A Guide to ecommerce Transactions With Medtronic

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1 A Guide to ecommerce Transactions With Medtronic The following information will pro vide support for placing Medtronic orders through electronic channels. As our customer, your experience is of utmost importance to us. Contact us: Page 1 of 7

2 Table of Contents General ecommerce Ordering Information... 3 Data cleansing and ecommerce Readiness... 3 Order Accuracy... 3 Order Types... 3 Direct Purchase (Ship & Bill) Orders... 4 Overview... 4 Vascular Orders: Maintaining Consignment Levels... 4 Consignment Billing Orders... 4 Bill Only & Bill/Replace Orders... 4 Billing Multiple Procedures on One Transaction... 5 Shipping Specifications... 6 Contact Information... 6 ecommerce Support... 6 Customer Service Support... 6 Page 2 of 7

3 General ecommerce Ordering Information Data Cleansing and ecommerce Readiness To support accurate data, we recommend regular data cleansing and ecommerce readiness exercises. Please contact us at or to request these services. Order Accuracy For prompt and accurate processing, please include the following information on all electronic orders: Account Number Vendor ID Vendor Product Numbers (CFN) Batch number/case information for consignment billings only Unit of Measure Expected price-agreed upon with the Medtronic sales representative Contact information (name and phone number) If an order is submitted without all required information or if it contains any inaccuracies, our customer service team will work to complete the order, however, the confirmation may be delayed due to added processing time. Order confirmations are sent once the transaction is complete. Order Types Medtronic supports a variety of order types. Familiarity with these order types will allow us to partner more effectively and will enable orders to be processed without delay. Direct Purchase Purchased product is shipped and invoiced to the customer Bill and Replace Consumed product from customer s consignment is invoiced Replacement product is shipped to maintain consignment levels This transaction type is not valid for Medtronic Spinal and Biologics and Spinal Graft Technologies Bill Only Consumed product from customer or Medtronic sales representative s consignment is invoiced No replacement product is shipped to the customer This transaction type is not valid for Medtronic Spinal and Biologics and Spinal Graft Technologies Page 3 of 7

4 The following section describes how to successfully transact the order types mentioned above. Direct Purchase (Ship & Bill) Orders Overview Direct purchase orders occur when a request is made to Medtronic to ship product and immediately bill product. These order types are commonly called standard, direct purchase, or ship and bill orders. Direct purchase orders do not require serial numbers or patient information. To ensure successful and accurate orders and invoices please verify that all master data is clean and up to date (please refer to Data Cleansing and ecommerce Readiness). This enables Medtronic to ship the correct product and quantity and invoice with the expected price. Medtronic has found that it is best to have a partnership between all individuals responsible for the life cycle of an order (medical technician, purchasing agent, IT support) as it facilitates quick turnaround time for any issues that may arise. Vascular Orders: Maintaining Consignment Levels For accounts that order Vascular products like balloons, stents, and angioplasty from Medtronic and maintain consignment levels on these products, please follow the direct purchase order procedures outlined above. Consignment Billing Orders Bill Only & Bill/Replace Orders Proper billing and replacement of consignment items ensures accurate invoicing and maintains expected levels of consignment product. Consignment product can be billed and replaced using a purchase order sent via EDI. EDI captures batch (serial or lot) numbers from an order line note. To do this, please see instructions and formatting requirements below: In the line order note, ensure the batch number from the customer or Medtronic sales representative s consignment is included. Also include all patient implant information that is available. Recommended format: SN: XXXXXXXX BILL ONLY PT: Doe,John Entering the batch number: The batch (serial and lot) number must begin with one of the following prefixes: Serial Number: SN:, SN- or SN# Lot Number: lot:, lot#, or lot number Batch Number: bt, batch#, batch Typical SN format is one to four alpha characters and six to nine numeric characters: PJN541628, NGV401548H, 23A09B1234, V Lot numbers may vary. Communicating if replacements are needed: If a replacement IS needed, include the words BILL / REPLACE in the order line note. If a replacement IS NOT needed, simply include the words BILL ONLY in the order line note. Page 4 of 7

5 Example Billing product number EM2030 with lot number of , and product number EM2025 with lot number of is demonstrated below. Line # Product # Quantity Price 1 EM $xxx.xx SN: BILL ONLY PT:DOE,JOHN 2 EM $xxx.xx SN: Bill/Replace PT:DOE,JOHN In the example above, EM2030 will NOT be replaced and EM2025 will be replaced with consignment sent back to the location it was billed from. Proper formatting allows for prompt and accurate invoicing. Billing Multiple Procedures on One Transaction If more than one procedure is to be billed on a single EDI transaction, it is helpful to have the patient name, patient ID, case number, or another value that uniquely identifies the patient. Place this information on the order line note for the item being billed. A unique identifier assists in proper billing and aids in patient tracking. If patient information is omitted from the purchase order, Medtronic will invoice based upon the information available. Please prefix the patient s name with a PT: so that the order processing system can automatically read and process the name. Example Line # Product # Quantity Price D 1 $xxx.xx SN:LAT82732 BILL ONLY PT:DOE,JOHN $xxx.xx SN:VXD87492 BILL ONLY PT:DOE,JOHN $xxx.xx SN:JPG418625V BILL/REPLACE PT: BOB SMITH Page 5 of 7

6 Shipping Specifications Formatting Notes for Special Delivery Requirements Please notify us of orders that require an expedited delivery, specific delivery date and/or attention line by using the text mentioned below in the NOTES or COMMENTS field within the Purchase Order Header screen. Shipping Required Text (format and words) to include Expedited Emergency Rush Required by a specific date need by mo/dd/yyyy Attention line required Attn: c/o: Contact Information Medtronic understands that when a customer chooses ecommerce ordering, efficiency and accuracy are key goals. We always look for ways to be as efficient as possible and deliver superior service. Whenever possible we fix orders with errors and complete processing. To serve our customers in this manner we need current contact information available at the time of the order to support error resolution. In the order text, provide the responsible person s: address name and phone number or name and facility switchboard phone number Also, let the VAN provider (GHX/GXS, etc.) know that when needed, a Medtronic employee may contact the facility. This allows the provider to supply Medtronic with the appropriate name and contact information. ecommerce Support For questions regarding orders or to provide changes to an order, please call your Medtronic Customer Service Representative (see contact list on following page). For technical help please call our Medtronic ecommerce Support team at: or edi@medtronic.com Customer Service Support ecommerce orders that require manual handling will be processed during the hours listed below. Confirmations will appear beginning one-half hour past the start of the day. Orders received onehalf hour prior to the end of the day will be processed that business day. We cannot guarantee same day order processing outside of these guidelines. Please contact Customer Service if the default shipping conditions shown below do not meet customer requirements. To obtain product for procedures on the next business day, contact your Medtronic sales representative. Page 6 of 7

7 Medtronic EDI Vendor Medtronic Division Product Families Hours of Operation Contact Information Default Shipping Cardiac Rhythm Disease Management (CRDM) Pacemakers Defibrillators CryoCath Ph: , #1 Fax: Ph: Fax: Standard shipping method: Ground Medtronic USA Neuromodulation CardioVascular - Cardiac Surgery CardioVascular - Vascular Pain pumps Stimulators Gastro-intestinal products Valves, Bands, Rings Open Heart surgery Endovascular, AAA, Talent, Endurant Stents, balloons & angioplasty products 7:00 AM CST-7:00 Ph: , #2 Fax: Ph: , #4 Fax: Ph: , #3 Fax: Standard shipping method: 2nd day Standard shipping method: Next day, AM Standard shipping method: Ground Standard shipping method: Next day, AM Standard shipping method: 2nd day Surgical Technologies Ear, Nose, and Throat Neurologic Technologies Pow ered Surgical Solutions Advanced Energy Salient and Peak Surgical 6:30 AM CST-6:00 Ph: Fax: Standard shipping method: 3 day Expedited: Next day, early AM 7:00 AM CST - 6: Standard shipping method: Ground Expedited: Next day, early AM Medtronic Navigation Medtronic Spinal Graft Technologies Spinal Graft Technologies Progenix, Osteofil, Cornerstone Navigation Tissue, Bone, Allograft 8:30 AM CST-5:30 Ph: Fax: Standard shipping method: 2 day Standard shipping method: Next day, AM Expedited: Next day, early AM Medtronic Spinal and Biologics Spinal and Biologics/Sofamor Danek Legacy, Atlantis, Infuse Mastergraft, Metrx,Vertex Screw s, Hooks, Spinal Implants 7:00 AM CST-7:00 Ph: Fax Standard shipping method: Next day, PM Medtronic Diabetes (Not EDI Capable) Minimed Insulin pumps, glucose monitoring Supplies 8:00 AM CST - Ph: Standard shipping method: 3 day 6:00 Fax: Page 7 of 7

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