is a Pro plan feature. On the Free plan, this card shows an upgrade prompt instead, see Billing and plans.

Flag product types (Selected products mode)

If you choose Selected products, open each product type that needs it (from Products, edit the type) and check Requires sanitization. Product types without the flag skip reprocessing on check-in even while this mode is on.

What happens when it is on

When a flagged check-in happens, the unit lands in Awaiting reprocessing and is locked out of re-rental until you clean it and mark it sanitized. This keeps your fleet patient-ready and gives you a clear record for infection control and survey readiness. You will see the message "Checked in, now awaiting reprocessing" (or, from the Scan page in Check In mode, "Checked in: {name}, awaiting reprocessing").

Mark a unit sanitized

1. Open the unit. You can find it on Units (search by barcode or serial, or filter by the Awaiting reprocessing status), or scan its label on the Scan page.
2. The facts card shows the status as Awaiting reprocessing.
3. Clean and disinfect the unit per your standard procedure.
4. Click Mark sanitized.
5. The unit moves to In warehouse, so it can be checked out again.

This works the same way regardless of your current setting, if a unit already sits in Awaiting reprocessing, it can always be marked sanitized to clear it.

Skip sanitizing (Return to warehouse)

Next to Mark sanitized you will also see Return to warehouse. This sends the unit straight back to In warehouse without recording a cleaning step. Use it only when sanitizing does not apply, for example a unit that came back unused in sealed packaging.

Turning it off (or narrowing it)

If you switch to Off, or move from All products to Selected products and unflag a type, any units currently stuck in Awaiting reprocessing under the old setting are automatically cleared to In warehouse. This is logged to each unit's History like any other status change, so the audit trail stays intact.

The cleaning record

Every time you mark a unit sanitized, TrackDME writes a timestamped entry to that unit's History timeline, with who did it and when. This is your per-unit proof of cleaning. To review it, open the unit and scroll to History (see Manage units and statuses). The timeline is append-only, so the record cannot be edited or removed after the fact, which is exactly what makes it useful as evidence during an audit or survey.

Next steps

Learn how the History timeline and unit actions work in Manage units and statuses, review what every status means in Unit statuses explained, or see Company settings for the rest of the admin tools.