This guide brings together several features that are documented individually: Medications, Stock Management, and Checkout. Read those pages for full details on each area.
What You Need Before You Start
Before medication inventory tracking works, three things must be in place:- A stock item representing the physical supply (e.g., “Semaglutide 2.4mg/mL Pen”)
- At least one shipment for that stock at your location — this is what gives the stock its actual quantity
- A link between the stock item and the medication, with the amount of stock used each time the medication is administered
Step 1: Create the Stock Item
Add a New Stock Item
Click Add Stock and choose Create Manually (or use the AI option to upload a photo of a purchase order or invoice).
Fill in the Details
Enter the stock item name, unit of measurement, and optionally a category and minimum stock level. The minimum level triggers low-stock alerts so you know when to reorder.
Step 2: Add a Shipment
A shipment represents a specific delivery of product to one of your locations. It carries the actual quantity, lot number, expiry date, and cost.Open the Stock Item
Click the stock item you just created to open its detail panel, then go to the Shipments tab.
Add a Shipment
Click Add Shipment. Enter:
- Supplier — who you ordered from
- Location — which clinic location received it
- Quantity — how many units arrived
- Cost — what you paid (for profit tracking)
- Lot Number and Expiry Date — for compliance and rotation
Step 3: Create the Medication and Link It to Stock
Create or Edit a Medication
Click Add New Medication to create one, or click an existing medication to edit it.
Fill in Core Information
Enter the medication name, unit, and price. Optionally set up template defaults (amount, quantity, frequency, administration location) so dose forms are pre-filled for your providers.
Link Inventory
Scroll to the Inventory section of the medication editor. You have two options:
- Link existing stock — search for the stock item you created and select it
- Create new stock — create a stock item directly from here if you haven’t already
You can also link stock from the other direction. Open a stock item in the Stockroom, go to the Linked Items tab, and connect it to a medication from there.
Step 4: Record a Dose
During a patient visit, a dose is recorded to document that a medication was administered. There are two ways to create a dose record.Add a Dose Manually
This is the most common method. You can add a dose from the patient’s chart or from a note.Open the Add Dose Form
Click the Add Dose button on the patient’s chart or in the Medications section of a note.
Fill in Dose Details
The form includes:
- Medication — search and select the medication
- Amount — how much was given (e.g., 0.5)
- Unit — the unit of measurement
- Quantity — number of units administered
- Frequency — how often (e.g., “Weekly”)
- Administration Location — where on the body (for injectables)
- Lot/Shipment — select which shipment to draw from (for injectables)
- Side Effects, Date, and Comments — optional fields
Select a Shipment (Optional but Recommended)
For injectable medications, a shipment picker appears showing available shipments at this location with their remaining quantities. Selecting a shipment here deducts inventory immediately when you save the dose.If you skip this step, the dose is still recorded, but inventory is not deducted until checkout.
Add a Dose Through a Scribe Note
When using the AI Scribe to document a visit, the note’s Medications section has an Add Dose button. Clicking it opens the same dose form described above. The dose is linked to the note so it appears in the “Doses for this Note” group.About annotations: Drawing medication annotations on images (circles, arrows, syringe lines) is a way to visually document where injections were placed. Annotations do not create dose records on their own. You still need to use the Add Dose form to create the actual dose and trigger inventory tracking.
Step 5: Check Out the Patient
When the patient is ready to pay, the doses you recorded flow into checkout automatically.Review Today's Items
The Today’s Items section automatically lists all doses recorded today for this patient, along with any services from their appointments. Each item shows its name, price, quantity, and the provider who administered it.Click Add next to each item to include it in the charge.
Review Inventory
For each medication added to the charge that has linked stock, an inventory section appears showing:
- The stock item name and how many units are needed
- Available quantity at the selected location
- A shipment picker if you want to choose a specific lot
How Inventory Gets Deducted
There are two points where inventory can be deducted:| When | What happens |
|---|---|
| At dose creation | If the provider selects a shipment in the Add Dose form, that stock is deducted immediately. This is common for injectables where lot tracking matters. |
| At checkout | When the charge is completed, stock is deducted for each item in the charge that has linked inventory. The system uses the shipments selected during checkout, or draws from the oldest available shipments automatically. |
Quick Reference
| Task | Where to do it |
|---|---|
| Create a stock item | Inventory > Stockroom > Add Stock |
| Add a shipment (receive product) | Stock item detail > Shipments tab, or Take Delivery button |
| Link stock to a medication | Medication editor > Inventory section, or Stock detail > Linked Items tab |
| Set dosing template defaults | Medication editor > Template Settings |
| Record a dose | Patient chart or note > Add Dose |
| Check out with inventory | Billing > Check Out > review Today’s Items > complete charge |
| View inventory activity | Stock item detail > Activity tab |
| Check low stock | Inventory > Stockroom — look for Low, Critical, or Out of Stock badges |
Permissions
These permissions (configured in Settings > Users & Roles) control access to different parts of this workflow:- Inventory Read — view the Stockroom, stock levels, and medication inventory
- Inventory Write — create and manage stock items, add shipments, link stock to medications
- Sign Off Medications — formally approve dose records. Providers with this permission have their doses automatically signed off on creation
- Change Dose Provider — allows changing the administering provider on a dose after it’s been created