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Ward Medication Administration and Stock Deduction
Ward medication administration is the process of recording that a specific medicine was given to a patient in the ward, and then deducting that quantity from the ward's held pharmacy stock. This is a two-stage workflow:
- Stage 1 — Record Administration: A nurse or clinician records that a medicine was administered to the patient at a point in time (given, not given, partially given, or refused). This creates a clinical record but does not immediately deduct stock.
- Stage 2 — Stock Settlement: At a convenient time (e.g., end of shift or end of day), ward staff bulk-deduct the administered medicines from the ward's stock in one action.
This two-stage design separates the clinical act of recording from the inventory act of stock deduction, allowing timely clinical documentation without requiring immediate stock adjustments.
Stage 1 Page: Clinical Assessment → Inward Medicines → Mark as Administered (dialog)
Stage 2 Page: Ward → Deduct Administered Medicines from Ward Stock
Stage 1 Controller: MedicationAdministrationController
Stage 2 Controller: MedicationAdministrationStockSettlementController
Stage 2 XHTML: /ward/ward_medication_administration_settle.xhtml
Privilege: InpatientClinicalAssessment
When the pharmacy issues medicines to a ward (via a porter), the ward receives them and they become ward-held stock — medicines physically present in the ward, allocated to a specific patient's admission (BHT). These medicines are tracked separately from the main pharmacy stock.
Before this feature, there was no way to formally record that ward-held medicines had been administered to the patient, and no way to reduce the ward's stock to reflect that the medicines had been used. This feature fills that gap.
Record an administration event each time a medicine is given to a patient in the ward — at the time of administration or shortly after.
- Open the patient's Inpatient Dashboard
- Go to Clinical Data → Ward Medications (or open a specific Clinical Assessment → Inward Medicines)
- In the Active Ward Medications list, find the medicine that was administered
- Click the Mark as Administered button next to that medicine
- The Record Administration dialog opens:
| Field | Required | Description |
|---|---|---|
| Stock Batch | Yes | Select the specific stock batch from which the medicine was taken. Batches are listed first-expiry-first-out (FEFO) — the batch expiring soonest appears first. Each row shows the batch number, expiry date, and available quantity. |
| Quantity | Yes | The amount administered (e.g., number of tablets, ampoules, or ml). Must not exceed the available quantity in the selected batch. |
| Status | Yes | Choose from: Given (medicine was administered as prescribed), Not Given (medicine was not administered — reason in comments), Partially Given (only part of the dose was given), or Refused (patient refused the medicine) |
| Comments | No | Free-text note (e.g., "Patient refused — tasted bitter", "Given with food", "BP was low so half dose given") |
- Click Save to record the administration event
- The administration record is saved but stock is not yet deducted — this happens in Stage 2
Note: Administration can be recorded multiple times for the same prescription (e.g., each dose of an 8-hourly medication throughout the day).
The dialog shows all available stock batches in the ward for that specific medicine, sorted by expiry date (closest expiry first). Each row displays:
- Batch No — the pharmacy batch identifier
- Expiry Date — when the batch expires
- Available Qty — how many units are still available in this batch in the ward
- Purchase Rate / Retail Rate — pricing information for reference
Select the batch that was physically used. If only one batch is available, it will be pre-selected.
If a medication administration was recorded in error:
- Locate the administration record in the patient's medication timeline
- Click the Retire (undo) button next to the record
- Enter a reason for retirement
- Click Confirm
- The record is marked as retired and will not be deducted in Stage 2
Note: Only records that have not yet had stock deducted (Stage 2) can be retired. Once stock has been deducted, the record is final and cannot be modified through the UI.
Run the stock deduction (settlement) at the end of a shift, at the end of the day, or whenever the ward needs to reconcile its physical stock with the system. This is a bulk operation — you can deduct many administration records at once.
- Navigate to the Deduct Administered Medicines from Ward Stock page (accessible from the ward's workbench or from the patient's admission profile)
- The page shows a table of Pending Administration Records — all recorded administrations for this ward that have not yet had stock deducted:
| Column | Description |
|---|---|
| Select | Checkbox to select records for deduction |
| Patient | Patient name |
| BHT No | Admission number |
| Medicine | The administered item |
| Batch No | Stock batch used |
| Quantity | Amount administered |
| Status | Given / Not Given / Partially Given / Refused |
| Administered At | When the medicine was given |
| Recorded By | Staff member who recorded the administration |
- Tick the checkbox next to each administration record you want to deduct — or use the header checkbox to select all
- Click Refresh if recent administration records are not yet visible
- Click Deduct from Ward Stock
- A confirmation dialog appears: "Deduct ward stock for the selected administration records? This cannot be undone." — click OK to proceed
- The system deducts the quantities from the ward's stock for each selected record
- Each record is marked as
stockDeducted = trueand will no longer appear in the pending list
Important: Stock deduction is permanent and cannot be undone through the UI. Double-check your selections before confirming.
The pending list shows all administration records for the current ward department (the ward you are logged into) that:
- Have
stockDeducted = false(not yet deducted) - Are not retired
- Are for patients currently admitted to this ward
Records from other wards are not visible — each ward manages its own stock deduction.
Doctor prescribes ward medication
↓
Nurse requests medicine from pharmacy (see Ward Medicine Request Workflow)
↓
Pharmacy issues medicine via porter (see Ward Medicine Request Workflow)
↓
Ward receives medicine into ward stock (see Ward Medicine Request Workflow)
↓
Nurse administers medicine to patient
↓
Nurse records administration (Stage 1 — this article)
↓
Ward staff deduct administered medicines from ward stock (Stage 2 — this article)
↓
Ward stock is reduced — physical and system stock now match
Success:
- "Administration recorded successfully" — The administration event has been saved
Warning:
- "No prescription selected" — You clicked Mark as Administered but no medicine row was active
- "This prescription has no item — cannot administer" — The prescription is incomplete
- "Insufficient stock in this batch. Available: X" — The quantity you entered exceeds what's available
Error:
- "Cannot use expired stock" — The selected batch has passed its expiry date
Success:
- "Stock deducted successfully for N records" — The selected administrations have been processed
Warning:
- "No records selected" — You clicked Deduct from Ward Stock but did not tick any records
- "Insufficient stock for [Medicine] in batch [Batch]. Required: X, Available: Y" — The ward no longer has enough stock in that batch. This can happen if another staff member deducted stock for the same batch between when you loaded the page and when you clicked Deduct. Click Refresh and try again.
- Record administrations promptly — recording at the time of administration ensures the clinical record is accurate
- Deduct stock regularly — daily or per-shift deduction keeps ward stock accurate and prevents discrepancies from accumulating
- Use the correct batch — always select the batch that was physically used to maintain accurate batch tracking
- Review before deducting — check the selected records carefully before clicking Deduct from Ward Stock, as this cannot be undone
- Use the Refresh button — before deducting, click Refresh to make sure you are seeing the latest pending records
- Coordinate with other ward staff — only one person should run the stock deduction at a time to avoid conflicts
Recording medication administration (Stage 1) requires the InpatientClinicalAssessment privilege.
Running stock deduction (Stage 2) requires the same InpatientClinicalAssessment privilege.
If you cannot see the Mark as Administered button or access the Deduct Administered Medicines from Ward Stock page, contact your system administrator.
Cause: Your user role does not have the InpatientClinicalAssessment privilege, or the medicine has not been received into ward stock yet. Solution: Ensure the medicines have been received into ward stock first (see Ward Medicine Request, Issue, and Return Workflow). If the privilege is missing, contact your administrator.
Cause: The ward has not received stock for this medicine, or the received stock has already been fully administered and deducted. Solution: Check that the ward has received the medicines. If stock is depleted, request more from the pharmacy.
Cause: The record may already have been deducted, retired, or it belongs to a different ward. Solution: Click Refresh on the deduction page. Check that the patient is still admitted to your ward.
Cause: Another staff member may have deducted stock for the same batch, reducing the available quantity. Solution: Click Refresh to reload the pending list with updated stock quantities. The record will still appear if there is remaining stock — or it will disappear if fully deducted. Adjust your selection and try again.
- Ward Medicine Request, Issue, and Return Workflow — the full pharmacy-to-ward-to-pharmacy cycle
- Inpatient EHR — Ward Medications — prescribing and managing ward medications
- Inpatient EHR — Clinical Assessment and Notes — clinical assessments where medications are prescribed
- Inpatient Admission Profile (Dashboard) — central dashboard for the admission