Patient and Facility Medication Inventory

Owned by Caroline Collins
Last updated: Sept 14, 2022
7 min read

Overview

Sunwave provides the ability to manage medication inventories for tracking available medications. Medication inventories are organized into patient inventories and optionally facility inventories.

Managing Patient Inventories

Each patient will have a patient medication inventory by default. Medications can be received into patient inventories from either a pharmacy or a facility medication inventory. Patient inventories are accessed by clicking the Receive/Received button next to a medication in the Current Medications page of a patient chart. Medications are administered from a Patient’s inventory by default, but users also have the option to administer from any facility medication inventories containing that medication.

View Current Patient Inventory and History

  • On the patient’s chart, go to Current Medications:

     

  • Click the Receive button next to the medication you wish to view inventory on:

     

  • Here you can see the total quantity of the medication on hand, along with a full history of quantities received, administered, observed or adjustments made.

  • Click the details button on the right of a line to view more details about the inventory change:

Receive Medication into Patient Medication Inventory

  • In Current Medications, click the Receive button next to the medication you wish to receive into inventory:

     

  • If receiving from an external pharmacy, click Add From External Pharmacy:

     

    • Enter the quantity of the medication being received in Quantity / Unit.

    • Optionally enter a value representing the Rx Number, such as the barcode value found on the medication packaging.

    • Click Add Line, then click Sign & Save to receive the specified quantity into inventory:

       

    • You will now see a green Received button next to the medication indicating it has been received into the patient inventory.

  • If receiving from a facility medication inventory, click Add From Facility Inventory:

     

    • Select the facility inventory to receive from using the Facility Inventories dropdown.

    • Check the row to receive inventory from and enter the number to receive in the Quantity / Unit box.

    • Click Add Line:

       

    • Click Sign & Save:

       

    • You will now see a green Received button next to the medication indicating it has been received into the patient inventory.

Adjust Patient Medication Inventory

Adjustments are used to update the quantity of a medication in the patient’s inventory, for example when a pill is accidentally dropped and needs to be destroyed.

  • On the patient’s chart, go to Current Medications, then click the Received button next to the medication you wish to adjust:

  • Click the Adjustment button:

     

  • Enter the number in Quantity / Unit if you are increasing the amount in inventory.

  • Enter a description for why the adjustment is being made in the Note area.

  • Click Add Line, then click Sign & Save:

     

  • Click the green Received button to view the inventory and see that your adjustment has been added to the patient inventory history:

 

NOTE: Adjustments are ONLY used to adjust patient inventories down. If you need to add medications to a patient inventory, use the ‘Add From External Pharmacy’ or ‘Add From Facility Inventory’ buttons.

Administer from Patient Medication Inventory

  • When administering medications, you will now see drop downs for Administer From, Dose and Strength/Units, along with a summary of inventory On Hand for the selected medication inventory:

     

  • If the medication being administered is available in the patient’s medication inventory, it will be selected by default in the Administer From drop down.

  • Click Add to administer the medication from the patient medication inventory.

  • Note: You may see multiple options when administering medications if you received different the same medication(s) with different strengths, for example a Taper order:

     

  • Administering or Observing a medication will deduct the quantity from the patient inventory and documented in the inventory history (click Received on the medication in Current Medications):

Managing Facility Medication Inventories

Facility medication inventories are used to manage medications which are kept in stock at a service facility, for example common PRNs. This can be organized as a single facility medication inventory, or separated into multiple inventories like individual inventories per nursing station.

Note: Sunwave does not provide an ordering process for restocking a facility inventory.

View Facility Medication Inventory and History

To view, create and manage a facility medication inventories, navigate to Medication Facility Inventory using the left menu:

You can filter the facility inventory list by entering the inventory name or by selecting a specific service facility, then click Search. To display facility inventories that are no longer active, check the Show Inactive Inventories checkbox.

Click on a facility inventory Name to open and view the details:

 

  • Filter the Facility Medication Inventory list by entering a medication name in the Filter control and/or checking the Hide Current Quantity on zero option in the banner area.

  • Click the Inventory Movements button (blue circle) on the right to view a complete history of quantities received, administered, and adjustments made:

Create New Facility Medication Inventory

  • Click the New Inventory button:

  • Enter a unique name in Inventory Name, select the Service Facility the inventory is associated with, then click Save.

Receive Medication into Facility Medication Inventory

  • Go to Medication Facility Inventory in the left menu.

  • Click on the facility medication inventory you want to receive medications into.

  • Click the Receive button in the top-right of the medication list:

     

  • Begin typing the name in the Medication field to search for the medication being received and select the medication from the list of search results:

     

  • Enter the quantity being received in the Total Quantity / Unit field.

  • Optionally, you can provide an Expiration Date, Bar Code, Lot Number and a Note describing the medication:

     

  • Click Sign & Save to receive the medication into the facility inventory.

NOTE: If you are adding inventory to an existing medication in the facility medication inventory, you can also open the medication you want to add inventory to, then click the Receive button.

Adjust Facility Medication Inventory

  • In Medication Facility Inventory, click the name of the facility inventory you wish to adjust.

  • Click the Inventory Movements button next to the medication you wish to adjust:

     

  • Click the Adjustment button:

     

  • Enter a positive number in Value field representing the quantity you wish to remove from inventory.

  • Optionally provide a Note describing the reason for the adjustment, then click Sign & Save:

     

  • You will now see the adjustment made on the Inventory Movements dialog:

Administering from Facility Medication Inventory

  • When administering medications, you will now see drop downs for Administer From, Dose and Strength/Units, along with a summary of inventory On Hand for the selected medication inventory.

  • To administer the medication from a facility medication inventory, click the Administer From, dropdown.

  • A list of all facility medication inventories containing the medication will appear, select the facility inventory to administer from:

     

  • Click Add to administer the medication from the selected facility medication inventory.

  • Administering or Observing a medication will deduct the quantity from the facility inventory and documented in Inventory Movements: