Medicines, stock and purchasing

Stock. Every item with what is on hand, what is on order, and which batch expires next.

Your medicines, and what your label says

Pharmacy, Medicines. Search on the left, the medicine in the middle, its reorder point and its label warnings on the right.

This is the drug master — what each medicine is, rather than how much of it you have. Three jobs live here, and the first is the one that matters most.

Klinira does not review medicines on your behalf, and it never claims to. Every classification we ship — poison or not, which group, whether the psychotropic register applies — comes with the Poisons List entry it was taken from, printed on the screen so your own pharmacist can check it against the source. Every medicine starts marked "not checked". Confirming one records that your pharmacist looked and agreed; it does not change anything. If you disagree with a classification, change it on the next tab — that is a different act, and it is deliberately not this button.

The reorder point

Klinira works out what to reorder from what you actually dispense. The reorder point is the floor underneath that, for a medicine nothing has been dispensed of yet — a new item, or one you keep for emergencies. Leave it blank and the medicine is simply left out of the low stock list, which is a real answer rather than a gap.

The warnings on the label

The right-hand panel shows what this medicine's label prints, in English and in Bahasa Malaysia, with the source of each warning beside it. If a warning code on a medicine is one Klinira does not recognise, it is shown in red rather than quietly left out — nothing would print for it, and the only person who could notice is whoever is reading this panel.

Adding a medicine, or correcting one

Add or change a medicine. Everything Klinira holds about one medicine, on one form.

Change these details on the medicine opens the form; Add a medicine opens it empty, for something you have started stocking. This is where a wrong strength, a wrong pack size, a barcode, your own wording for a dose or the warnings on the label are put right. Nothing here is deleted — a medicine you have stopped stocking is switched off, so everything already dispensed still makes sense years later.

Changing what a medicine is classified as — poison or not, which group, whether the psychotropic register applies — is not the same as correcting a typo, and Klinira treats it differently. It asks what the new classification rests on, because what is stored is the reason for the old one, and it clears your pharmacist's tick so that somebody checks the new value. A tick is for a classification, not for a row. Correcting a name or a barcode leaves the tick where it is.

The poison tick is what writes the Prescription Book entry, not the group letter. Klinira will not let you save a medicine that is in a group with the tick off.
The psychotropic tick cannot be taken off a medicine that already has entries in the register. Those entries would stay in the record with no balance to check them against.
A default dose instruction needs both languages, because the label carries both. The pharmacist can still change it on the day.
The interaction class and the allergy class are what the safety check matches on. Type one no rule mentions and Klinira says so — it does not refuse it, but a class nothing names is a check that will never fire.

Changing the dispensing label

The dispensing label tab. The layout line by line on the left, what it prints on the right.

Klinira ships a 40-character layout that fits the common 50mm thermal roll. If your label stock is a different size, or you want your address on two lines instead of one, this is where you change it. Anything in curly brackets is filled in when the medicine is dispensed; the list on the right is every field you can use, written the way you type it.

What you type shows up on the right straight away. Nothing is saved until you press Save this layout.
Saving keeps the version you replaced. A label reprinted months later still comes out the way it was first printed, which the law requires.
Start again from the standard layout puts everything back to what Klinira ships. It changes nothing until you save.

Six things must be on every dispensing label by law: your clinic's name, the patient's name, the date of supply, the medicine, the quantity, and the keep-away warning in both languages. If you take one out, Klinira says which one is missing and will not let you save until it is back. That is the Poisons Act 1952, section 19(3) — the label is part of what makes the supply lawful, not a courtesy.

Counts you can come back to

A stock take takes an afternoon, and nobody counts a pharmacy without being interrupted. Every count is listed under Counts, with how many lines already have a number against them, and Open this count picks it back up with everything you have typed still in it. Closing the screen does not lose a count, and neither does restarting the computer.

Receiving stock

1Open the purchase order the delivery is against — Orders you have raised, then Open this order. The lines are then checked off against what was actually ordered, and the supplier is filled in from the order.
2Or start a receipt without one if the delivery arrived unannounced. Buying over the counter is normal and nothing here requires an order.
3Enter the batch number and the expiry date for each line. Both are required — stock without an expiry cannot be dispensed oldest-first.
4Enter the quantity actually delivered, not the quantity ordered.
5Save. The cost per unit updates and the shelf count goes up.

Purchase orders

Klinira suggests what to order from what has been used and what is left.
A partial delivery stays open until the rest arrives or you close it.
Print or email the order to the supplier.

Adding a supplier

Add a supplier is the strip at the foot of the purchasing screen. It takes a name, who to ask for, a telephone number and how many days you have to pay. Every delivery and every order is filed against one, so the first supplier goes in before the first order does.

Raising an order

1Open Raise a purchase order and choose the supplier.
2Add each medicine with how many packs and what you expect to pay for one.
3Put in the date you expect it and anything you want to tell them.
4Raise the order. It gets its own number and waits on the list until the delivery arrives.

The cost you type is what you expect to pay. What ends up on the batch is whatever the delivery note actually says, entered when you receive it — the two disagree often enough that guessing from the order would put a wrong cost into the stock value.

Counting the shelves

Count the shelves is the strip beside the item list, and it counts whatever that list is showing — so filter to one class, or one shelf's worth, and do it a shelf at a time rather than closing the clinic for an afternoon.

1Filter the list to what you are about to count, then press Start a count.
2Type what is actually on the shelf against each line. What the system thinks is beside it.
3Say why you are counting — a routine count, a spot check, an investigation.
4Post the count. Every difference is adjusted and recorded against your name.

Every line has to be counted before the count can be posted. A blank is a shelf nobody looked at, and posting it as though it were zero would write off stock that is sitting there.

If a psychotropic does not agree with the register, that is not an ordinary discrepancy. Klinira says so in those words: record what happened in the psychotropic register and tell whoever is responsible for it.

Expiry

Anything expiring inside the next three months is flagged on the Today screen.
Expired stock is blocked from dispensing, not just flagged.
Cold chain items — vaccines, GLP-1 medicines — are grouped so they can be checked together.

Adjusting stock needs a password, not a PIN. It is the one action in the pharmacy that can hide a shortfall, so it is recorded against a person who proved who they were.