Unit Inventory Settings

Unit Inventory settings can be configured per location, giving facilities flexibility to use different workflows at different sites. This means one location may prepare units assigned directly to patients, while another may use unassigned pre-poured units stored by strength. Each location can enable or disable settings independently based on its protocols and State requirements.

Required Permissions: Super Admins.

Depending on the configuration selected for each location, the system can support:

• Preparing units assigned directly to patients

• Including window doses during unit preparation and dispensing

• Pre-pouring units based on expected patient load, stored without any patient-specific information

Follow the steps below to enable Unit Inventory and adjust additional settings according to your facility’s workflow and regulatory needs.

1. Click on your Initials in the header and select Settings.
2. Select MAT, choose Location Settings, and click on the pencil of the desired location.

3. Enable Use Unit Dispensing.

   Once you select this option, the system allows the following configuration per location:

   • Use Unit Dispensing?: Preparing units assigned directly to patients. Click here to learn about this functionality. 
   • Include window doses when dispensing Unit Inventory?: This feature allows a pharmacist, or licensed staff member, to prepare and pre-pour doses (units) in advance.
   • Dispense unassigned doses for expected patients: Prepared doses are stored as Unassigned in the safe and contain no patient identifiers. Use unassigned dosing when your facility packages medication by strength. For example, boxes of 2 mg, 4 mg, 8 mg instead of patient-specific bags. Click here to learn more about this functionality.
4. Once Unit Inventory is enabled, a Unit Inventory tab becomes available in the Inventory module.
5. The Unit Inventory module contains:
   • Current Unit Inventory: Shows all pre-poured doses not yet dispensed to patients.
   • Past Unit Inventory: Shows pre-poured doses already given, wasted, spilled, or returned.
   • Unit Dispensing: Where sessions are created and pre-pouring occurs; includes a table of all past sessions.
   • Reports: provides a summary of all units currently stored in the safe, including assigned and unassigned units that have not yet been used.

Enable Unit Transfers Between Different Lot Numbers

This feature allows the users to return pre-poured units to an open bottle regardless of the lot number, so that facilities can efficiently manage medication transfers while minimizing waste.

Follow these steps to enable and utilize unit dispensing and lot number transfers.

Step 1: Enable Required Settings

1. Use Unit Dispensing
2. Allow Transfers Between Different Lot Numbers

Step 2: Process a Unit Return to Inventory

When you are ready to return pre-poured doses to inventory, follow the steps below:

1. Open Inventory > Unit Inventory > Current Unit Inventory.
   
2. Click on the three dots by the desired item and select Return to Inventory.
3. If a bottle of the same medication is already open for the current user, return the medication to the open bottle.
4. The system automatically creates notes in the Return to Inventory transaction, detailing the source of the transferred medication.
   
5. If the return to inventory transaction exceeds the Max Fill Quantity under Settings, the system displays the error “Return to Inventory is not possible as it would exceed the allowed maximum fill quantity [max fill quantity].” and prevents the transaction.