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Inventory, supplies and purchasing for clinics

For every supply item used in the clinic, the lot, expiry date and the procedure it was used in are on record. Stock is drawn down by procedure kit, a request opens when a minimum level is reached, and lot and date are entered at goods receipt. Surprises from expired products and missing supplies become rarer.

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A nurse scanning a box with a handheld scanner in an orderly supply room with bins

How stock renews itself from procedure to goods receipt

Procedure kits are defined, and when a procedure is completed its supplies are drawn from stock. A kit is an estimate, so the quantity actually used can be corrected afterwards and every correction is tracked with user and reason; the stock count reflects the real shelf. When stock reaches the minimum level a request is raised, an order follows approval, and lot and expiry date are recorded at goods receipt. A nearing expiry date or a recall alert runs on a separate branch.

Stock07End

Goods receipt

The delivered quantity, lot and expiry date are entered; stock updates and the price is added to history.

  • The process is complete here.
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All steps

  1. 01 Procedure kit (Clinic) The defined consumable kit for the completed procedure comes preselected (e.g. a filling procedure).
  2. 02 Automatic consumption (Stock) Kit products are deducted from stock; if a lot is approaching expiry, an alert is raised.
  3. 03 Actual-quantity correction (Clinic) If the quantity actually used differs, the nurse corrects it; the correction is tracked with user and reason.
  4. 04 Minimum-stock check (Stock) If the quantity fell below the minimum level, a request suggestion appears with the estimated depletion date.
  5. 05 Purchase request (Purchasing) The request waits for approval under the defined approval rule.
  6. 06 Order (Purchasing) The approved request becomes an order to the supplier; the latest price is suggested from history.
  7. 07 Goods receipt (Stock) The delivered quantity, lot and expiry date are entered; stock updates and the price is added to history.

Alternative path from 02 Automatic consumption; it returns to the main flow at 05 Purchase request.

  1. 02a Expiry approaching or recall (Stock) The lot is flagged with an alert; the procedures and patients it was used on are listed.
  2. 02b Follow-up task (Clinic) A task opens for the affected usage; an authorized user reviews the record and the patient is contacted if needed.
  3. 02c Reorder (Purchasing) A request opens to replace the lot that will expire or be returned; the flow rejoins the main path.

07 Goods receipt

Lots, warehouses and external lab work run on the same record

  • Lot, serial and expiry date

    Every product is identified by barcode, and lot, serial number and expiry date are recorded on entry. Unit conversion (box, piece, ml) is defined. Counts, corrections, wastage and returns are kept with reason and user; a lot nearing its date is flagged.

  • Multiple warehouses and transfers

    Quantity is kept by organization, branch and warehouse. A transfer between warehouses appears as a record in both the sending and the receiving warehouse. Transfers between branches are handled with the Clinic plan for multi-branch clinics.

  • External laboratory work

    When a dental prosthesis or similar production job is sent to an external laboratory, the dispatch date, status, delivery and cost are tracked. The job is tied to the patient and the treatment plan.

Implants and traceable supplies: which lot was used on which patient

An implant, graft or similar traceable supply is linked to the patient's record at the moment it is used: product, lot and serial number, procedure, date and the person who used it. When a manufacturer announces a recall, which lot was used in which procedures comes out of a single query.

One record
Usage is the same record in the patient file and in the stock movement.
Recalls
On a recall or expiry alert the affected procedures are listed and a follow-up task is opened.
Serial number
The serial number stays with the product on the record; which patient it was used on is visible.
Corrections
A record correction is made by an authorized user and tracked.
A nurse transferring the lot label from a sterile implant package onto a patient record card
A storekeeper checking delivered boxes against a delivery note at the goods-receipt shelf

From counting to purchasing, every step sits in the same chain of records

The stock lead counts, the nurse enters the supply correction, the manager approves the request, purchasing prepares the order, and the warehouse receives the goods. Every step answers who did it, when and how much; when a stock difference appears, finding the cause means reading the record, not guessing.

  • Product, SKU, barcode and category definition
  • Unit conversion and lot, serial and expiry date
  • Quantity by organization, branch and warehouse
  • Counts, corrections, wastage, returns and transfers
  • Minimum stock, estimated depletion, expiry and recall alerts
  • Automatic consumption by procedure kit, with correction of the real quantity
  • Reservation for appointments and procedures, insufficient-stock alert
  • Link to implants and traceable supplies used on a patient
  • Supplier, purchase request, approval, order and goods receipt; price history
  • External laboratory work: dispatch, status, delivery and cost

Lite includes basic supply tracking, Pro adds lot, serial, expiry date, purchasing and procedure kits, and Clinic adds multiple warehouses and transfers between branches.

Frequently asked questions

See all questions
Does stock go down automatically when a procedure is done?

If a procedure kit is defined, its supplies are drawn from stock when the procedure is completed. If the quantity actually used differs, a nurse or authorized user corrects it and the correction is tracked.

How do I notice a product nearing its expiry date?

The system flags a lot nearing its date. With an automation rule, a task or message can also be sent to the right person.

What happens when a product is recalled?

The recalled lot is flagged, and the procedures and patients it was used on are listed. A task is opened for follow-up.

Can I track products without a barcode?

Yes. A product is defined with your own code; scanning a barcode is a convenience, not a requirement.

How does purchase approval work?

A request waits for approval from the right person under the defined approval rule. An approved request becomes an order; at goods receipt the delivered quantity, lot and expiry date are entered and added to the price history.

Is purchase price history kept?

Yes. The price entered at goods receipt is added to the price history by supplier and product, and the latest price is visible when a new order is prepared.

Is insufficient stock noticed at booking time?

Supplies can be reserved for an appointment or procedure, and an alert appears when stock is insufficient. A missing item is noticed in advance, not when the patient arrives.

Is inventory the same in every plan?

Lite includes basic supply tracking; lot, serial, expiry date, purchasing and procedure kits come with Pro, and multiple warehouses and transfers between branches with Clinic. The integrity of traceability records is protected in every plan.

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