The article contains sections: 
Accounting for the shelf life of leftovers
Automatic debit of consumables at the reception
Displaying consumables in reception
The module will be useful if:
- Do you want to simplify the accounting of all medications received and written off
- You need to track the movement of drugs inside the clinic and assign those responsible.
- Do you want to keep records of supplies and see analytics
Connecting the module
To enable the module«Склад», go to «Модули», «Стандартные», «Склад», click «Подробнее», and then - «Подключить».
To configure the module, press «Настроить».
Setting up access rights
After the module is connected«Склад», you need to configure access rights for users.
Log in as a system administrator in the third step,
open user editing, at the bottom of the item «Настроить права доступа».
In the window that opens, check the box next «Склад»to it and click «Сохранить».
After setting up the rights, the section «Склад»will appear in the menu on the left.
Setting up the nomenclature
- To add drugs to the Nomenclature, «Главная»click on the button in the section at step 1«Добавить».
- In the window that opens, fill in the name of the drug. It is searched for in a Single reference book, the Catalog of Medicines (ESCLP), but you can add your own drug.
3. When the drug is used as a consumable, to specify the dosage for it, select the automatic write-off rule: «Списывать при указании услуги»or «Списывать при приёме».
3.1. If a rule is selected«Списывать при указании услуги», then you must specify the dosage, as well as link the services for which the consumables will be charged (for example, 2 gloves and 1 sheet for the gynecologist's appointment).
After adding services, the number of doses can be adjusted.
3.2. If a rule is selected«Списывать при приёме», it is necessary to specify the dose to be charged for an appointment, then the consumables will be charged at each appointment, regardless of the services (for example, shoe covers).
3.3. You can set up a critical balance for the drug in order to understand when it is necessary to place an order.
You can see which drugs have reached the critical balance in the section «Остатки»by using the slider«Достигнут критический остаток».
After saving«Номенклатура», the configured medications will be displayed in the section.
If the drugs in the warehouse need to be grouped by any attribute, add your own groups of drugs. To do this«Номенклатура», click on the button in the section «Группа», then «Добавить». Further, the group for the drug can be specified when it is added to the nomenclature or edited.
If you need to edit a group, the number of doses in a package, or the services linked to a drug, click on the drug name in the section«Номенклатура».
To delete a drug, you must remove the services from the debit rules settings, as well as write off (delete) the remnants of this drug.
Setting up Cabinets
If you keep medications in different rooms and want to keep track of them in the same way, then click on the button«Добавить». If you are working with one warehouse, then click on «Не нужны кабинеты», if necessary, cabinets can be added later in the same way in the section«Главная».
If the module «Кабинеты»was not enabled earlier, it will automatically turn on, you will need to set up the office schedule and add doctors who make appointments in it. If you add an office, but do not link doctors to it, the consumables will not be deducted from the office automatically.
If you are already working with the module, the list of classrooms will immediately be pulled up, and the main one will display the number of classrooms and the ability to add them.
The added offices are displayed in the section «Кабинеты»with linked doctors. If there is a missing schedule or doctors have not been added, «МедЛок»it will show.
Adding leftovers
1. To add the remaining drugs, go to the section «Главная»and click «Добавить»(or click on the section «Остатки»at the top).
2. Select an office, if you use offices other than the main warehouse, enter the name of the drug in the line, click on the desired one - it will appear in the list below. For the convenience of tracking the arrival of balances, specify the invoice number.
You can specify all the drugs in this warehouse at once, and then enter the number of packages, the expiration date of the remainder, and the purchase price. The number of packages can be specified not only as an integer, but also as a fractional number, rounding to hundredths is available.
If there are two packages of the same drug/material, but with different expiration dates, it is necessary to add the drug in separate lines, indicating the appropriate dates. After entering the data, click «Добавить».
Please note that you will not be able to edit the balance that has already been added.
When the module setup is completed, the Home screen displays:
- the number of drugs (materials) in the nomenclature;
- number of offices (or a single main warehouse);
- the number of expired leftovers.
Accounting for the shelf life of leftovers
If «МедЛоке»two identical drugs with different expiration dates are used, the older drug will be written off first, then the more recent one.
In addition, the program suggests that the expiration date of a particular drug will expire soon - 14 calendar days before the expiration date«Главная», a red mark and the number of such residues will be displayed in the section«Остатки», and the date in the column «Годен до»will be highlighted in red.
If the expiration date has already expired, but the consumables are still available in one of the warehouses, automatic write-off of this consumables will not work.
The clinic staff must write off the expired drug manually, indicating the appropriate reason for the write-off.
Actions with leftovers
Write-downs
To debit the balances, open the section«Остатки», click on the required items, and then «Списать».
Specify the reason for the charge and the number of packages or doses to be charged. You can select all the remnants of the drug, then the drug/ material will be completely written off from the warehouse / cabinet, but the data about it will be displayed with a zero value. You will not be able to deduct the remaining balances in the negative with a manual debit.
Moving
To move the drug (material) from a warehouse (cabinet) to another warehouse (cabinet), open the section«Остатки», click on the required items, and then «Переместить».
Specify which warehouse (cabinet) the drug needs to be moved to, as well as the required amount of the drug in packages. It is not possible to select drugs from different warehouses at the same time, and it will also not be possible to move drugs from a warehouse in one branch to a warehouse in another branch.
Removal
You can remove the remainder only if the number of its packages is less than or equal to 0.
Automatic debit of consumables at the reception
When making an appointment, consumables will be automatically debited if services have been added to the reception, the debit settings for which are entered in the section«Номенклатура».
If the required number of consumables is the same as the rest in the warehouse, then the remainder will be with zero quantity.
If the required number of consumables is more than the rest in the warehouse, then the remainder will go into negative territory.
If the necessary consumables are not in stock (even zero or negative ones), then the write-off does not occur.
Displaying consumables in reception
In the patient's appointment, there is a section with a display of consumables linked to a specific service.
If there are no services available yet, the system will tell you about it. You can add services from the section «Расходники»by clicking on «+ Добавить». By default, the consumables specified in the general warehouse with the rule will be added to the receipt«Расходник на весь приём».
If you need to adjust the number of doses of the drug, change the warehouse/debit cabinet, or delete the consumables, click on the pencil.
To add a consumable in the reception, click on «+Расходник». You can add a consumable according to the nomenclature among the drugs that are listed as consumables in the general warehouse settings.
If there are not enough consumables in the selected warehouse, the system will tell you about it in the notification.:
- If the leftovers were not added to any warehouse
You need to go to the warehouse settings and add the drug to the leftovers.
- If the leftovers were not added to this warehouse, but they are in another warehouse.
In editing the consumables, select another cabinet/warehouse where the consumables are available.
- If there are leftovers in the current warehouse, but they are not enough.
Reports
Information about drug transactions is contained in «Сводка»the report of the report group«Склад», and detailed information about drug write-offs is in the report«Подробный по списаниям».
Frequently Asked Questions
- What should I do if the drug is not written off or is written off incorrectly when taking it?
The drug may not be written off or written off incorrectly for several reasons:
- Check if all the steps for setting up consumables in the module «Склад»have been completed: consumables have been configured, offices have been added (and the offices have a work schedule and doctors have been added), and balances have been added.
- If you don't use the offices, check if you have the button «Не нужны кабинеты»on the first page of the Warehouse clicked.
The Medlock will notify you about all possible errors in the section «Расходники»in the window«Информация о приёме». We described possible notifications above in this article.