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2024121313:22:12

Streamlining Procurement: Enhancing Purchase Order Management with MocDoc 

Published by: Mohammed Siddiq

Procurement is a critical function in any healthcare or laboratory setup, often involving multiple departments and a range of products. Ensuring that stock levels are maintained without over-ordering is a delicate balancing act, often compounded by the challenges of managing multiple requests, varying stock levels, and urgent demands. MocDoc's Purchase Order (PO) Screen has been designed to simplify this process by introducing innovative features that address key procurement challenges. Let’s explore these features and their impact.

Challenges in the Purchase Department

  1. Tracking Reorder Levels Procurement teams often struggle to monitor stock levels manually, leading to either stock-outs or overstocking. Identifying products that have reached reorder levels can be time-consuming and prone to errors.
  2. Managing Departmental Requests In a hospital or lab, multiple departments may request items simultaneously, making it challenging to consolidate and prioritize these requests in a single Purchase Order.
  3. Handling Unavailable Products Pharmacy and inventory teams often face situations where patients inquire about medicines or products not listed in their master database. This creates an additional layer of complexity in procurement planning.
MocDoc's Features: Simplifying Purchase Order Management

MocDoc addresses these challenges with innovative features integrated into the Purchase Order Screen, designed to make procurement smoother and more efficient.

1. Add Products from Reorder List

This feature leverages the Reorder List Report, which highlights products that have reached their reorder levels.

  • How It Works: Users can simply click the Add Products from Reorder List button within the PO Screen. A prompt displays all products that need replenishment based on predefined reorder levels.
  • Benefits: Eliminates the need to manually reference reports. Reduces errors in identifying products. Saves time by automating product addition directly into the PO.
2. Add Products from PR (Purchase Request)

This feature connects departmental purchase requests to the central store, creating a seamless workflow.

  • How It Works: Departments can raise Purchase Requests (PRs) for items they need. The PO Screen allows users to click Add Products from PR, which lists all items requested. Users can then add the desired products to the Purchase Order.
  • Benefits: Simplifies consolidation of requests from multiple departments. Ensures transparency and accountability in handling requests. Avoids overlooking essential items requested by departments.
3. Add Products from Unavailable Medicine List

This feature helps manage inquiries for products that are not available in the current database.

  • How It Works: When patients inquire about unavailable medicines, pharmacists can record these inquiries in the Unavailable Medicine List. During PO creation, users can click Add Products from Unavailable Medicine to include these items in the Purchase Order.
  • Benefits: Ensures that frequently requested but unavailable items are ordered efficiently. Enhances customer satisfaction by reducing missed inquiries. Simplifies the addition of new products to the inventory.
The MocDoc Advantage

MocDoc’s Purchase Order Screen features are designed to:

  • Automate Workflows: Reducing manual effort and streamlining processes.
  • Enhance Accuracy: Minimizing errors in procurement planning.
  • Improve Transparency: Providing a clear trail of requests and orders.
  • Save Time: Enabling users to focus on more critical tasks by automating repetitive processes.
Conclusion

Procurement in healthcare and labs is complex, but with the right tools, it can be made significantly more efficient. MocDoc’s innovative features not only address the common challenges faced by procurement teams but also empower them to work smarter and faster. With tools like Add Products from Reorder List, Add Products from PR, and Add Products from Unavailable Medicine, MocDoc ensures that the entire Purchase Order process is seamless, accurate, and efficient.

Ready to transform your procurement workflow? Explore MocDoc LIMS and discover how we can revolutionize your lab’s operations.