Inventory & Procedure Kits

Manage your clinic's stock of medicines and supplies, set low-stock alerts, and automatically deduct stock using Procedure Kits and Prescriptions.

What is the Inventory module?

The Inventory module helps clinics keep track of physical stock: lab materials, consumables, medicines, and other items. It supports manual stock adjustments (receiving, consuming) as well as Clinical Usage, where the system automatically deducts stock when dentists log procedures on the dentogram or prescribe medicines.

Who can use this?

Accessing Inventory

Web App / Mobile App: Navigate to Workspace → Inventory. This page acts as a ledger, showing your Key Performance Indicators (active items, items with low stock), a table of all items, and options to record movements.

Managing Stock (Manual)

Adding an Item

1. Open Inventory.
2. Click/Tap Add Item.
3. Fill in the details:
   • Name & Category: (e.g., Composite Resin, Amalgam).
   • Unit: (e.g., Box, Syringe).
   • Quantity on Hand: The current stock.
   • Reorder Threshold: When stock falls to or below this number, the system triggers a low-stock alert.
4. Save the item.

Recording Stock Adjustments

Whenever stock comes in or goes out manually, you record an adjustment:

1. In the Stock list, find your item.
2. Under the ACTIONS column, click the box icon with a plus (Add/Adjust Stock).
3. Choose whether to add or consume stock, enter the quantity and any notes, then Save.
4. You can click the clock icon in the actions column to view the full history of movements for that item.

Clinical Usage (Auto-Deducting Stock)

To save time, Cliops can automatically update stock during regular clinical workflows.

1. Procedure Kits

Admins can link specific inventory items to procedures. When a dentist logs that procedure on the dentogram, the system automatically deducts the linked items.

1. Admin Setup: In settings, map a procedureType to specific inventory items and quantities. (This is called a Procedure Kit).
2. Clinical Workflow: When a dentist logs the procedure for a patient, the system performs a "best-effort" consume.
3. Important: Logging a finding on a tooth does not change stock. Only procedures deduct stock.

2. Linked Medicines

When an inventory item is linked to a Medicine (via medicineId or matching name), prescribing it automatically deducts stock.

• When a prescription line is added, the system deducts 1 unit of stock.
• If the prescription line is deleted, the deduction is reversed automatically.

3. Materials Used

During an appointment, anyone (Admin, Dentist, Receptionist) can explicitly log materials used.

• Inside the Appointment, select Materials Used.
• Pick the inventory item and the quantity. This immediately deducts the stock.
• If you make a mistake, you can delete the entry to reverse the deduction.

Low-Stock Alerts

When an item's quantity reaches or drops below its Reorder Threshold, the system fires an inventory_low_stock notification.

• Dentists and Receptionists will see a low-stock badge and receive an in-app notification in their notification bell.
• Admins will also see these alerts on the dashboard.

What's Next?

• Expense Tracker: Track your clinic's financial outflows and supply purchases.
• Appointments & Diagnosis: See how to log procedures that link to your Procedure Kits.

Last updated: August 2026 · Cliops v1.0 · MVP