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Every time a nurse performs a wound dressing at a patient’s home, they use supplies: gloves, gauze pads, betadine solution, bandages, tape, and a disposal bag. The system tracks these supplies automatically when a clinical procedure is submitted. This means you always know how much stock you have left, and you can see exactly which supplies are being used most.

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What Supplies Are in the System

The following medical supplies and medicines are already set up as stock items:

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Medical Consumables

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Medicines Used as Consumables

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Equipment

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General Supplies

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How Stock Is Consumed Automatically

When a nurse completes and submits a clinical procedure (such as “Wound Dressing (Home Visit)”), the system automatically deducts the listed consumables from the stock balance. This happens because the procedure template has:
  • Consume Stock set to ON
  • A Warehouse selected (the storage location the supplies come from)
  • A list of Consumable Items with standard quantities
After the procedure is submitted, you can check the stock balance and see that quantities have gone down.

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Checking Your Current Stock

To see how much of each item you have in stock:
  1. From the main Bizaxl menu, go to Stock workspace
  2. Go to Reports → Stock Balance
  3. Filter by Warehouse to see what is in your supplies storage
Or use the Stock Ledger report to see every transaction (each time something was received into stock or consumed in a procedure).

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What Happens When Stock Gets Low

The system does not automatically reorder stock, but you can set minimum stock levels that trigger a warning. To set up a reorder level for an item:
  1. Open the Item record (e.g., “Sterile Gauze Pads - HC-003”)
  2. Go to the Reorder Levels section
  3. Enter the minimum quantity (e.g., if you want an alert when gauze pads drop below 50, enter 50)
  4. The system will flag this item in the Material Request report when stock falls below the level
When stock is low, the administrator:
  1. Creates a Material Request (an internal request to reorder the item)
  2. Converts it to a Purchase Order (a formal order sent to the supplier)
  3. When supplies arrive, creates a Purchase Receipt to receive them into stock

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Adjusting the Quantities Used in a Procedure

Sometimes a nurse uses more or fewer supplies than the procedure template assumes. For example, a large wound may need 4 gauze pads instead of the standard 2. Before submitting the clinical procedure:
  1. Open the Consumable Items section
  2. Change the quantity for the relevant item
  3. Submit as normal
The adjusted quantity will be deducted from stock.

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Adding New Supplies to the System

To add a new supply item:
  1. Go to the Stock workspace → Item → New
  2. Fill in:
  1. Save the item.
  2. Add it to the relevant Clinical Procedure Template’s consumable list.

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Item Groups

Medical supplies in the system are organised into these groups:

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Best Practices

  • Count your physical stock once a week and compare it to the system balance - discrepancies may mean someone forgot to submit a procedure record (so stock was not automatically deducted) or supplies were used for something that was not recorded
  • Set reorder levels for your most critical items (gauze pads, betadine, gloves) so you are never caught without them
  • Keep an emergency stock kit with a small quantity of each essential supply outside the system - this is for genuine emergencies where there is no time to check the system
  • When adding new supplies, always update the clinical procedure templates to include them - if a new supply is used in wound care but not added to the consumable list, it will never be tracked or deducted from stock