01The problem
Six clinics ordered supplies independently of each other. Nobody had a single view of what was outstanding, so a back order surfaced when a clinic reached for something and the shelf was empty.
Inventory reports were put together by hand each month. The filters on the existing portal did not work properly, duplicate orders appeared on the list for the same dates, and a fulfilled order did not update the inventory record without someone keying it in again.
02What was built
One order list across every location
Orders from all six clinics in one place, with status on every line: pending, order placed, delivered, back order, fulfilled. A back order is visible on the list rather than discovered at the shelf.
Status that updates itself
Changing an item to delivered emails the procurement address automatically. Once every item on an order has landed, the order status moves to fulfilled on its own, and the items enter the inventory report without being keyed in again.
Filters that work
Search and location filters on the order list, and category filtering on the order screen so related items can be found and ordered together rather than hunted one at a time.
Monthly inventory reporting
Inventory reports split by month, filterable by vendor and category, with dollar value shown beside quantity, CSV export and month on month comparison.
Equipment and maintenance
An equipment register with preventative maintenance scheduling and repair reporting, so servicing is tracked against the machine rather than remembered.
03The outcome
The portal gives procurement one view of supply orders across six clinic locations, with item statuses such as pending, delivered and back order. Status notifications, inventory reports and equipment maintenance records help the team follow supplies and equipment across locations without relying on separate lists. The six locations are the confirmed scope; reduced shortages or reporting time have not been measured here.
What the client gained
We can check orders from all six locations in one place and see what is still outstanding. That gives us a clearer way to follow up on back orders and prepare inventory reports.
We can check orders from all six locations in one place and see what is still outstanding. That gives us a clearer way to follow up and prepare reports.
CEO, OneVascular