Did you know 10% of hospital supplies are wasted every year due to poor inventory management? For a medical facility that’s a lost revenue, inefficient care and potentially life threatening treatment delays. Medical inventory management is more than just tracking items. It’s about having the right supplies when you need them, minimizing waste and patient safety.




Stock Control Made Easy

Managing stock in a busy clinic can be a nightmare. Our software lets you focus on care while never running out of stock.

Track stock from any department.

Set low stock levels.

Manage multiple locations’ stock.

Auto update stock after use.


Reduce Waste and Save Money

Cut down on expired or wasted medical products! With built-in tools you can optimise usage and save.

Track medication expiry dates.

Delete expired items from stock.

Monitor purchase history to avoid over-ordering.

Auto reorder for essential items.





Inventory Transfers Between Locations

Our program allows transfers between different locations in your clinic or hospital so no location ever runs out.

Transfer stock in real-time between locations.

Record transferred items.

All departments work seamlessly.

Approve transfer requests with one click.



Inventory into Patient Care

Link your stock to patient care and billing so your medical activities are fully supported by your inventory.

Add used stock to patient records.

Auto deduct stock after use.

Bill inventory costs.

Create recipes for treatments with stock items.





Top Medical Inventory Management Features

Multi-location Stocks

Barcodes

Expiry Date and Serial No

Low Stocks

Purchases

Bill of Materials





Introduction: Why Medical Inventory Management Matters

Our software has a full medical inventory management system for modern clinics and hospitals. It ties inventory control to other critical parts of patient care from pharmacy to billing and more. Let’s get into the features and how they make inventory management easier.

Stocks Management: Barcodes, Expiry Dates, and Serial Numbers

One of the biggest challenges of medical inventory management is tracking stock. Our system has a barcode scanning feature so staff can quickly identify and update stock using barcodes. With this you can add items into the system by scanning them directly into fields such as invoices, receipts or bills of materials.

  • Barcodes: Print and scan barcodes for all stock items. You can even customise barcode templates which are printed as MS Word files.
  • Expiry Dates: The system allows you to track expiry dates of items like medications. Stock near expiry is flagged so you don’t waste.
  • Serial Numbers: You can assign serial numbers to individual items or lots. These are tracked from purchase to delivery so you have complete traceability.

This way our inventory system helps you keep accurate records and get information about the medical supplies on hand.

Multi-Location Stock Control

If your medical facility has multiple locations, inventory control can be even more complicated. But with our software it’s manageable. The program supports multi-location inventory management so you can track stock at each location and make informed decisions about transfers and restocking.

  • Location specific Inventory: Track stock levels for each site independently.
  • Stock Transfer: Move stock between locations based on current stock levels.
  • Centralised Reporting: View inventory across all locations from one dashboard.
  • Location based Pricing: Set pricing for different locations so you have more control over stock management.

Having this level of visibility means no location will run out of critical supplies and it makes restocking easier for administrators.

Stocks Reconciliation and Stock Removal Documents

Over time discrepancies can occur between actual stock and what’s in the system due to human error or supplier shortages. To fix this our program has a stock reconciliation feature. This ensures what’s in the system matches real world stock counts.

  • Reconcile Stock: Adjust stock levels to match real world counts.
  • Track Expiry Dates: Remove and document expired stock.
  • Inventory Removal Documents: Use this to formally remove stock from the system usually for expired or damaged goods.
  • Transparency: Keep records of stock changes for auditing purposes.

With regular reconciliations you’ll have a clean and accurate inventory and reduce the risk of overstocking or running out of critical items.

Transfers Between Locations

In larger medical networks supplies need to be moved from one location to another. Whether it’s transferring medications or medical equipment our system makes these transfers easy to manage.

  • Initiate Transfers: Start transfer requests between locations.
  • Track Movements: Keep a record of all transfers so you can account for everything.
  • Approval Process: Set up an approval process so only necessary transfers happen.
  • Inventory Sync: Stock levels at both sending and receiving locations are updated in real-time.

Transferring stock means all locations are well stocked and your medical operations run more efficiently.

Bills of Materials

For procedures that require specific sets of supplies our program has a “Bills of Materials” feature. This allows you to bundle multiple inventory items into one procedure or treatment plan.

  • Procedure Kits: Create pre-defined kits for common procedures so all necessary items are included.
  • Automatic Stock Deduction: As procedures are performed the corresponding stock is automatically deducted from inventory.
  • Cost Allocation: Allocate costs to the relevant departments or procedures so your billing process is smoother.
  • Resource Planning: Knowing what materials are required for each procedure helps with procurement planning.

This is useful for surgeries or treatments that require multiple specific items, saves time for medical staff and reduces the risk of missing items during patient care.

EMR Integration

One of the powerful features of our inventory management system is the integration with electronic medical records (EMR). This links inventory data to patient treatments.

  • Track Inventory Usage: Track what supplies are used per patient and adjust inventory in real-time.
  • Connect to Medical Records: Link stock usage to patient records so you have a full treatment history.
  • Billing Accuracy: Ensure all supplies used during patient care are billed.
  • Transparency: All stock movements can be tracked back to the patient’s treatment so you have full accountability.

This integration makes your inventory system part of patient care not just an administrative task.

Laboratory Integration

Laboratories require unique inventory management systems because of the specialized items they use. Our software has laboratory integration to manage lab specific supplies like reagents, slides and equipment.

  • Link to Test Orders: Automatically track inventory based on lab tests ordered.
  • Stock Levels: Set alerts for low levels of lab essentials.
  • Resource Allocation: Ensure stock is available for high demand tests or procedures.
  • Consumables: Record and manage consumable supplies used in testing.

This means your lab operations will not be interrupted and resources are allocated properly.

Imaging Integration

For departments that use medical imaging (like radiology) our software integrates inventory management with imaging requests and results.

  • Imaging Supplies: Manage stock of imaging related supplies like contrast agents and film.
  • Inventory to Cases: Link specific inventory items to individual imaging cases so you have accurate record keeping.
  • Expiry Dates: Track expiry dates for time critical items used in imaging procedures.
  • No Downtime: Ensure critical supplies are available so imaging services are not delayed.

This integration keeps your imaging department running smoothly and gives you a clear view of inventory usage.

Pharmacy Integration

Our pharmacy module is designed to work with your inventory system so medications are dispensed and tracked from procurement to patient administration.

  • Stock to Billing: Automatically adjust stock when medications are dispensed and billed.
  • Pharmacy Specific Reports: Set low stock and expiry reporting for pharmaceuticals.
  • Inventory for Scripts: Ensure all prescribed medications are in stock before dispensing to patients.
  • Accountability: Record every medication movement from purchase to patient.

This link between pharmacy and inventory management means medications are always available when patients need them.

Billing and Purchases Integration

Inventory management is also connected to billing and purchasing. So the whole workflow from ordering stock to billing patients for treatment or service.

  • Auto Billing: Link inventory usage to billing so all items used in treatment are billed correctly.
  • Purchase Tracking: Track stock levels from the moment items are purchased and added to the system.
  • Overstocking: Set reorder points so you only buy what you need.
  • Supplier Invoices: Link supplier invoices to inventory so stock levels update when items are delivered.

This makes financial management easy and helps you track costs and stock.

Reports: Keep an Eye on Your Inventory

Reports are an essential part of any inventory management system. Our software has a range of reports to help you track stock and make informed decisions.

  • Stock Reports: See total stock, what’s on hand and what’s been used.
  • Low Stock Reports: Get reports when stock is low so you can reorder on time.
  • Expired Items Reports: Track expired items and remove from inventory.
  • Purchase History Reports: See all purchase history to help with budgeting.

These reports give you real time visibility into your inventory.


By using our medical inventory system you get control of stock, reduce waste and have supplies available when needed. From barcode tracking and expiry dates to pharmacy and billing integration this is the tool that lets medical professionals focus on patient care and not inventory.



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Trusted by hundreds of healthcare professionals


We needed a software compatible with EDI Healthlink EReferrals in NZ, to send and receive referrals and letters. We liked Vertikal Systems' medical and billing software for its easy to use interface.

Vertikal did integrate the EReferrals system and provided customizations specific to our practice. We're using the system since 2015, and we highly recommend it.

Terry Brown Director / Senior Sonographer

Highly customizable tool with an accommodative and helpful support team. Lots of support from the technical team .Gives you a comprehensive image of your activity ,not only from the medical aspect but also from financial and administrative aspect.

Easy to use, easy for staff to learn, provide everything that a multiple room clinic need, even works also on a small hospital .Nice graphics ,user friendly ,organized and exact .

Dr. Voicu SimedreaOwner

We have been using Patient Manager medical software by Vertikal Systems since 2009, it was our choice after comparing and considering many other competing products.

We found the program to be robust on the network as it did not utilize or require large amounts of system resources for processing of data, easy to install, with a very short learning curve enabling mastery of the program in a very quick time frame.

George Vanderpool CEO HealthCare Barbados
Barbados
www.healthcarebarbados.com

I have been using the PMA for about 3 years now. I have been very happy with the software and technical support offered.

Dr. Poyap James RooneyMBBS, PG Dip AVM

Frequently Asked Questions

Yes, purchasing Patient Manager or Hospital Manager is a safe deal for you.

If you're not 100% satisfied using our system, you have available 30 days to request a refund.

guarantee-moneyback

The software is delivered as a Windows application. The typicall deployment is on premisse, however it can be configured to work over the internet.

In any scenario, the database will be hosted safely on your computers or on internet servers you own and control

The architecture is client-server, meaning that the installed software will connect to a database, either locally or on a server.

Our products are sold as subscription service, so you’ll be subscribing to license activations rather than owning the software outright.

This means you’ll pay a monthly or yearly fee per computer \ user \ terminal, and our company will be responsible with technical support, software maintenance and development of updates.

The software is a business software which manages critical business information, like patient records, billing records and so on. As a business owner, you do not want down times or interruptions in the workflow of your company. As part of the subscription you will be supplied with technical support, maintenance updates, feature updates and customizations.

All software updates are included for free, as part of your subscription.

As part of your subscription you will receive unlimited email support, and limited live support - depending on your plan and volume.

Live support which exceeds your included support, is paid. Also, software customizations per your requirements, are delivered as a paid service.

If the live support needed does not exceed the support included in your plan, there are no extra charges.

Yes, the software is using industry standard database systems, like MySQL and SQLServer. The scaling is only limited by the hardware and network infrastructure.

The system allows the import of patients lists, items, initial stocks, initial balances and so on, from CSV\Excel files. These formats can be typicaly exported from your old system.

For special migrations, we will provide them as a paid service. Kindly contact us at support@vertikalsystems.com for further discussions.

You can purchase online with credit card (Visa, MasterCard/Eurocard, American Express, JCB and Diners Club), PayPal. Online payments will be processed safely and securely through MyCommerce platform, a leading e-commerce provider

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For other payment methods, like bank\wire transfers, kindly contact sales@vertikalsystems.com.

To start, first request a quote from the links below:
- for solo users or clinics - Quote Request for Patient Manager
- for large clinics or hospitals - Quote Request for Hospital Manager

We perform and deliver customizations on a case to case basis, depending on how they fit with the program's design. Contact us at support@vertikalsystems.com for further discussions.

After 30 days, the provided trial license will expire, and to continue using the system you will need to purchase a full license.

We hope that after the first month of trial you will know if the our system is a good fit for you. Should you have any further questions, contact support for assistance.

Should you need more time to trial in order to make the purchase decision, contact us for a license extension.

Various levels of support and consultations are available depending on your needs.

You can choose to work with our regional partners, who will offer on-premisse support, or with our support team via chat, phone, email.

Start your 30-Day Free Trial

Simple and quick trial setup. Have it up and running in less than 5 minutes

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No signup or credit card required!