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Inventory Overview in Invent Medical: Stock Tracking, Alerts & Supply Management

The Inventory module is designed to ensure your clinic never runs out of essential medical supplies or pharmaceuticals. By providing real-time visibility into your stock levels, this module helps you automate reordering processes and maintain an efficient supply chain.

1. Inventory Overview​

This module acts as the digital warehouse for your clinic. It tracks every item from arrival at the clinic to its final usage during a patient encounter. It is built to minimize waste, prevent stockouts, and provide a clear audit trail for all medical and administrative supplies.

2. Key Features​

  • Real-Time Stock Tracking: Automatically deducts supplies from inventory as they are consumed during patient encounters.
  • Low-Stock Alerts: Customizable thresholds trigger automated notifications when items need to be restocked.
  • Batch & Expiry Management: Track specific batch numbers and expiration dates to ensure compliance and patient safety.
  • Supplier Management: Store vendor contact details and purchase histories to streamline the reordering process.
  • Centralized Reporting: Detailed analytics on consumption patterns to help optimize purchasing budgets.

3. Typical Workflow​

  1. Stock Entry: New supplies are registered into the system upon receipt, with batch numbers and expiry dates recorded.
  2. Consumption: When a clinician uses an item (e.g., a bandage or a specific drug) during a patient encounter, the system updates the inventory count.
  3. Monitoring: Administrators monitor the Inventory Dashboard for items approaching the low-stock threshold.
  4. Reordering: Purchase orders are generated through the system and sent to preferred vendors.

4. Screens & Navigation​

  • Inventory Index: The master list of all current stock, sorted by category and location within the clinic.
  • Stock Movement Log: A historical feed of every item added, removed, or expired within the system.
  • Alert Center: A dedicated view for items that are out of stock or nearing their expiration date.

5. Step-by-Step Usage Guide​

  1. Add New Stock: Click "Add Item" in the inventory dashboard, input the quantity, batch number, and expiration date.
  2. Assign Usage: Link specific inventory items to "Procedure Templates" so that the system automatically debits stock when a procedure is completed.
  3. Generate Purchase Order: Navigate to the "Suppliers" tab, select items that need restocking, and click "Generate PO."
  4. Update Stock: Manually adjust stock counts during periodic physical audits to ensure the system matches the actual warehouse count.

6. Best Practices​

  • Perform Regular Audits: Conduct a physical count of your inventory monthly to reconcile any discrepancies with the digital system.
  • Set Conservative Thresholds: Set your low-stock alerts high enough to account for shipping lead times from your vendors.
  • Prioritize Expiry: Use the "First-Expired, First-Out" (FEFO) method to ensure you use older stock before newer arrivals.

7. Frequently Asked Questions​

  • Can I track inventory across multiple locations? Yes, the system supports multi-site inventory tracking if your clinic has several branches.
  • Can I link inventory to billing? Yes, the cost of supplies can be automatically added to the patient invoice based on the items consumed.

8. Troubleshooting​

  • Stock count is negative? This usually indicates that consumption was logged before the initial stock was registered; verify your entry history.
  • Alerts not triggering? Verify that the "Low-Stock" threshold value has been correctly configured for that specific item in the settings.