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For healthcare & clinics
Stock that never expires unseen, equipment you can always account for
Batch-and-expiry pharmacy stock, FEFO at dispensing, consumables topped up by consumption, and every machine on a register with a named holder — clinical operations, governed.
Sound familiar?
If any of these ring true, you are exactly who this was built for.
The disposal drum budget
Expired stock quietly eats 3–8% of drug spend — bought with real money, dispensed into a write-off.
Stockouts as clinical events
A prescribed item unavailable is a patient turned away — and nobody logs how often it happens.
The bin card and the shelf disagree
Dispensing records, stock cards, and the physical shelf tell three different stories.
Equipment repaired in a panic
The autoclave fails on procedure day; the BP machine drifts out of calibration for a year, unnoticed.
What you get with AWRA OpsHub
Each capability links to a deeper feature tour.
Batch & expiry tracking
Every receipt records batch and expiry; 30/60/90-day horizon reports keep write-offs preventable.
FEFO dispensing
First-expiry-first-out recommended at issue — rotation enforced by the system, not the shelf arrangement.
Consumables par levels
Stock is held per location, so the lab, the dressing room and the main store are separate positions you can count and top up independently. What does not exist is a par level per point with an automatic top-up suggestion — the reorder judgement is a person reading the position, which the scope section states plainly.
Consumption-driven purchasing
Batch and expiry captured at receiving, with shelf-life short-dated stock visible on the expiry horizon reports before it becomes a write-off. Reorder points are not derived from consumption velocity or supplier lead time — you set a level and the system reports against it.
Equipment registers & custody
Every machine with a named custodian, location, condition, warranty expiry and a verification trail. Service and calibration calendars are not built — the honesty note below lists every missing field.
Counts & reconciliation
Weekly cycle counts and dispensing-to-stock reconciliation — variances surface in days, not at year-end.
Signed issues to wards and departments
Supplies leaving the store for a ward, a theatre or a department can be signed for by whoever collected them, with a printed name and a timestamp on the issue record. Deliveries in can be signed at the receiving bay the same way. Not a controlled-substances register — that stays outside the system.
Running in the product now
- Batch and expiry on every receipt, with supplier and originating purchase order recorded, plus serial numbers where you need them.
- FEFO issuing — the soonest-expiring batch goes first, enforced in the query rather than asked for on a poster.
- A configurable expiry horizon report with days remaining and value at risk, plus a daily 30/60/90 alert and a workflow event per expiring batch so a task or supplier return can raise itself.
- Enforced quarantine. Expired or damaged stock moved to a hold cannot be issued or sold, and disposal writes an adjustment with quantity, reason and person — the write-off record an inspection asks for.
- Blind cycle counting with a permission gate on revealing system stock, and valued variance on close.
- Reorder points with a low-stock trigger that fires the moment the point is crossed — edge-triggered on the stock movement itself, on any path that decreases stock, plus a daily digest at 08:30 — and it can raise a procurement request automatically without raising a second one while an open request exists. Approval thresholds and supplier performance scoring alongside it.
- An asset register with named custodians, movement history, condition, warranty expiry, retirement, and documents attached to each machine.
The clinical layer — on the roadmap, and commissionable now
- Equipment service calendars — service intervals, calibration due dates, downtime logging and lead-time reminders on top of the register that already exists.
- Par levels per consumption point, so the lab, the dressing room and each consultation room top up against their own usage.
- Consumption-derived reorder points, computed from usage per month instead of maintained by hand.
- A controlled-substances register with per-transaction sign-off.
- Program and donor source flags on stock, so KEMSA and program commodities are separately accountable on the same shelf.
What we would decline, and would rather say now
- We will not become a health information system. Patient records, prescriptions and dispensing histories belong in a dedicated HIS, and for most facilities the right answer is to run one alongside us. This is not a backlog item: clinical records carry duties to the patient and to the regulator that a stores-and-procurement platform is the wrong place to hold, and a weak clinical module inside an operations system would serve nobody.
- We will not hold a patient's clinical history. We will hold what came in, what it cost, who signed for it and what is left on the shelf, and we will integrate with whatever holds the patient.
Every item in the middle column is work rather than a position, and each is commissionable now on the same terms as everything else here — a written specification, a timeline and a price, before any money moves. The evidence that this is a real offer rather than a sales line is Kenya, where the eTIMS transmission and the maintained statutory payroll engine were both built exactly this way, because clients asked for them. We will not name a date on this page, and we will name one in a quote.
We are a stock and asset system for a clinic today, and a good one — batches, FEFO, expiry alerting, enforced quarantine, cycle counts and consumption-driven buying all work now. The equipment calendar is the nearest and cheapest item on the right, since the register it needs already exists. The clinical layer at the bottom of that list is the honest exception: we would rather integrate with your HIS than pretend to replace it. Tell us which of these you need and we will scope it in writing before you commit.
How teams get started
1
Load the formulary with batches
Items, batches, and expiry dates in — the first horizon report usually pays for the project.
2
Dispense against stock
FEFO at the pharmacy window; dispensing moves stock in real time from day one.
3
Add equipment and purchasing
The register gets service dates; orders start coming from consumption data instead of habit.
Guides from our blog
Healthcare & Clinics 9 min
Clinic & Pharmacy Inventory Management in Kenya (2026 Guide)
A stockout is a clinical event and expired stock is money in the disposal drum — batch tracking, FEFO, consumables par levels, and the weekly hour that runs it all.
Read
Healthcare & Clinics 8 min
Pharmacy Expiry Management: FEFO, Horizon Reports & Supplier Returns
Expiry routinely eats 3–8% of drug spend invisibly. Where it comes from, the 30/60/90 routine, and the purchasing habits that stop it at the source.
Read
Healthcare & Clinics 8 min
Medical Equipment Maintenance: Registers, Calibration & Downtime
Broken equipment announces itself; miscalibrated equipment misdiagnoses quietly. Three maintenance tiers, calibration discipline, and the replacement horizon.
Read
Inventory Insights 13 min
Twenty-Four Hours and a Glossary
The US food traceability rule is summarised as lot codes and a 24-hour clock. The sentence nobody quotes asks for your coding systems, abbreviations and a written map from your records to the elements it names — a document about your software.
Read
Inventory Insights 12 min
A Hold That Does Not Report as One
Ten stock statuses are declared. One counts as sellable and five count as a hold. The other four are neither — so stock put into one of them cannot be sold and is reported as not being on hold, which is the worst of both descriptions.
Read
Inventory Insights 10 min
One Number for the Whole Business
Our turnover report counts consumption from the till as well as from issues, rolls balances back through the period's own movements, and works over any dates. Then it hands you one figure for the entire company and stops.
Read
Questions we are asked here
Frequently asked questions
Does this work for a chain of clinics or branches?
Yes — each facility is its own stock location with its own counts, while short-dated stock transfers between branches move medicine to where demand exists. Head office sees consumption, expiry risk, and equipment status across all sites.
Can it track government/program stock (KEMSA, donor programs) separately?
Not by a source flag today — that is on the roadmap. There is no program or donor attribute on stock, so KEMSA and program commodities sitting on the same shelf are not separately accountable in reporting as things stand. The usual workaround is a separate location or a distinct item code per source, which keeps the quantities apart but does not give you the single consumption picture you actually want. Program and donor source flags are a scoped build: tell us which programs you report on and we will price it.
Does it handle controlled substances registers?
Not as a register today; it is on the roadmap. What exists now is generic and still useful — every movement is attributed to a person with a reason, quantities are enforced, and quarantined stock cannot be issued or sold. What is not built is the controlled-substances register itself: per-transaction sign-off, the running balance a regulator asks to see, and the register view that makes an inspection a report rather than a reconstruction. Treat your statutory register as a separate obligation we do not discharge today, and talk to us if you want it built.
What about billing — cash, insurance, SHA?
Stock moves out accurately; the dispensing-to-billing link is roadmap work. Issuing reduces stock by batch under FEFO, and invoicing and payments exist on the finance side — but there is no dispensing record tied to a patient, and no reconciliation proving that everything dispensed was billed and everything billed was dispensed. That reconciliation, and the patient, prescription and dispensing records underneath it, belong to the clinical layer. Worth saying plainly: that is a health information system, and for most facilities the right answer is to run a dedicated HIS alongside us rather than ask us to become one.
See your formulary under control
Batch tracking, FEFO, the expiry horizon, and the equipment calendar — demonstrated on your own item list.