ERP Solutions for Healthcare Operations Connect healthcare procurement, inventory and operations.
Bring procurement, stores, supplier and asset records, and accounting into one connected back-office workflow that sits alongside your clinical systems.
Step 01 of 06
Material Request
Department requirement
- Team
- Departments
- Comes from
- Start of flow
- Leads to
- Purchase Order
Overview
Behind patient care, clinics, hospitals, diagnostic centres and other healthcare organisations run a substantial back office: buying consumables and supplies, keeping stores stocked, maintaining equipment records, and paying suppliers. These activities are often managed in separate spreadsheets or standalone tools that do not share data.
Spiralcode implements ERPNext for these operational and financial workflows — procurement, inventory, supplier records, asset records and accounting. This is a back-office system. It is not a hospital information system or an electronic health record, and it is intended to sit alongside the clinical systems you already use.
Common challenges
Back-office challenges in healthcare operations
These challenges concern operations and finance rather than clinical care. They are common in organisations that have grown department by department.
Limited visibility into stock and supplies
Central stores and department sub-stores keep separate records, so it is hard to see total stock of a consumable, what is close to expiry, or what each department has used.
Procurement and supplier records managed separately
Requests, quotations, purchase orders and supplier details sit in email, paper files and spreadsheets, making approval history and supplier comparison difficult.
Asset and maintenance information spread across systems
Equipment purchase details, locations, custodians and maintenance history are recorded in different places, or not at all.
Financial and operational records difficult to reconcile
Purchases, stock movements and supplier payments are recorded separately from accounts, so month-end reconciliation is slow and error-prone.
Limited view of purchasing and inventory activity
Management cannot easily see spend by department, supplier or category, or how stock levels are moving over time.
Industry focus
What this solution covers, and what it does not
Healthcare organisations rely on specialised clinical systems. It is important to be clear about where an operations ERP fits and where it does not.
Standard ERPNext workflows
In scope: back-office operations
- Procurement of consumables, supplies and equipment
- Inventory across central and department stores
- Supplier records and purchase history
- Asset register and maintenance records
- Accounting, payables and operational reporting
Outside this offering
Not included
- Patient registration, records or electronic health records
- Clinical workflows, prescriptions or diagnostics
- Medical-device integrations
- Claims that a system makes your organisation compliant with healthcare regulations
If you need to exchange data with an existing hospital or clinic management system, the feasibility, data involved and responsibilities are assessed case by case during scoping.
Connected workflow
How procurement, inventory and finance connect
This workflow covers the operational side of supplies and assets. Approval steps between stages can be configured to match your organisation's purchasing policy.
Step 01
Departments or stores raise material requests for consumables, supplies or equipment. Reorder levels can also generate requests automatically for regularly used items.
- Material Request
Next: Process purchase orders
Step 02
Purchasing compares supplier quotations where needed and raises purchase orders, with approval workflows configured for value or category thresholds.
- Supplier Quotation
- Purchase Order
Next: Receive goods and update inventory
Step 03
Goods are received into stores against the purchase order. Batch and expiry details can be recorded for items configured to track them, and stock is then issued to departments.
- Purchase Receipt
- Batch
- Stock Entry
Next: Maintain supplier and asset records
Step 04
Supplier details are kept in one place with their purchase history. Equipment can be registered as assets with location, custodian and maintenance schedules.
- Supplier
- Asset
- Asset Maintenance
Next: Record expenses and invoices
Step 05
Supplier invoices are matched to purchase orders and receipts, and other operational expenses are recorded, creating the corresponding accounting entries.
- Purchase Invoice
- Payment Entry
Next: Review financial and operational reports
Step 06
Spend, stock, supplier and asset reports are produced from the same transactions, by department or cost centre where configured.
- Reports
ERP capabilities
Back-office ERP capabilities for healthcare organisations
The capabilities below are standard ERPNext features applied to healthcare operations. They do not include clinical, patient or medical-device functionality.
01
Buy supplies with control
Procurement with clear requests, approvals and history.
- Material requests from departments and stores
- Supplier quotations and comparison
- Purchase orders with configurable approval workflows
- Supplier records with purchase history
02
Keep stores stocked
Inventory across central and department stores.
- Multiple warehouses for central and sub-stores
- Reorder levels for regularly used items
- Batch and expiry tracking for items configured to use it
- Stock issues to departments and consumption reporting
03
Track equipment and assets
Asset records, where applicable to your organisation.
- Asset register with location and custodian
- Asset movement between locations
- Maintenance schedules and maintenance logs
- Depreciation schedules in accounts
04
Keep finance aligned with operations
Accounting that follows purchasing and stock activity.
- Purchase invoices matched to orders and receipts
- Payables and supplier payments
- Cost centres for departments or locations
05
Control access and integrate
Permissions and connections configured to your needs.
- Role-based permissions for users and departments
- Approval workflows configured per document type
- REST APIs for integrations with existing systems, where supported and scoped
Implementation
Our implementation approach for healthcare organisations
Before proposing a scope, we need to understand your operating model and the systems already in place, and agree how data access and handling obligations will be met.
- 1
Understand the operating model
We map departments, stores, purchasing authority and approval rules, and how supplies and equipment are managed today.
- 2
Review existing systems and integrations
We identify the clinical and administrative systems in use, what data — if any — needs to be exchanged, and whether integration is feasible.
- 3
Define access and data handling
User roles, permissions, hosting and data-handling responsibilities are agreed with your management and IT teams before configuration.
- 4
Configure, train and go live
Procurement, stores, asset and accounts workflows are configured and tested, followed by training and support after go-live.
What we assess before scoping
These answers shape the scope, the configuration and any integration or custom work.
- Organisation type, locations and departments
- Central and department stores, and how stock is issued
- Purchasing authority, approval levels and supplier management
- Equipment and assets that need to be tracked
- Existing clinical and administrative systems
- User access requirements and data-handling obligations
- Hosting preferences and IT policies
Frequently Asked Questions
No. This offering covers back-office operations such as procurement, inventory, supplier records, assets and accounting. It does not include patient records, electronic health records or clinical workflows, and is intended to work alongside the clinical systems you already use.
Yes. In ERPNext, material requests, purchase orders, goods receipts and stock issues are linked records, so purchasing decisions can be based on current stock levels across central and department stores.
ERPNext provides APIs that can be used for integrations, but whether an integration with a specific hospital, clinic or laboratory system is feasible depends on that system and the data involved. We assess this case by case and do not assume an integration exists.
You should consider who needs access to which records, how approvals are controlled, where the system will be hosted, and any obligations your organisation has for handling data. These are agreed with your management and IT teams before configuration.
We start by mapping your departments, stores, purchasing process, assets and existing systems. From this we define which back-office workflows will be implemented, what configuration is needed, and whether any integration or custom development is required.
Start with a conversation
Discuss your healthcare back-office requirements
Tell us how procurement, stores, assets and finance are managed in your organisation today. We will explain what an operations ERP could cover and where it would sit alongside your existing systems.
Or call +91 8590041414