Example workflow Healthcare

How a Clinic Can Count Its Supply Room and Send a Reorder List

Scan each product on the shelf, type how many are there, and send the list to purchasing. The file shows the product name and the quantity for every line.

This page shows how DataScan can be set up for this task. It is an illustration, not a report about a specific customer. All codes and values on it are examples.

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Clinic staff member in scrubs scanning a supply box with an iPhone in a supply room

The problem

Gloves, dressings, syringes and test kits run out at the worst moment. In many practices and clinics the supply room is checked by eye, the reorder list is a note on the door, and the person who orders has to guess which size or variant was meant.

A regular count fixes that, but counting with paper means writing product names by hand and typing the list again for the order. Small differences between similar products get lost on the way.

Every package already carries a barcode that identifies the exact product. Scanning it and typing the quantity on the shelf turns the count into a clean list that purchasing can work from directly.

The setup

Single Value Scan records each barcode with the quantity you type. An optional product list shows the product name after each scan and adds it to the file.

Scan mode Single Value Scan
Quantity Input Label On shelf, or Order qty if you record what to reorder
Total Quantity Column Header On shelf
Lookup data (optional) Your product list as a comma-separated CSV: barcode first, then product name, article number, supplier
Enable Cross-Reference On, so the product name is shown after each scan
Cross-reference with Lookup Data On, so product name, article number and supplier are added to the export
Summarize Quantities On, so a product stored in two places appears once with its total
Email Default Recipient set to purchasing, with the room name in the subject

Step by step

  1. Import the product list Export your product list from your ordering system or spreadsheet as CSV with the barcode first, and import it in Lookup Scan.
  2. Count shelf by shelf Open Single Value Scan, scan each product and type the quantity on the shelf. The product name is shown after each scan, so you confirm size and variant as you go.
  3. Review the list The scan list shows every line with the running total. A line scanned by mistake is removed with a swipe and scanned again.
  4. Send it to purchasing Export the count as CSV or Excel and send it by email to the preset recipient, or save it to Files.
  5. Order from the file Purchasing sorts the file by supplier and compares the quantities with the minimum stock in the spreadsheet to build the order.

What you get out

With Summarize Quantities and cross-reference on, each product becomes one row:

Column Example value What it holds
Barcode 04046719303511 The product barcode from the package
On shelf 12.0 All quantities typed for this product, added up, under the header name you chose
Scan Count 2 How many times the product was scanned
First Scan 2026-03-14 08:10 When the product was first counted
Last Scan 2026-03-14 08:24 When it was last counted
Product Name Nitrile gloves, size M From your product list; further columns of your list follow

The product list columns carry the header names of your own CSV, for example Article No and Supplier.

Fits well if…

  • Your supplies carry manufacturer barcodes, as most medical consumables do.
  • You count the supply room regularly and order from the count.
  • Purchasing works with a spreadsheet or can import a CSV file.
  • You want product names and quantities in one file, without typing.

Count One Cabinet This Week

Import your product list, count one cabinet, and send the file to purchasing. The free trial includes every feature.

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