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Every scan and blood test uses physical supplies: X-Ray film, ultrasound gel, contrast dye, IV cannulas, gloves, gauze, and protective equipment. The system tracks these items and automatically deducts them from stock each time a scan procedure is submitted. This gives the centre manager an accurate view of how much stock remains at any time. Who does this: Radiology Technician (Nursing User), Healthcare Administrator

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Consumables Used at the Centre

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Imaging Consumables

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Protective Equipment (PPE)

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Infection Control

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Blood Test Supplies

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How Automatic Stock Deduction Works

Each Clinical Procedure Template (CT Scan, MRI Scan, Ultrasound, X-Ray) has a list of consumables pre-configured. When a Clinical Procedure record is submitted (status set to Completed and saved), the system:
  1. Reads the consumables table on the procedure record
  2. Deducts the specified quantity from the stock warehouse
  3. Creates a stock ledger entry
This means the stock balance updates automatically as scans are completed. No separate stock entry is needed for routine procedure consumables.
Clinical Procedure record showing the consumables used table with item names and quantities that will be deducted on submission

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Checking Current Stock Levels

Go to BAS (the base application) and navigate to Stock > Stock Balance or use the Stock Ledger report. Filter by:
  • Item Group: Healthcare Consumables (or the group your items are in)
  • Warehouse: The centre’s main store
This shows the current quantity of each item on hand.
Stock Balance report showing current quantity on hand for each consumable item

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Receiving New Stock (Purchase)

When supplies arrive from the supplier:
  1. Go to BAS > Buying > Purchase Receipt and click New.
  2. Select the supplier.
  3. Add each item received with its quantity and rate.
  4. Click Submit. The stock balance increases.
Alternatively, use a Stock Entry (Material Receipt) if stock is being received without a purchase order.

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Adjusting Stock (Stock Reconciliation)

When a physical count reveals that the actual stock differs from the system stock (items expired, damaged, or miscounted):
  1. Go to BAS > Stock > Stock Reconciliation and click New.
  2. Select the warehouse and the item.
  3. Enter the actual quantity on hand.
  4. Submit. The system adjusts the balance to match.

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Setting Reorder Levels

To be notified when a consumable is running low:
  1. Open the item record in BAS > Stock > Item.
  2. Set the Reorder Level (e.g., 50 units for X-Ray Film) and Reorder Quantity (e.g., 200 units).
  3. When stock falls below the reorder level, the system raises a Material Request automatically.

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Adjusting Consumables for a Specific Scan

If a particular scan required more consumables than the standard template quantity (for example, a CT scan that required two vials of contrast instead of one because of the patient’s size), update the consumables table on the Clinical Procedure record before submitting.
  1. Open the Clinical Procedure record.
  2. Find the Consumables Used table.
  3. Edit the quantity for the relevant item.
  4. Submit. The adjusted quantity is deducted from stock.

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Best Practices

  • Review the Stock Balance report at the start of every week. Do not wait for a consumable to run out before reordering - X-Ray film and contrast dye have longer delivery lead times.
  • Keep the Lead Apron as a tracked item even though it is not consumed per use. Track it as a fixed asset and record when it is due for replacement (lead aprons degrade over time and must be checked for cracks).
  • For contrast dye, record the batch number in the clinical notes of the procedure. This allows traceability if a patient later reports an adverse reaction.
  • Never edit the consumables table to zero out quantities in order to skip the stock deduction. Accurate stock tracking depends on honest quantity entries.
  • When consumables are received near expiry (short shelf life), record the expiry date using batch tracking so the system can flag them when due.