Expiry date and batch tracking for medications and supplies

Purpose

1.1. Automate monitoring, recording, and alerts for medication and supply expiry dates and batch numbers.
1.2. Automatedly ensure compliance, reduce errors, and optimize inventory in otolaryngology clinics.
1.3. Automate notification workflows for items nearing expiry, promoting proactive stock management and minimizing waste.
1.4. Automating traceability for recalls based on batch information, facilitating quick response in healthcare supply chain.

Trigger Conditions

2.1. New inventory intake or batch entry in pharmacy management system.
2.2. Approaching expiry date based on predefined threshold (e.g., 30, 15, 7 days before expiry).
2.3. Inventory reconciliation routine (daily/weekly automated checks).
2.4. Manual batch updates or corrections initiated by staff.
2.5. Supplier-reported recalls related to batch numbers.

Platform Variants

3.1. Salesforce Health Cloud
• Feature: Flow Builder; Automate expiry field monitoring, set automated alerts, and batch status updates.
3.2. Microsoft Power Automate
• Setting: Scheduled cloud flow; Automates data scans in inventory Excel or SQL, triggers expiry notifications.
3.3. Google Sheets (via Apps Script)
• Script Trigger: Time-driven event; Automatedly checks expiry columns, sends automated emails when dates near.
3.4. SAP Inventory Management
• API: Batch/expiry monitoring module; Automates extraction/reporting for stock with approaching expiry.
3.5. Zoho Inventory
• Feature: Workflow Rule; Automator generates notifications on expiry threshold, updates batch status.
3.6. Airtable Automations
• Trigger: Scheduled automation; When expiry date is within threshold, automatedly emails the inventory manager.
3.7. Oracle NetSuite
• Script: SuiteScript; Automated batch checks and expiry date notifications to users.
3.8. QuickBooks Commerce
• Feature: Alerts & Automation; Automated alerts configured for product expiry and batch anomalies.
3.9. MedSupplyPro
• Setting: Expiry event automated alerts; Configures automated push notifications & reporting.
3.10. SAP BTP Workflow
• API: Workflow service; Automates expiry monitoring and notifies stakeholders via automated messages.
3.11. Trello + Butler Automation
• Rule: Scheduled Butler automation; Moves cards for products nearing expiry to specific list, sends reminders.
3.12. Slack Workflow Builder
• Workflow: Automated expiry reminders posted to inventory channel; batch details included.
3.13. Twilio SMS API
• Configuration: Automated SMS notification to staff for urgent expiry warnings.
3.14. Make (Integromat)
• Scenario: Scheduled data fetch from inventory DB; automates expiry-driven branching and notification.
3.15. Zendesk Support
• Trigger: Automated ticket creation for supplies flagged as “expiring soon” for follow-up.
3.16. Google Calendar API
• Function: Automated calendar events for critical expiry dates, with batch references.
3.17. Monday.com Automations
• Automation: Automatedly assigns tasks for batch check or removal when expiry approaches.
3.18. SendGrid Email API
• Setting: Automated expiry notification emails with batch information to responsible parties.
3.19. Epic EHR Integration
• API: Automated tasks for medication expiry and recall tracking via batch data.
3.20. Smartsheet Automated Workflows
• Rule: Expiry and batch data change triggers alerts or row color changes for quick action.

Benefits

4.1. Automates compliance with medical safety and regulatory guidelines.
4.2. Automated monitoring reduces manual workload and error rate.
4.3. Automator-driven alerts minimize loss from expired stock and batch recalls.
4.4. Automatedly improves traceability, enabling rapid batch isolations when needed.
4.5. Centralized automation log ensures accountability and transparency for all expiry and batch actions.
4.6. Automatable cross-platform notifications keep all clinic stakeholders informed and proactive.