Medical inventory tracked by lot and by location. What arrived, what was used, on which patient, and what is on the shelf tonight — in one system a multi-location practice can hand to an auditor.
| Item | Used/wk | Cover | Order |
|---|---|---|---|
| Ultrasound Gel 8.5oz | 4.2 | 5d | 24 |
| Alcohol Prep Pads Lg | 6.0 | 12d | 18 |
| Exam Drape 40×48" | 2.1 | 19d | 12 |
| Spinal Needle 25G | 1.4 | 41d | — |
A recall arrives on a Tuesday. The honest answer is an afternoon of paper, or a call to everyone treated that month, because nobody can narrow it further.
One clinic orders while another has a full box on the shelf. Without one view across locations, every location buys as though it were alone.
A count in a workbook is right on the day it was typed. Every receipt, use and transfer afterwards is a chance for the number and the shelf to part company quietly.
StockProof replaces the stack most practices run on: the stock workbook, the expiry reminder list, the order emails and the invoice folder.
On-hand is never a stored number that can drift. It is the sum of every movement ever posted, so the figure on screen is one the ledger can prove line by line.
Every receipt carries its lot. Usage draws first-expiring-first-out automatically, so the stock nearest its date leaves first without anyone having to think about it.
Each unit used is tied to the patient who received it. “Who got this lot?” takes seconds, and the answer holds up when someone asks how you know.
Before ordering, see whether another clinic already has it. Transfers move stock between locations with both sides recorded and nothing sitting in limbo.
Orders, deliveries and supplier invoices reconciled against each other. Photograph an invoice and the lines, lot numbers, expiry dates and totals are read straight off it.
Consumption measured over ninety days, converted into days of cover, and turned into draft orders grouped by supplier — which you approve, never the system.
A delivery arrives as one document, not a scatter of loose lines. Open it, enter the lot from the carton, receive the whole order — with the expiry captured while the box is still in someone's hands.
| Delivery | Supplier | Lines | Status |
|---|---|---|---|
| 80805011 | Henry Schein | 10 | partial |
| 63027607124 | Apex Biologix | 6 | ready |
| 2512 | Nourish Health | 1 | ready |
What is close to dating surfaces while there is still time to use it, move it or send it back — instead of being found in a clear-out with a marker pen and a bin bag.
| Item · lot | Clinic | Qty | Left |
|---|---|---|---|
| Ropivacaine 0.5% R-2291 | Doral | 6 | 9d |
| PurePRP 60mL 20260231 | Boca Raton | 3 | 22d |
| Solu-Medrol 125mg SM-88 | Tamarac | 11 | 27d |
Because usage is recorded against the patient at the moment it happens, the chain from supplier lot to treated patient is already there. Nobody reconstructs it afterwards.
| Date | Patient | Clinic | Qty |
|---|---|---|---|
| 14 Jul | M. Alvarez | Doral | 1 |
| 18 Jul | K. Whitfield | Doral | 2 |
| 02 Aug | R. Okonkwo | Boca Raton | 1 |
Every plan includes the whole platform. What changes is scale, and how much of the operation we run alongside you.
Days, not months. Bring your current stock list as a spreadsheet and your locations. We map it to items and opening balances, and receiving starts the same week. Opening stock enters as receipts on the record, not a number typed into a total, so the ledger is honest from day one.
They get three screens: log what was used, receive a delivery, count the shelf. Each is one tap per line. Most MAs are comfortable inside a shift. Leads and admins get more, with guides for both.
The workbook is right on the day someone types it. What you gain is that every change afterwards is recorded with who made it and when, and that the total is derived from those movements rather than maintained alongside them.
Yes. Alongside lot-level stock, StockProof tracks individually serialised units through ordering, receipt, assignment and administration, with the patient recorded against each serial. Duplicate serials are refused at entry rather than found at a count.
Your practice gets its own database, not a shared one with a filter on top. There is no query that could reach another practice's records, because those records are not in your database at all. Inside your own account, access is role-scoped and enforced by the database itself: a medical assistant sees their market, not your payables. We're glad to walk through the specifics, including business associate arrangements, with your compliance contact.
No. It sits beside them. Your EMR holds the clinical record; StockProof holds the supply chain that feeds it, and joins the two at the point where a unit is used on a patient.
Any report exports to Excel, PDF or CSV, and a full export is available to admins at any time. It's your data, and the ledger behind it is append-only, so nothing has been quietly edited behind you.
Thirty minutes, using a sample of your real stock data, so you can judge it on your operation rather than a demo account.