How Pivot Smartflow Works

Pivot Onboard

Inventory On-boarding Service

To start with Pivot Smartflow, the first step is digitising existing inventory. Using Pivot Onboard, you can standardise instrument nomenclature and correct any mismatches of instruments with checklists.

The Pivot Onboard service includes:

Inventory Verification: Here, we do a thorough audit of your inventory. This critical task highlights discrepancies and matches data with physical inventory of instruments.

Creation of photo libraries and instrument master lists: Pivot Smartflow creates extensive master lists and photo libraries that can then be accessed by staff to understand and develop an appreciation for the instruments, their maintenance and daily flow.

Passivation Process: This is a critical maintenance process that removes free irons, increases corrosion resistance, and ensures biocompatibility of stainless steel instruments.

Single-use Device Tracking

One Use. Zero Risk. Total Traceability.

Our SUD module integrates seamlessly into your surgical workflow, ensuring that every disposable asset is tracked from the inventory shelf to the patient’s bedside. By digitizing the consumption of single-use devices, we eliminate the guesswork in high-turnover inventory management.

Patient-Link Mapping: Automatically map every consumed SUD to the specific patient record. In the event of a manufacturer recall, you can identify impacted patients in seconds, not hours.

Intelligent Reuse Policy Guard: Our system hard-codes your hospital’s specific safety protocols. If a device has a validated reuse limit, the system tracks every cycle and triggers a Hard-Stop Alert once the maximum use is reached.

Uncompromised Safety: By digitizing your clinical protocols, we ensure that expired or over-used devices never reach the sterile field. Your safety standards are no longer just a policy—they are a programmed reality.

Workflow Digitisation

Digitize, automate, and optimize healthcare workflows with Pivot SmartFlow.

Digitize. Trace. Comply. Improve.

Transform manual, paper-based processes into streamlined digital workflows that provide real-time visibility, complete traceability, and enhanced accountability across CSSD & User departments operations. By automating critical activities, PSF reduces operational delays, minimizes documentation errors, strengthens compliance, improves infection control practices, and delivers actionable insights through centralized dashboards and reports. The result is improved efficiency, better resource utilization, audit readiness, and enhanced patient safety across their ecosystem.

Inventory Management

Managing Every Instrument, Every Lifecyle.

Maintain Inventory is an intelligent inventory management solution that delivers complete visibility, control, and accuracy for healthcare and sterile processing environments. Designed for hospitals, CSSD departments, and surgical units, it enables seamless tracking of instruments, consumables, and surgical sets throughout their entire lifecycle.

With real-time stock monitoring, automated alerts, and data-driven insights, it minimizes manual errors, prevents stock-outs and overstocking, and improves operational efficiency. It also provides precise instrument and set counts vendor-wise, tracks purchase details, and monitors instrument usage life against maximum lifecycle limits — ensuring better compliance, cost control, and asset optimization.

Pivot Set-Store

Online Real Time access to surgical instrument inventory at a glance

The Set store is your virtual store room at a glance! It shows you the stock of usable sets, sets that need to be reprocessed, expired items , sets that have arrived from CSSD, etc. This enables you to easily schedule and plan surgeries.

Here our barcoded inventory labels allow fast counts, automatic verification and efficient & error-free tracking.

Sterilisation Management

The key to infection control

Sterilisation Data is the key to infection control and must be captured comprehensively. Pivot Smartflow allows CSSD to document sterilisation cycle data down to individual loads. By integrating the Pivot Smartflow Software with your steriliser, you can automate regulatory record keeping and data archival. This information not just makes you compliant but also enables fast action in the event of a recall.

Empower your CSSD manager with the ability to track utilisation of autoclaves, scrutinise batch-loads, manage batch rejections and much more, for safer and more streamlined daily processes.

Surgical Whiteboard

Streamlining Counts, Strengthening Safety

Surgical Whiteboard is your virtual white board that keeps pre and post counts of instruments and consumables and helps you speedily reconcile all counts at the end of each procedure. Accurate instrument counts dramatically improve OR turnaround and minimise risk of Retained Surgical Items, thus protecting the patient and the hospital from adverse incidents.

What’s more, you create instant consumption record of sets, consumables used on each patient – not just for billing but also better traceability. Over time, data on consumption helps you with resource planning and accurate costing.

MIS Reports

Pivot SmartFlow delivers powerful and comprehensive MIS reporting designed to give management complete operational transparency and actionable insights. The system converts daily transactional data into structured, meaningful reports that support monitoring, compliance, and strategic decision-making.

Our MIS reports include:

With real-time data access, exportable formats, and audit-ready documentation, Pivot SmartFlow ensures regulatory compliance, enhances accountability, improves cost control, and enables performance monitoring across CSSD, OT, and hospital departments.

Repair Management

Optimise the repair and reuse-ability of your instruments

For your expensive and valuable instruments to have long and qualitative work life cycles, it is imperative that they are maintained meticulously, and any required repairs are quickly addressed.

With Pivot Smartflow, repair management becomes smooth and efficient. If an instrument gets “Damaged”, Pivot Smartflow triggers an incident workflow that will ensure that the instrument is removed from use forthwith. Staff can then create repair tickets, review frequency of break-downs and evaluate quality of repair jobs.

Incident Reporting

Transparent and fool-proof reporting of incidents

Human errors can sometimes lead to unwanted incidents. It is important to maintain a system of accountability that leads to swift correction when incidents occur.

Reporting of incidents becomes simplified and instant with Pivot Smartflow. A sense of discipline and transparency is marked in every occurrence of misplaced / damaged instruments or mismatched set packs.

Users across departments can report on incidents and respond to incidents seamlessly and in a timely manner.