Electronic Stock Catalogue Management Systems in Hospitals and Clinics

Stock Catalogue Management Systems

Stock catalogue management in hospitals and clinics is a crucial aspect to ensure the availability and proper use of medications. To support efficiency and accuracy in stock catalogue management, Ksatria eHospital and eClinic have provided an appropriate information system to meet the needs of health facilities. In this article, we will explain the stock catalogue management information system in hospitals and clinics, focusing on convenience, accuracy, and optimal efficiency, with the following advanced features:

1. Stock Catalogue:

This system enables structured and organized management of inventory stock data in health facilities. Information about medicines and other items can be easily managed, including disposables, stationery, and other goods. Users can also enter details such as stock name, code, description, category, and units.

2. Stock Labelling:

This feature allows for the labelling of medicines based on specific criteria or types, such as therapy groups, vaccine types, or usage types. Users can also provide composition and ingredients of each medicine. This helps the pharmacy department in selecting appropriate medications according to patient needs and ensures the quality and safety of medication use. Restricted use medicines, such as narcotics and psychotropics, can also be tagged so that they can only be dispensed under the supervision of the pharmacist or pharmacy department head.

3. Determining Medication Usage:

In this system, the process of determining the method and unit of medication consumption can be accelerated. Weight and volume of every medicine can also be defined. Users can easily establish rules and the proper dosage unit for each usage based on established guidelines and protocols.

4. Catalogue Approval and Deactivation:

This feature allows authorized personnel in the hospital to review, approve, or reject stock items before including them in the stock catalogue. With the approval mechanism in place, hospitals and clinics can ensure compliance with established policies, formularies, and medication usage guidelines. Items that will no longer be used due to discontinuation or withdrawal from the market can be deactivated, so they will be excluded from future transactions.

5. Data Export and Import:

This system provides users with the convenience of inputting or modifying stock catalogue data using standardized templates, thus expediting the implementation process and data updates. Additionally, the data export and import features allow users to synchronize data for higher efficiency.

6. Integration with Other Modules:

This stock catalogue management information system can be integrated with other aspects in the health facility, such as pharmacy, finance, or inventory and stock management information systems. This integration enables fast and accurate data exchange between these systems, allowing for consolidated and efficient catalogue management.

  • Pharmacy

Medicines that have been approved and activated in Catalogue can be used in prescriptions and inpatient medications. With the medicine weight and composition information, system can help calculate the required amount of each item when users dispense compound medications.

  • Inventory

The Catalogue module allows users to define in which warehouses the stock item is going to be maintained, the aisle or shelf where it is going to be stored, and the minimum and maximum amount of the goods. Once the items are available in the warehouse, they can be used for transactions, or transferred between warehouses.

  • Purchasing

With the minimum amount of each item defined in Catalogue, users can determine which items need to be repurchased. Users can also manage the suppliers who carry the items, including the price reference for each unit of purchase.

  • Journals

To produce accounting reports, inventory transactions should be recorded as journals. To do so, each Catalogue item needs to be mapped with the sales, inventory, and expense accounts. Every transaction, including prescription and inpatient medications dispensing or stock usage, will automatically generate a journal. These journals can be exported into an Excel spreadsheet that can subsequently be imported to a finance application to be processed further.

  • Analytics

The Catalogue items can be exported into an Excel file to be analysed further. Also, the transactions related to pharmacy, purchasing, and inventory movements can be generated into reports that will be useful for daily operations, as well as for performance monitoring. 

With the stock catalogue management information system provided by Ksatria eHospital and eClinic, health institutions can optimize the management of stock items with convenience, accuracy, and optimal efficiency. From structured stock data management to stock labelling, rapid determination of medication usage, catalogue approval and deactivation processes, the ease of data export and import, and the integration with other modules, Ksatria’s Catalogue feature offers the best solution to ensure the availability of appropriate medications, efficient resource utilization, and optimal patient safety in hospitals and clinics

To learn more about Ksatria eHospital and eClinic, we offer free product demo sessions. Please select a demo schedule that suits your availability by visiting this page. If you have further questions about our features, please contact our WhatsApp number at +62-821-4520-5712 or send us an email at sales@ksatria.com. 

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