Medical supply inventory for clinic networks, with lot and expiry recorded on receipt

Bollard is configured during discovery to use the roles and documents a clinic network already has. A lead nurse raises a clinical material request, a clinical supervisor approves it and the medical director signs off anything above the supervisor's limit. Stock comes from the central pharmacy or from suppliers on a purchase order.

Each clinic's balance updates as deliveries are accepted and transfers are confirmed, so stock and spend come from the same records.

This is a configuration Safock sets up for healthcare organisations that buy and stock across sites. The platform underneath is the same one used in every sector, so the request, approval, order, receipt and match steps behave the same way.

Record them at the point of receipt, line by line, as the goods come in. In this configuration, the person receiving a delivery enters the lot number and expiry date against each line before the stock is accepted, alongside the received, accepted and rejected quantities.

Those records sit with the receipt and the audit trail. That gives your quality and pharmacy teams captured data to work from when they run their own traceability checks, such as finding which deliveries carried a given lot. Bollard records the data. Your organisation's own processes decide what to do with it.

Yes. Item lists are limited by clinical role and by clinic, so a requester only sees the items they are approved to request at their own site. A dental nurse and a day-surgery lead nurse work from different lists, even when both clinics share a central pharmacy.

Each request carries a budget code and a reason. The approval route appears before the request is submitted, so the lead nurse knows whether it stops with the clinical supervisor or goes on to the medical director.

Controlled supplies need two sign-offs before they can be ordered. The chain is agreed during discovery, and each approver sees the full request on one screen before deciding.

Rejecting a request needs a remark. Every decision, and every later change to the request, is written to an append-only audit trail with before and after values. Entries cannot be edited.

Stock moves as a transfer that is dispatched at the central pharmacy and confirmed when the clinic receives it. Both ends are on record, so the pharmacy and the clinic agree on what moved.

Each clinic has live balances with reorder points, and an alert fires when an item reaches its reorder point. A supervisor can ask the assistant what is below reorder level at a given clinic and get an answer from live data, limited to what their role may see.

Each invoice is compared with the purchase order's prices and the accepted quantities on the receipt, line by line. A price above the agreed one fails on value. A bill for a full delivery when part of it was rejected fails on quantity, because rejected stock is excluded automatically.

Payment can only be raised against a matched invoice, and the rule is enforced in the database. Checking lines automatically means finance staff only spend time on the invoices that fail.