GUIDE: Medicine (Medicine Inventory) module in the HMS

This guide is intended for General Practice clinic that want to manage their in-house stock of medicines using the HMS.

Topics to be covered:

1. How to create a new medicine?

2. How the system does deductions from the stock on hand automatically?

Open the HMS menu and select the "Medicines" module.

This will open the "Medicines" module and show a list of all the medicines captured under your company.

Step 1: Indicates the number of medicines that there are in the full list and the left and right chevrons allow you to switch between each individual medicine.

The last two buttons allow you to switch between Kanban and List views (each view is useful for certain use cases).

Step 2: Click the "Create" button to create a new medicine.

After clicking on the "Create" button there will be a series of forms to be filled to create the new medicine.

Step 1: Enter the name of the medicine.

Step 2: Ensure that both the "Can be Sold" and "Can be Purchased" have check marks next to them. "Can be Expensed" should not have a check mark next to it.

Step 3: Under the "Medicament Details" tab

Form:  From the dropdown list, select the drug form that the medicine is (i.e., SUS, TAB, INJ).

Route: From the dropdown list, select the route that the medicine should be taken (i.e., Oral, Intravenous injection).

Dosage: Leave the default value of 0.00 as it is (since this medicine will not be on a prescription there is no need to list the dosage).

Manual Prescription Qty: Leave the default state with the box having no check mark.

Drug Company: From the dropdown list select the company that manufactures the medicine.

Frequency: Leave as blank (since this medicine will not be on a prescription there is no need to list the frequency).

Active Component: From the dropdown list select the medicine's active component (Note: new active components can be added to the list).

Therapeutic Effect: Note down any effect the medicine may/will have on the user of the medicine.

Adverse Reactions: Now down any adverse reactions that the medicine may/will have on the user of the medicine.

Pregnancy Warning: Indicate if the medicine may present any risks during the pregnancy period.

Lactation Warning: Indicate if the medicine may present any risk during the lactation period.

- You can add any additional or more detailed notes under the three remaining fields (PREGNANCY WARNING, INDICATIONS, NOTES).

Step 1: Under the "General Information" tab

Product Type: Select "Storable Product" from the dropdown list.

Hospital Product Type: Select "Medicament" from the dropdown list.

Product Category: The default value of "All" is appropriate.

Internal Reference: Set this field to the NAPPI_CODE of the medicine, this will be beneficial for searching the medicine by it's name or internal reference.

Barcode: Leave blank.

Sale Price: Enter the price of the medicine if it was to be paid for in cash and not by a medical aid funder (Note: the sale price is not inclusive of VAT, it it added at a later stage and only if your company is VAT registered).

Customer Taxes: By default, is blank but if your company is VAT registered then this field should be set according to the required standards of the Botswana Unified Revenue Service (BURS).

Cost: The default value of 0.00 is appropriate.

Company: This field is blank by default but must be set to the name of your company to assign the newly created medicine to one company (Note: this is a crucial field to be set correctly).

Step 1: Under the "Medical Aid Code" tab. This is where we capture medical aid information for the medicine.

Click on "Add a Line" to add a new line with medical aid information.

Step 2: Under "Name" enter the NAPPI_CODE of the medicine, if this specific medicine is not funded by medical aid funders leaving this section blank is required.

Step 3: Select the medical aid funder from the dropdown list (BOMAID, BPOMAS, PULA, BOTSOGO).

Step 4: This is the sale price that medical aid funders are going to pay for this medicine (Note: this information is provided by medical aid funders and is exclusive of VAT).

Step 5: The default value of 0.00 for "Percentage Covered" is appropriate since this value is determined by each patient's medical aid policy and plan.

Step 1: Under the "Product Availability" tab.

Step 2: The "Available in Appointment" box must not have a check mark next to it, since we will be making deductions at the Invoicing level and not during the appointment.

Once the sections we covered have been filled correctly and you are satisfied with the configuration you may save them by clicking on the "Save" button.

On the Invoice you can then add both Services and Medicines that your company sells and the system will automatically adjust quantities based on deductions made at the invoice level.