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This document outlines the essential procedures for ordering, billing, and shipping at OrthoPro. It details how to request products, including tray requests and replacement orders, with clear instructions for emailing and faxing orders. Additionally, it explains the importance of providing full facility names, completing necessary forms, and handling shipping fees. Essential for reps and facilities, it ensures all requests are documented to maintain efficiency and proper communications. Follow these guidelines to ensure your orders are processed swiftly and accurately.
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Ordering, Forms, Shipping, Purchase Orders, & Issues Billing Procedures/Requests/Issues Overview
Requesting Trays, Additional Product, Etc. • Please email all requests to rq@orthoprollc.com • You can also send a Text message to that email address and it will come through fine. • Even if you call in please make sure to email your request (this way we have a paper trail, correct shipping location, & several people in the office are notified to ensure your request is handled ASAP)
Ordering/Sending in Replacement Orders • Email orders to billing@orthoprollc.com OR • Fax orders to 801-746-1057 (Now an eFAX system so they will always come through! No need to re-fax anything) • Orders must be received by 3:00 P.M. MST to insure the order goes out the same day it is received.
Order Forms • Please print clearly • Make sure every line is filled out • Bill and ship to addresses must be filled out every time • Never use acronyms for facility names • Full facility name must be present on order • Orders from reps need to be on an OrthoPro order form • PLEASE SEE SAMPLE ORDER FORM ON THE NEXT SLIDE
Facility Setup Sheet • All new facilities that have not done business with OrthoPro need to complete the facility setup sheet which is located on the rep website. • This can be completed by the rep or facility and needs to be turned in either prior to or included with their first order • Orders cannot be processed with a new facility until OrthoPro their completed sheet • PLEASE SEE SAMPLE ON THE NEXT SLIDE
Orders Sent In Without PO Numbers • The order will be sent out the same day though the PO number isn’t present on the order • The rep will not receive commissions on the order until the PO number is received and entered by OrthoPro
Submitting PO Numbers for OrdersPreviously Sent in • Once the rep has received the PO number from the facility, He or She needs to email the PO number to OrthoPro at billing@orthoprollc.com. (NEVER REFAX PAPER WORK JUST TO GIVE ORTHOPRO THE MISSING PO NUMBER) OR • Please visit the Rep Website and complete the Submit POs Form under the Billing/Facility Compliance Section. • Please provide OrthoPro with the following information when submitting a missing PO number • The facility name. • Dr. Name • Date of Surgery • Patient name • Order Total
Shipping Procedures • Shipping fee’s must be present on every order. • If the facility will not pay shipping fee’s then the order must state that the facility will not pay them • If the facility will pay shipping fee’s, then the order must state that why the shipping fee that has been charged is at a discounted rate. • shipping fee’s need to be charged per how the replacements, or trays are shipped. (Three day $35.00, Second day $45.00, Over night $55.00) • Kit fee’s may be charged by the rep once shipping fee’s have been charged the order. • If the rep has charged shipping in the right amount to the order then He or She may charge a kit fee.
Product Removal/Failure Report Form • Any time there is a product removal and/or failure of an implant or instrument, OrthoPro must make and keep of record of it. • To make this easy for Reps to submit this information quickly and effectively to OrthoPro please follow the steps below. • Visit the rep website page Product Removal/Failure Formunder the Forms section of the website. • Complete as much of the requested information as you can and click submit. This information will be sent to OrthoPro for processing.
