Product
What Surgi-Sys does
Six areas. Each one exists because a surgery centre store room has a specific way of going wrong.
Inventory
Stock is held by lot, not by item
Every receipt records the lot number and expiration date from the packing slip, and stock lives against that lot. An item with three lots on the shelf shows as three rows, each with its own expiry.
Items that genuinely have no lot — gauze, drapes — sit in a single anonymous pool, but they use the same machinery, so nothing in the system has two ways of holding a quantity.
On-hand for an item is the sum of its lots. It is calculated, never stored, which is why no two screens can disagree about it.
- Expired and expiring stock surfaced on the dashboard, not buried in a report
- Write-offs recorded against the lot with a reason
- Consigned stock separated from owned stock in every valuation
Cases
The screen a circulator actually uses
Opening a case from a preference card loads its pick list and warns about anything out of stock before you scrub in. Each row is one item: tick it, pick the lot, enter what was used and what was wasted.
Saving states the whole truth of the line. Change both the used and the wasted count and both move — a detail worth stating only because the system this replaced silently moved nothing in exactly that case.
Save twice and stock moves once. Correct a count downward and the difference goes back on the shelf.
- Used and wasted tracked separately, because they are different questions
- Cost captured at the moment of use, so repricing does not restate history
- A printable case record with every lot and expiry, for the chart
Traceability
The report you run on a bad morning
A vendor issues a field-safety notice for lot ABC123. One report lists every case that consumed it, with the chart number, the date and who recorded it.
The lot and expiry are written onto the case line at the time of use. Lots get depleted, merged and repriced over the following months, so reading the current stock table would not answer the question — which is why we do not.
- Filter by item, or by item and lot
- Distinct chart count, so you know the size of the problem immediately
- Printable, because someone will ask for it on paper
Purchasing
Orders that keep their arithmetic
Build a basket across vendors and it becomes one purchase order per vendor, each with its own number, allocated so two buyers checking out at the same moment cannot collide.
Items bought by the box are entered in boxes and stored in eaches, so nothing downstream has to remember which unit a number is in.
Receiving handles partial deliveries properly: each delivery is its own receipt against the line, with its own lot and expiry, and the outstanding quantity is always ordered minus received.
- PAR report nets off what is already on order
- Build an order straight from the shortfall
- A printed PO your vendor will recognise, with lot and expiry requested
Counting
Cycle counts that cannot post the wrong variance
You enter what you physically counted. The adjustment is worked out from the record inside the transaction, so a page left open on the wall screen while someone else receives a delivery cannot apply a variance against a stale figure.
Every adjustment carries a category and a reason, so shrinkage can be totalled by cause rather than argued about.
- Count by lot, which is how stock actually sits on a shelf
- Adjustment history with the cost impact of each cause
- A reconciliation report that proves the quantities match the ledger
Reporting
Eleven reports, one source of truth
Every figure is derived from the lot rows and the movement ledger, so the PAR report and the valuation report cannot show different stock levels for the same item.
All of them print. Surgery centres file paper, and a report that only exists on a screen does not survive an audit.
- Full inventory, lot and expiry, PAR, negative quantities
- Usage by month, cost per case, item usage and traceability
- Adjustment history and ledger reconciliation
What it is not
Being clear about this saves everybody a demo.
Not an EHR
Surgi-Sys records a chart number so a case can be tied back to a patient record. It holds no clinical notes, no diagnoses and no orders, and it is not a medical device.
Not a billing system
It tells you what a case cost you in supplies. It does not code procedures or submit claims.
Not a general warehouse system
No bin locations, no pick paths, no barcode label printing. It is built for one store room and a handful of ORs.
Not a sterile processing tracker
It tracks consumables and implants, not instrument trays through autoclave cycles.
See it against your own item master
Start a trial and load your data, or send us an export and we will load it for you.