Surgeon Preference Card Annual Audit

Annual audit template for comparing surgeon preference cards against actual case usage, supply pulls, and documented discrepancies to identify outdated items, waste, and standardization opportunities.

Audit Scope and Card Identification

• Surgeon name and service line match the audited preference card
  Record the surgeon, specialty, and preference card identifier being audited.
• Audit period covers a full 12-month review cycle
  Confirm the audit period includes a complete annual cycle.
• Current preference card version is documented
  Capture the current card version, revision date, or last update reference.
• Cases included in the audit sample are identified
  Enter the number of cases reviewed for this surgeon preference card.
• Reference source for case data and supply pulls is documented
  Identify the system, report, or log used to compare actual usage against the card.

Card Accuracy vs Actual Case Usage

• Listed instruments and supplies match actual case usage
  Verify the preference card reflects items actually used in the reviewed cases.
• Items on the card that were not used are identified
  Confirm unused items were reviewed for potential removal or conditional use.
• Frequently used items missing from the card are identified
  Confirm omissions were captured for card revision.
• Supply pull quantities align with documented case needs
  Compare pulled quantities to actual utilization and note variances.
• No obsolete, expired, or discontinued items remain on the card
  Verify the card does not reference items no longer stocked or approved.

Discrepancy Review and Standardization Opportunities

• All discrepancies between card, case record, and supply pulls are documented
  Capture each discrepancy with item name, case reference, and variance type.
• Discrepancies are categorized by type
  Select all applicable discrepancy categories.
• Waste or overpull trends are identified
  Review whether the card contributes to excess supply pulls or avoidable waste.
• Standardization opportunities are documented
  Note opportunities to align similar cards, reduce variation, or simplify setup.
• High-impact discrepancies are escalated for review
  Confirm significant variances were escalated to perioperative leadership, materials management, or the surgeon as appropriate.

Revision Approval and Follow-Up

• Recommended preference card changes are listed
  Document specific additions, removals, quantity changes, or note updates needed.
• Responsible owner for card revision is assigned
  Identify the person or role responsible for updating the preference card.
• Target completion date for revision is documented
  Record the due date for completing the card update and communicating changes.
• Follow-up validation plan is defined
  Confirm there is a plan to verify the updated card after implementation.
• Audit findings reviewed and approved
  Inspector or reviewer signs to confirm the audit findings and follow-up actions.