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This guide walks through the full process of tracking medication inventory — from initial setup to recording doses during a patient visit, all the way through to checkout where stock is automatically deducted.
This guide brings together several features that are documented individually: Medications, Stock Management, and Checkout. Read those pages for full details on each area.

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What You Need Before You Start

Before medication inventory tracking works, three things must be in place:
  1. A stock item representing the physical supply (e.g., “Semaglutide 2.4mg/mL Pen”)
  2. At least one shipment for that stock at your location — this is what gives the stock its actual quantity
  3. A link between the stock item and the medication, with the amount of stock used each time the medication is administered
Without all three, doses can still be recorded, but nothing will be deducted from inventory.

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Step 1: Create the Stock Item

1

Open the Stockroom

Go to Inventory in the left sidebar, then click the Stockroom tab.
2

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).
3

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.
4

Save

Click Save. You now have a stock item, but it has zero quantity until you add a shipment.
See Managing Your Stock for the full guide on creating and managing stock items.

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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.
1

Open the Stock Item

Click the stock item you just created to open its detail panel, then go to the Shipments tab.
2

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
3

Save

The stock item now shows available quantity at that location.
You can also add shipments by scanning barcodes. Click Take Delivery on the Stockroom page and use your camera to scan product barcodes.
1

Open Medications

Go to Settings > Medications.
2

Create or Edit a Medication

Click Add New Medication to create one, or click an existing medication to edit it.
3

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.
4

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
Set the drawdown ratio as a sentence: “X [stock unit] of [stock] contains Y [item unit] of [medication]”. For example, “1 vial of Semaglutide 2.4mg/mL Pen contains 2.4 mg of Semaglutide”. The line underneath shows how much stock each sale will deduct.Turn on Multiply by dose amount for medications drawn from a multi-dose container (vials, pens, bottles). With this switch on, the drawdown scales by the dose amount entered when the medication is administered — so a 0.5 mg dose from a 2.4 mg pen deducts about 21% of one pen, not a whole one. Leave it off for medications where each administration uses one fixed unit (a single ampoule, a single tablet).
5

Save

Click Create Medication or Update Medication. The medication is now linked to stock and ready for inventory tracking.
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.
See Medications for the full guide on medication setup, templates, and permissions.

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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.

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Add a Dose Manually

This is the most common method. You can add a dose from the patient’s chart or from a note.
1

Open the Add Dose Form

Click the Add Dose button on the patient’s chart or in the Medications section of a note.
2

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
If the medication has template defaults configured, several of these fields are pre-filled automatically.
3

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.
4

Save

Click Save. The dose appears on the patient’s chart and in the note’s medication list.
When you edit an existing dose, the Lot/Shipment field keeps the saved lot selected. If that lot matches an available shipment for the same medication and unit at your location, it appears with the shipment list. If no shipments are available, the list shows previous lot numbers instead, and you can still choose Add new lot number for a lot that is not in inventory.

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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.

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Step 5: Check Out the Patient

When the patient is ready to pay, the doses you recorded flow into checkout automatically.
1

Open Checkout

Go to Billing > Check Out and select the patient.
2

Select the Location

Choose the clinic location. This determines which inventory is available.
3

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.
4

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
If there isn’t enough stock, you’ll see a warning. The system still lets you proceed — it deducts whatever is available and logs the shortfall.
5

Complete the Charge

Choose a payment method and complete the transaction. When the charge is created, inventory is automatically deducted from the selected shipments (or the oldest available shipments if you didn’t pick specific ones).

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How Inventory Gets Deducted

There are two points where inventory can be deducted: A dose is only deducted once. If inventory was already drawn at dose creation, checking the patient out for the same dose will not deduct it again. Every deduction is logged in the stock item’s Activity tab, so you always have a full audit trail of what was used, when, and by whom.

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Quick Reference

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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