Manage products in the Product Catalog

how-to ⏱ 6 min read Clinician Admin Updated 2026-07-08

Add new products to your organization's master catalog and understand the column data displayed for existing products.

Before you start

You must have the vendor_coordinator or admin role to add or edit products.
Confirm the product's HCPCS code with your billing team before saving, as it drives claim generation downstream.
For biologics and matrix products, have the manufacturer's lot format on hand — the form enforces it.

Products and Vendors tabs

The Product Catalog has two tabs: Products (the SKU catalog described below) and Vendors (the inventory vendors you buy from, with their categories). Switch between them at the top of the catalog.

Product Catalog columns

From the Inventory Management hub, select Product Catalog and stay on the Products tab to open the catalog table.

The Product Catalog table showing columns NAME, BRAND, SKU, LOT SUFFIX, CATEGORY, TYPE, HCPCS, and STATUS with sample product rows.

Product Catalog table. Use the search bar above the table to filter by any column value.

Column	Description
NAME	The full commercial product name as it appears on the manufacturer label.
BRAND	The manufacturer or brand that markets the product.
SKU	Stock Keeping Unit — your organization's internal identifier for this product. Must be unique within your facility.
LOT SUFFIX	The suffix pattern appended to manufacturer lot numbers for this product (used during receiving to validate lot strings).
CATEGORY	The inventory category: `Amniotic / Advance Treatment`, `Biologics / Matrix`, `Conservative Care Products`, `PRP`, or `Ultrasonic Mist (UM)`. Determines which receiving tile accepts this product.
TYPE	A subcategory within the category (for conservative care this includes items like Foam Dressing, Collagen Matrix, Compression Stocking, and supply types such as Surgical Instrument, PPE, and General Supply). PRP and UM do not have sub-types.
HCPCS	The Healthcare Common Procedure Coding System code billed when this product is applied. Required for biologics and amniotic products.
STATUS	`Active` — available for ordering and use. `Inactive` — hidden from clinician views and the receiving workflow but retained for historical records.

Add a product

The Add Product modal showing a Category dropdown as the first required selection.

Add Product modal. Category must be selected before the category-specific form fields appear.

Open the Add Product modal. From the Product Catalog table, click Add Product in the upper-right corner. The modal opens with a single Category dropdown.
Select a category. Choose one of Amniotic / Advance Treatment, Biologics / Matrix, Conservative Care Products, PRP, or Ultrasonic Mist (UM). The form expands to show the fields required for that category.

Add Product form — fields vary by category. Biologics require a valid HCPCS code and a manufacturer lot format.
Complete the required fields. At minimum, provide: - Name — commercial product name. - Brand — manufacturer name. - SKU — your organization's internal code (no spaces). - LOT Suffix — the suffix pattern printed on the manufacturer's lot label (e.g., A1, RF). - Type — select from the available subcategory options for the chosen category. - HCPCS — required for Amniotic / Advance Treatment and Biologics / Matrix; optional for Conservative Care Products. - Status — set to Active to make the product immediately available, or Inactive to hold it for future use.
Save the product. Click Save. The new product appears in the Product Catalog table with Active or Inactive status.

To load many products or inventory records at once, use the bulk upload flow rather than adding items one by one. Bulk upload accepts a free-form spreadsheet and does not require a purchase order.

Result

The product is now part of your organization's master catalog. If you set status to Active, it is immediately available in the appropriate receiving workflow (the category tile) and will appear in the Visit Wizard product selector when a clinician chooses a graft or supply item.

Changing a product's HCPCS code after units have been received affects future claims only. Previously received units retain the HCPCS that was active at the time of receiving. Coordinate with your billing team before editing HCPCS on an in-use product.

To retire a product that is no longer ordered, set its STATUS to Inactive rather than deleting it. Inactive products are preserved for historical reporting and audit trails.

Troubleshooting

Symptom	Likely cause	What to do
Save button remains disabled	A required field is empty or contains an invalid value	Scroll through the form; required fields are marked with a red asterisk
Duplicate SKU error on save	Another product in the catalog already uses that SKU	Use a unique suffix to differentiate (e.g., append the size)
HCPCS field not visible	`Conservative Care Products` category selected	HCPCS is optional for that category; scroll to the optional fields section

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