Medical Inventory System for SETEX MEDICAL LTD

Medical Inventory & Warehouse Management for SETEX MEDICAL LTD

Client: SETEX MEDICAL LTD (RC-1242368) - A private limited company dealing in importation, distribution, and supply of essential medical equipment, surgical supplies, drugs, and diagnostic consumables across Nigeria.

Project Overview

Dhagun Technologies was contracted by SETEX MEDICAL LTD to design, develop and deploy a full-scale Medical Inventory and Warehouse Management System to replace manual stock books and Excel sheets. The client manages over 1,000+ SKUs across multiple warehouses and needed real-time visibility, accountability, and compliance.

The Challenge

• No centralized system to track 1,248 SKUs of medical supplies
• Frequent stock-outs of critical surgical supplies and drugs
• Manual purchase orders leading to delays with 27+ active suppliers
• No barcode tracking - difficult to locate items across warehouses
• Lack of expiry tracking for drugs & consumables
• No audit trail for stock transfers and usage

Our Solution - Features Deployed

1. Centralized Inventory Dashboard

Real-time overview: Total SKUs 1,248 (+42 last month), Total Items in Stock 2,148, Low Stock Alerts 32 (8 critical), Pending Purchase Orders 14 (₦1.24M value), Active Suppliers 27. Live updated with timestamp.

2. Category-wise Management

• PPE & Consumables (420 items)
• Diagnostic Equipment (280 items)
• Surgical Instruments (190 items)
• Monitoring Devices (145 items)
• Respiratory Equipment (110 items)
• Drugs & Medications with NAFDAC batch & expiry tracking

3. Barcode & QR Scanner System

Integrated mobile app with barcode scanner. Scan to add/retrieve items instantly. Example: SC-8472936102 Surgical Mask Box of 50 - Stock: 124 units - Location: Cabinet A-12. Supports Torch mode and offline scanning.

4. Low Stock Alerts & Automation

Smart alerts: Sterile Gloves Size M - 12 remaining (Threshold 50) - CRITICAL, Amoxicillin 500mg - 5 remaining (Threshold 20) - LOW, Wheelchair Foldable - 2 remaining (Threshold 5) - LOW. Auto-generate restock reports and purchase orders.

5. Warehouse Management

Multi-warehouse support: Main Warehouse - 1,050/1,350 units (78% Capacity - Operational), Cold Storage - 310/500 units (62% Capacity). Stock transfer with reference TRF-00452, status tracking (In Transit), and location mapping.

6. Supplier & Procurement

Supplier database, Purchase Order management (PO-88123 Approved - 50x Surgical Masks - ₦85,000), approval workflows, delivery tracking, and supplier performance analytics.

7. Medical Equipment Tracking

Equipment lifecycle: Portable Ventilator (12 In Stock), Digital Defibrillator (5 Low Stock), Infusion Pump (18 In Stock), Surgical Tool Kit (3 Maintenance). Status: In Stock, Low Stock, Maintenance, Out of Service with pie chart breakdown (68% In Stock, 18% Low Stock).

8. Analytics & Reporting

Stock Level Trend (Last 30 Days) line graph, Inventory by Category bar charts, Recent Activity logs, Export CSV, Generate Restock Report, Inventory Value: $124,380 USD.

Technology Stack

• Frontend: React + TypeScript, PWA for mobile scanning
• Backend: Laravel / Node.js, REST API
• Database: MySQL with SKU indexing
• Hardware Integration: Barcode scanners, Bluetooth printers
• Security: Role-based access (Admin - Medical Ops, Warehouse Manager, Procurement), Audit logs, FDA & ISO 13485 compliance readiness

Result & Impact

• ✅ 90% reduction in manual stock-taking time
• ✅ Zero critical stock-outs in first 3 months after deployment
• ✅ 14 pending purchase orders tracked with ₦1.24M value visibility
• ✅ 32 low-stock alerts preventing emergency shortages
• ✅ Full traceability from supplier to warehouse to dispatch
• ✅ Mobile scanning enabled warehouse staff to process 265 units in minutes

"Dhagun Technologies built us a system that finally gives us control over our medical inventory. From surgical gloves to ventilators, we can now track everything in real-time."