Theatre Stock Transfers - hmislk/hmis GitHub Wiki

Theatre — Stock Transfers

Overview

Stock Transfers allow theatre departments to request and receive bulk quantities of pharmaceuticals and consumables from the main pharmacy or central store — for example, topping up the theatre's own stock of sutures, drapes, or anaesthetic supplies. This is different from a patient-specific pharmacy issue: transfers move stock between departments rather than billing items to a specific surgery.

When to Use

  • Replenishing theatre's own stock from pharmacy before a planned surgical list
  • Transferring items from the central store to the theatre store
  • Receiving stock that was previously requested by theatre

Note: For medicines that need to be charged directly to a specific patient's surgery, use Pharmacy Issues for Theatre instead.

Required Privilege

TheaterTransfer

Theatre Transfer Menu

The Transfer submenu under Theatre provides three main functions:

Menu Item Purpose
Request Create a stock transfer request from pharmacy/store to theatre
Direct Issue Issue items directly from store to theatre (without a prior request)
Receive Confirm receipt of items transferred to theatre
Reports View transfer history and summaries

Step-by-Step: Requesting a Transfer

  1. Click Theatre → Transfer → Request
  2. Select the Destination Department (the theatre department that needs the stock) from the dropdown
  3. Add the items needed:
    • Click in the Item search field
    • Type part of the item name and select from the autocomplete
    • Enter the Quantity required
    • Click Add Item — the item appears in the request table
  4. Repeat for each item needed
  5. Review the table — quantities can be edited inline; items can be removed with the Remove button
  6. Click Request to submit the transfer request
  7. A print preview of the request is shown — print a copy for the pharmacy/store team if needed

Step-by-Step: Direct Issue to Theatre

A Direct Issue bypasses the request step and transfers stock immediately:

  1. Click Theatre → Transfer → Direct Issue
  2. Select the source and destination departments
  3. Add items and quantities
  4. Click Issue to complete the transfer immediately
  5. Stock is deducted from the source and added to the destination department

Step-by-Step: Receiving Transferred Stock

When pharmacy processes a transfer request:

  1. Click Theatre → Transfer → Receive
  2. Find the pending transfer request (by date, request number, or department)
  3. Review the items and quantities
  4. Click Receive to confirm receipt — theatre's stock levels are updated

Viewing Transfer History

  1. Click Theatre → Transfer → Reports
  2. Filter by date range, department, or item
  3. View a summary of all transfers in and out of the theatre department

Understanding the Difference: Transfer vs. Patient Issue

Stock Transfer Pharmacy Issue
Purpose Move stock between departments Bill items to a patient's surgery
Linked to Departments Specific surgery / BHT
Appears on Inventory ledger Patient's inpatient bill
Used When Replenishing theatre stock Dispensing items for a procedure

Best Practices

  • Submit transfer requests in advance of a planned surgical list to ensure stock is available
  • Always Receive transfers promptly after physical stock arrives in theatre — unconfirmed transfers affect inventory accuracy
  • Use the Transfer Reports to reconcile theatre stock levels at the end of each week or after a busy surgical list
  • Direct Issues should only be used when items are urgently needed and a request-receive workflow is impractical

Related Features