MED e-care’s Stock Audit Feature

MED e-care’s Stock Audit feature streamlines stock checks for each resident’s Medication Profile. Users can perform stock checks for all items or selected items, in a single action, with one witness signature to countersign all changes.

A Dashboard widget also helps you track how frequently each resident’s Medication Profile is audited, supporting your “Resident of the Day” process. The default audit interval is set to every 28 days, but this can be adjusted in System Settings.

If you need any assistance, please contact support@mede-care.com.

Stock Audit

Stock Audit History

The Stock Audit Dashboard Widget

Stock Audit

The new Stock Audit feature can be found on the Medication Profile.

eMAR > Orders > Medication Profile

Click the ‘Stock Audit’ button to start a new audit:

Read and acknowledge the pre-audit checks, click ‘Continue’:
 

You can choose to audit all items on the Medication Profile or selected items:

When auditing Selected Items, use the filters to show only Controlled Drugs, High Alert Orders, Self Admin Orders and/or items with a Mandatory Body Map, if required:

Use the Order Status filter to show or hide Active Orders, Discontinued Orders, Ended Orders, Future Orders and Hold Orders:

When auditing All Items, all Active orders are shown, along with any Inactive or Discontinued orders that have an inventory amount (ghost stock).

To conduct a stock audit, enter the Physical Count:

To view more information about a selected medication, click on the ‘information’ icon:

If the count is correct, the line will turn green and “No variance” is displayed. A note is not required, but can be made if needed:

If there is a variance, the amount more or less than expected is shown. A note of explanation, that is at least 10 characters long, is required:

You can also add amounts to the Returned/Destroyed box to record their disposal or return to pharmacy. A note of at least 10 characters is required:

For any Inactive medications with an inventory amount (ghost stock), use the Returned/Destroyed box to record the disposal of these items.

Quantities that are entered[RB4]  into the Returned/Destroyed box will automatically be added to the Returned/Destroyed report.

To save your progress to come back to complete an audit at a later time, select ‘Save as Draft and Exit’:

Then ‘Save and Exit’:

To resume an audit, select the ‘Resume Audit’ button:

To cancel an audit, select ‘Cancel Audit’:

To save a completed audit, click ’Complete Audit’:

A witness signature is usually required to complete the audit (home setting dependent).

You can make additional Audit Completion Notes, if required:
 

Click ‘Complete Audit’. Once completed, an audit cannot be amended. This creates a formal confirmation that an audit has taken place.

Stock Audit History

To see details of previous stock audits, select ‘Stock Audit History’

The date of the audit, the type of audit (all or selected items), who completed the audit, who witnessed the audit, how many items were audited, how many items had a variance and any audit completion notes are displayed.

Click ‘View’ to see the details of a previously completed audit:

The ‘Export CSV’ button can be used to print or save the details, if required:

Details of completed Stock Audits can also be seen in ‘View History’ in Manage Order:

The Stock Audit Dashboard Widget

The Stock Audit Dashboard Widget helps you keep track of which audits have been completed and are in progress.

To add this widget to your Dashboard, click ‘Add/Remove Widgets’, then click ‘Add’ next to ‘Stock Audit’:

Filter to see ‘Full Stock Audits’, ‘Selected Stock Audits’ or ‘In Progress Audits’:

You can filter to see ‘All’ audits, ‘Overdue’ audits, those due in the ‘Next 7 days’ and those due in the ‘Next 14 days’:

The Stock Audit Widget shows:

• The resident’s name
• The date of last audit
• How many items were audited
• How many of those items showed a variance
• Who completed the audit
• Who witnessed the audit
• How many days until the next audit is due. These will be highlighted in red if the audit is overdue for completion.

Click on any line on the Stock Audit Dashboard widget to see the Audit History Detail of any completed audits:

Click on the ‘Medication Profile’ button to access the resident’s Medication Profile.

Click ‘Resume Audit’ to resume an ‘In Progress’ audit:

The ‘Export CSV’ button allows you to print audit details, if required.