A Guide to
eCommerce Transactions
With Medtronic
T he follow i ng i nf o rmat i on w i l l p ro vi de su pp o rt fo r p laci ng
Medtroni c orde rs t hrou gh el ectroni c c hannels . A s ou r
cu s t omer, you r exp eri enc e i s o f utmo st i mp ortance t o u s.
Contact us:
1-800-459-5016
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
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 [email protected] or
1-800-459-5016
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 TechnologiesThe 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, V181749014. Lot numbers may vary.
Example
Billing product number EM2030 with lot number of 288729, and product number EM2025 with lot number of 872349 is demonstrated below.
Line # Product # Quantity Price
1 EM2030 1 $xxx.xx
SN:288729 BILL ONLY PT:DOE,JOHN
2 EM2025 1 $xxx.xx
SN:872349 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
1 7219D 1 $xxx.xx
SN:LAT82732 BILL ONLY PT:DOE,JOHN 2 6936110 1 $xxx.xx SN:VXD87492 BILL ONLY PT:DOE,JOHN 3 5164283 1 $xxx.xx
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:
e-mail address
name and phone number or name and facility switchboard phone numberAlso, 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:
1-800-459-5016
or email
Customer Service Support
eCommerce orders that require manual handling will be processed during the hours listed below. Confirmations will appear beginning half hour past the start of the day. Orders received one-half 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.
Medtronic EDI Vendor Medtronic Division Hours of
Operation Contact Information Default Shipping
Ph: 800-848-9300, #1
Fax: 800-647-6745 Standard shipping method: Ground Ph: 888-843-8301 Expedited: Next day, AM
Fax: 877-359-6423
Ph: 800-848-9300, #2 Standard shipping method: 2nd day Fax: 800-930-9361 Expedited: Next day, AM
Standard shipping method: Next day, AM Ph: 800-848-9300, #4 Expedited: Next day, AM
Fax: 800-826-0790 Standard shipping method: Ground
Expedited: Next day, AM
Standard shipping method: Next day, AM Ph: 800-848-9300, #3 Expedited: Next day, AM
Fax: 800-838-3103 Standard shipping method: 2nd day
Expedited: Next day, AM
Ph: 800-874-5797 Standard shipping method: 3 day Fax: 800-678-3995 Expedited: Next day, early AM
7:00 AM CST - 6:00 866-777-9400 Standard shipping method: Ground PM CST 866-222-0900 Expedited: Next day, early AM
Ph: 877-242-9504 Standard shipping method: 2 day Fax: 720-890-3182 Expedited: Next day, AM
Standard shipping method: Next day, AM
Expedited: Next day, early AM
Ph: 800-933-2635
Fax 800-468-9705 Standard shipping method: Next day, PM
Expedited: Next day, AM
8:00 AM CST - Ph: 800-646-4633 Standard shipping method: 3 day Gastro-intestinal products
Medtronic USA
Advanced Energy Salient and Peak Surgical
7:00 AM CST-7:00 PM CST Spinal and Biologics/Sofamor Danek Neurologic Technologies
Ear, Nose, and Throat
Navigation
Screw s, Hooks, Spinal Implants
6:30 AM CST-6:00 PM CST
7:00 AM CST-7:00 PM CST Cardiac Rhythm Disease
Management (CRDM) Neuromodulation CardioVascular - Cardiac Surgery CardioVascular - Vascular Surgical Technologies
Endovascular, AAA, Talent, Endurant Open Heart surgery
8:30 AM CST-5:30 PM CST Medtronic Spinal Graft
Technologies Spinal Graft Technologies
Progenix, Osteofil, Cornerstone
Tissue, Bone, Allograft Medtronic Navigation
Medtronic Diabetes (Not
Product Families
Pacemakers Defibrillators
Pain pumps Stimulators
Insulin pumps,
Pow ered Surgical Solutions CryoCath
Medtronic Spinal and Biologics
Legacy, Atlantis, Infuse
Mastergraft, Metrx,Vertex Valves, Bands, Rings