Supply of Products for Healthcare (SUPPLY), published by IHE Pharmacy Technical Committee. This guide is not an authorized publication; it is the continuous build for version 0.3.0 built by the FHIR (HL7® FHIR® Standard) CI Build. This version is based on the current content of https://github.com/IHE/pharm-supply/ and changes regularly. See the Directory of published versions

Use Case 2 - Ward Supply Management - Pharmacy-Managed Inventory

Preconditions

In the beginning of the year, the hospital made a contract with a supplier for BUSCOPAN IBS RELIEF, where the conditions (e.g., prices and quantities) are defined for the whole year.

As described in Section 7.1., for inventory of the ward, only the full boxes are taken into account. In this use case, a box that contains 19 tablets instead of 20 is considered “in use” and just for this use case, it is already considered “consumed” even if there are still 19 tablets. This is the case when a box of tablets is “reserved” for a patient whom this product had been prescribed.

Internal Resupply - Request and Transfer

When the nurse confirms the usage of the medication and the Nursing system issues a Dispense report, the Pharmacy becomes aware that one unit has been consumed and that the stock of BUSCOPAN IBS RELIEF at the ward is reduced: While before there were 5 full boxes, there are now 4 full boxes plus one box with 19 tablets left.

The WMS at the pharmacy detects that the stock of BUSCOPAN IBS RELIEF at the ward is now below the reorder level¹, and proposes to the responsible pharmacist to refill the ward stock from the pharmacy stock, with the default order quantity (10 boxes) (note that there are cases where the ward pharmacy disposes of a stock management system, which sends a request to the central pharmacy when stock level requires).

After approval of the pharmacist, the 10 boxes are transported to the ward.

When the items arrive at the ward, the responsible for the reception scans the barcodes of the medication boxes. By scanning the 10 barcodes, it is confirmed to the WMS that the ward stock is now accrued by 10 boxes of BUSCOPAN IBS RELIEF; this accrual includes the lot and expiry information about the products that have been received.

The WMS system at the pharmacy considers that transfer of inventory, by reassigning those 10 units from the central pharmacy to ward G1. As a consequence, the inventory levels are as follows:

Pharmacy
Item Code	Item name	Lot	Expiry Date	Available qty	Reorder level	Default order qty
. . .
5012917021912	BUSCOPAN IBS RELIEF bx 20 tablets	ABC0001	12-2016	18 (was:28)
		Total:		14	20	50
. . .

Ward G1
Item Code	Item name	Lot	Expiry Date	Available qty	Reorder level	Default order qty
. . .
5012917021912	BUSCOPAN IBS RELIEF bx 20 tablets	ABC0001	12-2016	14 (was:4)
		Total:		14	5	10
. . .

Resupply Request

With this transfer, the stock at the pharmacy is now below the reorder level. Due to this, the WMS proposes to the pharmacist a reorder from the supplier, with the default order quantities (50 boxes). The pharmacist approves the order.

This resupply request is sent to the hospital’s purchasing department through the ERP system. The ERP system also determines the preferred vendor (wholesaler). The ERP user issues an order for 50 boxes of item BUSCOPAN IBS RELIEF, code 5012917021912 to refill the hospital stock. This order has an internal ID MD00015 in the ERP. Given the existence of a contract, the resupply order does not need any specific approval workflows: Once it is validated in the ERP, the order is sent to the vendor. Only a notification is also sent for the financial management system, to prepare the billing processor to receive an invoice.

Supplier Order Processing

The supplier receives the order, checks product availability and informs the hospital that the order has been accepted. When shipping the 50 items to the hospital pharmacy, an electronic dispatch advice is issued, which includes all traceability information (item identification, lot/batch number, expiry date) as well the identification of the shipment. The information about the shipment is as follows:

Shipment ID: 773500538500000018
Item
Customer Order Number:	MD00015
GTIN:	5012917021912
National Code:	xyz123
Name:	BUSCOPAN IBS RELIEF
Lot number:	XYZ0009
Expiry date:	03-2017
Quantity:	50

Item Reception

Upon the arrival of the items to the hospital pharmacy, the identification of the shipment is scanned and linked to the electronic dispatch advice. Since the shipment notice has been received, the shipment ID can be matched with the received items and with the order for BUSCOPAN IBS RELIEF.

Upon scanning the shipment ID, the WMS system looks up the content of the shipment notice and since there is a match, the ERP gets updated with the received items, including their traceability data (Lot number and expiry date).

Note: In some cases, it may be decided to scan each trade item received. This can be advised in some cases. Some examples:

• When some items are suspected to be damaged, then only the ones that are in proper condition are acknowledged as received. (see Use Case 6 Cold-stored medication, resupply and return for return of products to supplier)

• When the shipment identifier cannot be read or matched.

• When any directive from each partner advises the scan - e.g., for expensive or controlled items

In short, the scanning of each item may be advised when, for any reason, it is considered that the received items may not match the inventory description

As the received items match the order issued by the pharmacy, the pharmacy inventory is updated from the shipment notice - the items described in the shipment notice are added to the stock. Use Case 6 Cold-stored medication, resupply and return describes a case of arrival of items that do not precisely match one order.

The items are then placed on the shelf in the Pharmacy, and the Warehouse Management System gets updated for the new inventory items in the reception area.

The detailed inventory status at the pharmacy is finally as follows:

Pharmacy
Item Code	Item name	Lot	Expiry Date	Available qty	Reorder level	Default order qty
. . .
5012917021912	BUSCOPAN IBS RELIEF bx 20 tablets	ABC0001	12-2016	18
		XYZ0009	03-2017	50
		Total:		68	20	50
. . .

Sequence Diagram