What is the Case ID and where do I find it?
The Case ID is a unique identifier used to link your Helia case submission to the correct patient encounter or procedure record at the facility. It helps both the facility team and your supplier's corporate team quickly locate and match a case during the review and approval process.
Why the Case ID matters
The Case ID acts as the common reference point between the rep's submission in Helia and the patient record on the facility's side. Without it — or with an incorrect one — the facility team may not be able to match your case, which can delay approval or result in a rejection.
What does a Case ID look like?
Case ID formats vary by facility. Common examples include:
E Number
CSN Number
Account Number
Visit or Encounter Number
Not sure which format your facility uses? Check with the facility's materials management or supply chain team before submitting. Using the wrong format can cause a mismatch during case review.
Where to find the Case ID
The Case ID is typically found on one of the following:
The preference card or case sheet provided to you before or after surgery
The patient label or wristband (in some facilities)
The facility's scheduling or perioperative system printout
By asking the scrub tech, circulator, or materials management contact at the facility
Entering the Case ID in Helia
When submitting a case in the Helia Connect app:
Open the case submission form
Locate the Case ID field
Enter the identifier exactly as it appears on the facility's documentation — including any letters, dashes, or leading zeros
Complete the rest of the submission as normal
Important: Enter the Case ID exactly as provided. Even small differences (extra spaces, missing zeros, incorrect format) can prevent the facility team from matching your case.
If you're unsure or the field is unclear
If you don't have a Case ID yet: Confirm with the facility before submitting. Do not leave this field blank if it is required.
If you submitted with the wrong Case ID: Submit a ticket by clicking the chat icon in the bottom right corner with the DO# and the correct Case ID so the support team can assist.
Still need help? Click the chat icon in the bottom right corner to submit a ticket.