Instinct Stockroom is an inventory management tool integrated with Instinct EMR that allows your practice to track stock levels in real time—from receiving orders to depleting products as patients are treated. Before your practice can use Stockroom, products must be enrolled—see the Stockroom Quick Start Guide to get set up. This article provides a high-level overview of Stockroom's key features and how they work together.
Before you begin
To access Instinct Stockroom, you must have the admin_products permission in Instinct EMR. There are two access levels in Stockroom:
Practice Admin: Full access to all Stockroom functionality, including managing products, suppliers, manufacturers, users, and Analytics.
Stockroom User: Can view inventory, create stock via purchase orders, and update cycle counts.
Products dashboard
The Products dashboard gives you a real-time view of your enrolled inventory. Each product is flagged by status, so your team always knows what needs attention.
From the dashboard, you can take the following actions on any product:
Manage stock
View inventory history
Mark as backordered
Add to your Want List
Your Want List is a running list of products you need to order. Select items from the list and click Create New PO to quickly generate a purchase order.
Depletions
Depletions automatically reduce a product's quantity on hand (QoH) each time it is used during patient care—no manual adjustments needed. For depletions to work, a product must first be enrolled in Stockroom.
Depletions are triggered when:
A treatment is marked as completed on the Treatment Sheet
A prescription is dispensed to a patient
An item is logged via a One-Off
An item is added directly to the invoice
Note: Instinct Stockroom updates inventory counts in real time, ensuring your stock levels always reflect actual usage. |
Purchase orders
Purchase orders allow you to restock inventory directly within Instinct Stockroom. You can create a purchase order from the Purchase Orders page or from your Want List.
New orders are automatically saved in draft mode so you can continue adding products or adjusting quantities before submitting.
When products arrive, switch the order to Receiving mode to log:
Quantity received
Expiration date and lot number
Location allocation (e.g., split a shipment across multiple storage areas)
Once all products are accounted for, click Add Received to Inventory to update your stock. You can then close the PO or leave it open if you expect a partial shipment.
Cycle counts
Cycle counts allow your team to periodically verify and correct on-hand quantities. Use them for any enrolled product, and especially for high-turnover items like syringes, gloves, and gauze that aren't automatically depleted.
Go to Local Inventory → Cycle Counts.
Use the filters or search to narrow the list by location or inventory tag.
Update the Actual Quantity field for each product you are counting.
Add any relevant notes (e.g., damaged or expired items).
Click Update Changed Rows to set the new on-hand quantity.
Tip: Cycle count white goods (needles, syringes, exam gloves, gauze) monthly to track usage trends for items that aren't automatically depleted. |
Still need help?
Contact support via live chat or email [email protected].