One source of truth for every surgical case
When a case gets added on a Thursday afternoon and the covering rep doesn't find out until Monday morning, that's not a scheduling problem — it's a visibility problem. CaseTrack Pro schedules, assigns, and tracks every case with clear status workflows, smart sorting, and calendar exports so your team always knows what's next, who owns it, and where it stands — the moment it changes.
Schedule & assign in seconds
Assign reps, clinical specialists, and FSTs from one screen — with self-assignment when it makes sense.
Status workflows
Pending, scheduled, in OR, completed, cancelled — every transition is captured and auditable.
Smart day-of sorting
Cases sort by scheduled time on the day of surgery — the first case of the morning is always at the top, no manual reordering.
Calendar export
Timezone-aware ICS downloads and private iCal subscription URLs for Outlook, Google, and Apple.
Create the case
Pick the facility, physician, procedure, and scheduled time — or, on Basic, Pro, and Enterprise, import in bulk from a CSV.
Assign coverage
Route to the right rep, clinical specialist, and FST — or let them self-assign from the open list.
Track to completion
Watch the status change in real time, capture procedure details, and close the loop.
Frequently Asked Questions
- How does CaseTrack Pro handle case scheduling for medical device sales teams?
- CaseTrack Pro gives reps, clinical specialists, and managers a shared calendar where cases are created, assigned, and tracked in real time. Each case records the hospital, surgeon, procedure, scheduled time, and coverage status, while supported changes appear in the in-app notification center.
- Can clinical specialists self-assign to cases in CaseTrack Pro?
- Yes. Clinical specialists can self-assign to open cases directly from the dashboard, and managers can also assign coverage on their behalf. The assignment is reflected immediately on the case record and on every team member's view, eliminating the back-and-forth text chains that typically precede a procedure.
- Does CaseTrack Pro sync cases with my Outlook or Google Calendar?
- Yes. CaseTrack Pro supports both one-click ICS downloads for individual cases and a private iCal subscription URL that keeps your external calendar automatically up to date. Scheduled times are rendered in your local timezone, so there is no manual time-zone math when cases span multiple hospital systems.
- How does CaseTrack Pro track case coverage and reduce no-coverage risk?
- Every case appears in the configured workflow — Pipeline, Pre-Auth, Scheduled, Completed, or Canceled by default — and the dashboard surfaces assignment and coverage details. Live updates keep connected team members current when a specialist is assigned or a case changes.
- Can I customize the case statuses shown in CaseTrack Pro?
- Yes. Admins can enable, disable, and rename case statuses per company from the admin panel — no code change required. This lets your team use the exact language your workflow already uses, and the customized statuses propagate across dashboards, filters, and the Kanban board automatically.
- What happens to case data when a sales rep leaves the company?
- Case records are scoped to the company, not the individual user, so all historical case data is retained when a rep is deactivated. Managers retain full visibility into the departing rep's cases and can reassign open coverage to another team member without losing any case history.