The implementation process for CycleTrak is very simple.  The following summarizes the necessary steps.

IT Review and Approval

Your IT team may want to review the CycleTrak application for data and network security reasons.  If your IT team has questions, refer them to us and we will work directly with them to provide the information that they need.

If you don’t already have a CycleTrak compatible computer workstation (PC) with an attached barcode scanner in your work area, your IT team may also help you acquire and setup this equipment.

Provision Instrument Labels

Each daVinci instrument in your facility’s fleet must have a barcode-readable unique identifier associated with it so CycleTrak can track the reprocessing cycles at the instrument level.  CycleTrak accomplishes this by providing preprinted labels with a unique ID that you attach to each of your daVinci instruments.  These labels are included as part of the CycleTrak solution and need to be ordered and received before compatibility testing can occur.

Compatibility Testing

CycleTrak operates on a computer workstation (PC) that has an attached barcode scanner.  It is recommended that you perform a quick compatibility test of the computer workstation to confirm browser and network (firewall, etc) compatibility. Additionally, it is recommended that you perform a quick test to ensure your barcode scanner can accurately and reliably read the CycleTrak labels.

The computer workstation compatibility test is very easy.  Simply navigate to the CycleTrak login page.  If the login page appears, your workstation has passed the compatibility check.  If the login doesn’t appear, give us a call.

To test your scanner, follow the instructions found in section 1.7 Initial Startup Process.

Provision Users 

All CycleTrak users will be provided login credentials (email address and password) to access and use CycleTrak.  Additionally, all CycleTrak users will be assigned a role.  

A role is a type of user that defines the access to CycleTrak functions. There are three roles within CycleTrak: Admin, Technician and Manager.  The Admin role can access all functions in the Instruments and Cycles dashboard.  The Technician role can access all functions in the Cycles dashboard but has no access to the Instruments dashboard. The Manager role allows you to manage CycleTrak users, do advanced Instruments reporting, and manage the Primary contact email address.

To get your initial set of CycleTrak users provisioned, send us a list that includes the following information:

• Name (first and last)

• Email address

• Role (Manager, Admin or Technician)

Determine Data Retention Period

Your data retention period can be as little as 30 days, as long as 1460 days (4 years), or anything in between.  The default retention period is 365 days.  To learn more about data retention and archiving within CycleTrak see the article 1.6 Data Retention / Archiving.

Determine Transition Strategy

A strategy must be determined for transitioning your existing (currently in service) daVinci instruments into CycleTrak.  If you have an accurate and reliable count of reprocessing cycles on your existing instruments, they can be transitioned into CycleTrak during your “go live” process. 

If you don’t have an accurate count of reprocessing on your existing instruments, an alternate approach is to only bring new instruments into CycleTrak.  In this case, your “older” (pre-existing) instruments will transition out of your fleet as they reach the surgical-uses limit.

Train-the-Trainer Session 

After you have completed the above steps, you’re ready to schedule your training.  

CycleTrak training is delivered virtually (via Zoom) and usually takes about 60 minutes.  It is intended to provide your training team the necessary information so that they can fulfill your initial and ongoing training needs.