Ohio November 04, 2026 IntelliLogic, the AI operating system for medical device distribution, has released loaner tray management software that tracks every manufacturer loaner tray from the day it arrives to the day it is confirmed returned. The release adds a Loaners tab with due dates and due-status filters, a confirmation step that will not let a tray be marked returned while it is still on a surgical case without a charge sheet, and a Returned tab that records the date, the person and the shipping label for every tray sent back.
Loaner trays are sets of implants and instruments a manufacturer lends a distributor for a case or a period, with a date by which they must be returned. Consigned trays are the distributor’s own stock placed at a hospital or surgery center. Both sit outside the warehouse, and both are where tray counts have traditionally broken down.

What the release does

In the Trays module of IntelliLogic’s loaner tray management software, every tray carries a type, a template, a completion percentage against that template, a status and a current location. A tray set to type Loaner appears on the Loaners tab until it is marked returned, and the tab can be filtered by due-from and due-to dates, by due status, and by SKU, name or location.
Marking a tray returned opens a confirmation dialog that records the returned date, an optional note such as a courier tracking number, and an optional shipping label as a photo or PDF of up to 10 MB, which can also be added later. Before the return is accepted, the dialog checks whether the tray is still assigned to a scheduled case. If it is, it names the case, the procedure and the facility, states that no charge sheet exists yet, and asks the user to create the charge sheet, even a blank one if nothing was used, or remove the tray from the case before marking it returned.

The Returned tab lists each returned tray with its name, return date, the person who returned it and whether a shipping label is on file, with date-range and text filters and an export to Excel. Trays that were marked returned before the release but are still in use are flagged for confirmation so the history stays accurate. Each tray record keeps a loan activity log alongside its deliveries, so the full lifecycle from receipt to return is in one place.

Why it matters

A loaner tray returned late or returned incomplete is a charge from the manufacturer and a case that may not be covered. A tray returned before its charge sheet was written is revenue that is never billed. The release addresses both by tying the return to the case record: the tray cannot leave the system until the case that used it has been accounted for.

Part of one platform

Loaner and consigned tray management sits inside IntelliLogic’s medical inventory management software, which tracks trays with build sheets, loose bins by shelf, trunk stock in vehicles and consignment at every facility, with lot and expiration captured at the point of use. It shares one record with case management, digital chargesheets and manufacturer management, so closing a case, charging it and returning the tray are steps in one workflow rather than three systems. The platform is HIPAA-ready with a Business Associate Agreement available, and runs on the web and in native iOS and Android apps.

The release is available to all IntelliLogic customers. New customers can start a 14-day free trial of the full platform with no credit card required, with details at the IntelliLogic website.

About IntelliLogic

IntelliLogic is the AI operating system for medical device distribution, built for distributors, device sales organizations and manufacturers in the United States. Its fifteen integrated modules cover surgical case management, inventory and tray management, digital chargesheets, commissions, scheduling, facility and manufacturer management, expenses, compliance, training, reporting and a role-scoped AI assistant. IntelliLogic was founded by Karrie Short after more than a decade in medical device distribution operations.

Media contact

Karrie Short, Founder, IntelliLogic Email: [email protected] Website: https://www.intellilogic.ai/