Medical consumable management system and method based on intelligent expiry date manager

Abstract

The invention discloses a medical consumable management system and method based on an intelligent expiry date manager, and belongs to the technical field of medical consumable management. The medical consumable management system comprises the intelligent expiry date manager and a mobile terminal; an intelligent expiry date manager is added between a traditional storage cabinet and a spreadsheet, so that real-time bidirectional association of physical consumables and electronic information is realized, and each batch of consumables has independent identifiable marks and active early warning capability; on the basis of low-power-consumption Bluetooth communication and an acousto-optic prompt mechanism, the system can automatically remind the consumables in the recent expiration period, the current inventory number of the consumables and the target consumables can be quickly positioned, and the manual patrol and search burden is greatly reduced; on the premise that a complex WMS does not need to be deployed, an intelligent consumable management system which is low in cost, extensible and adaptive to the current situation of a department can be constructed, the problems of multi-batch mixing, valid period management lagging, low searching efficiency, data asynchronization and the like are fundamentally solved, and the safety, timeliness and working efficiency of consumable management are remarkably improved.

Description

Technical Field

[0001] This invention relates to the field of medical consumables management technology, specifically to a medical consumables management system and method based on an intelligent expiration date manager. Background Technology

[0002] In medical institutions, especially in the anesthesiology and surgical departments of county-level and lower-level primary hospitals, a large number of disposable high-value and low-value medical consumables are used in daily clinical activities, such as surgical electrodes, disposable trocars, disposable general anesthesia endotracheal intubation kits, arteriovenous puncture kits, and laparoscopic cutting and anastomosis devices. To ensure the smooth operation of clinical work, consumables are usually managed using a "baseline replenishment" model, that is, several storage cabinets are set up in the department, and consumables are placed according to a fixed quantity and fixed category, with medical staff replenishing them daily according to usage. However, in the absence of dedicated storage rooms and full-time consumable management personnel, this approach generally faces the following technical problems.

[0003] In the daily management of consumables in the anesthesia and surgery department, due to the lack of an independent warehouse and dedicated management personnel, a large number of consumables have to be stored in multiple locked lockers, and the basic inventory is maintained by replenishing them daily. However, when replenishing consumables, different batches of consumables are mixed and placed in the same locker, resulting in multiple expiration dates of the same consumable often existing together, leading to management chaos and difficulties in allocation.

[0004] In grassroots hospitals with unmanaged secondary warehouses, anesthesia and surgery departments still rely on manual methods to check the expiration dates of consumables. However, due to the large variety, batches, and quantities of consumables, manual inspection is not only time-consuming and labor-intensive, but also prone to omissions. This results in consumables nearing their expiration date not being processed in a timely manner, and there is even a significant medical safety hazard of expired consumables being mixed into the clinical use process.

[0005] In addition, due to the wide variety of consumables and the fact that the same name may have multiple specifications and models, and there is no system linkage, medical staff often have to repeatedly search for a specific consumable in multiple lockers in emergency situations, which seriously affects the efficiency of retrieval and may even affect the timeliness of rescue.

[0006] Although some departments have tried using Excel spreadsheets to record the names, quantities, and expiration dates of consumables, such static records cannot be synchronized with the actual physical status of consumables in real time. After consumables are replenished or used, the spreadsheets often cannot be updated in a timely manner, resulting in information lag and unreliability, which further reduces the accuracy of management.

[0007] In summary, the existing consumables management methods urgently need improvement, especially in terms of significant technical deficiencies such as mixed expiration dates of multiple batches, reliance on manual expiration date management, low efficiency in consumables retrieval, and the inability to link information records with physical items. Summary of the Invention

[0008] The purpose of this invention is to provide a medical consumables management system and method based on an intelligent expiration date manager, which solves the problems of mixed expiration dates of multiple batches, reliance on manual expiration date checks, low efficiency in consumables retrieval, and inability of information records to be linked with the actual physical status of consumables in the existing medical consumables management process.

[0009] To solve the above-mentioned technical problems, the present invention adopts the following technical solution: The first objective of this invention is to provide a medical consumables management system based on an intelligent expiration date manager, comprising: Multiple intelligent expiration date managers, each configured to accommodate consumables of a single variety and with a single expiration date batch; each intelligent expiration date manager integrates a control unit, a Bluetooth communication module, and an audible and visual alarm device; the audible and visual alarm device includes LEDs capable of emitting at least two different colors of light; The mobile terminal is equipped with an application that can process spreadsheet files. The spreadsheet files are bound to a specific physical locker and record information about consumables stored in the locker, the current inventory quantity of the consumables, and the identification information of the smart expiration date manager corresponding to each consumable. The mobile terminal is configured as follows: Establish a connection and communicate with one or more of the aforementioned smart expiration date managers via Bluetooth communication protocol; Based on the consumable expiration information recorded in the spreadsheet file and the preset alarm rules, a judgment is made, and an alarm command is sent to the smart expiration manager corresponding to the consumable that meets the alarm conditions to trigger the audible and visual alarm device; the alarm command includes a near-expiration alarm command and a low-stock alarm command; when the audible and visual alarm device receives a near-expiration alarm command, it triggers an orange light to flash; when it receives a low-stock alarm command, it triggers a red light to flash. In response to a user's input request to find consumables, the system locates the target consumable record in the spreadsheet file and sends a search command to the smart expiration date manager associated with it, thereby triggering the audible and visual alarm device. At this time, the audible and visual alarm device triggers a flashing blue light.

[0010] A further technical solution is that the system also includes a QR code corresponding to each of the lockers; the QR code is associated with an electronic spreadsheet file of the locker; the mobile terminal accesses and opens the corresponding electronic spreadsheet file by scanning the QR code.

[0011] A further technical solution is that each of the intelligent expiration date managers has a unique device identification code; the identification information recorded in the spreadsheet file is the device identification code, which is used to establish a one-to-one correspondence between consumable information and physical managers.

[0012] A further technical solution is that the application running on the mobile terminal is a general office software; and the spreadsheet file is a file format supported by the general office software.

[0013] A further technical solution is that the mobile terminal is also configured to: update the current inventory quantity of the corresponding consumable in the spreadsheet file in response to the requisition or replenishment operation of consumables; and automatically determine that the consumable meets the low inventory warning condition when the current inventory quantity is lower than the preset minimum inventory threshold.

[0014] By adding an intelligent expiration date manager between traditional lockers and spreadsheets, real-time two-way correlation between physical consumables and electronic information is achieved, enabling each batch of consumables to have independent identifiable markings and proactive early warning capabilities. Relying on low-power Bluetooth communication and an audio-visual prompt mechanism, the system can automatically remind users of consumables nearing their expiration date and quickly locate target consumables, significantly reducing the burden of manual inspection and searching. Without deploying a complex WMS system, a low-cost, scalable, and adaptable intelligent consumables management system can be built, fundamentally solving problems such as mixed storage of multiple batches, lagging expiration date management, low search efficiency, and data asynchrony, significantly improving the security, timeliness, and work efficiency of consumables management.

[0015] The second objective of this invention is to provide a management method for a medical consumables management system based on an intelligent expiration date manager, comprising the following steps: S1. Initialization configuration steps: Create a separate spreadsheet file for each locker and generate a corresponding QR code; Consumables of the same type and with the same expiration date are placed together in the same intelligent expiration date manager; On the mobile terminal, the corresponding spreadsheet file is opened by scanning the QR code, and each of the smart expiration date managers placed in the locker is searched and bound via Bluetooth. Then, the detailed information of the consumables, the inventory base and the identification information of the smart expiration date manager bound to them are entered into the spreadsheet file. S2. Shelf life and baseline monitoring and early warning procedures: The mobile terminal automatically calculates the difference between the expiration date of each consumable and the current date based on data in the spreadsheet file, and compares the current inventory quantity with the preset minimum inventory threshold. When any of the following warning conditions are met, the mobile terminal sends a corresponding warning instruction to the corresponding smart expiration date manager via Bluetooth: a) If the difference between the expiration dates reaches or falls below the preset alarm threshold, a near-expiration warning command will be sent; b) If the current inventory level is lower than the preset minimum inventory threshold, send a low inventory warning command; Upon receiving the warning instruction, the intelligent expiration date manager activates the audible and visual alarm device and causes its LED lights to flash in the corresponding colors: orange when receiving a near-expiration warning instruction and red when receiving a low-stock warning instruction. S3. Quick steps for finding and locating consumables: The user enters or selects the name of the consumable to be searched in the spreadsheet file interface of the mobile terminal; The mobile terminal locates the record of the consumable in the spreadsheet file and sends a search command to the smart expiration date manager bound to it via Bluetooth; Upon receiving a search command, the intelligent expiration date manager activates the audible and visual alarm device, causing its LED to flash blue to guide the user to quickly locate the target consumable. S4. Steps for dynamically updating information: When consumables are issued, replenished, or their expiration dates change, users can directly update the corresponding data in the spreadsheet file on the mobile terminal to maintain the accuracy of inventory and expiration date information.

[0016] Compared with the prior art, the beneficial effects of the present invention are: This method, through the coordinated implementation of steps such as consumable initialization binding, automatic expiration date monitoring and early warning, intelligent search and location, and dynamic data updates, enables real-time linkage between electronic records and actual consumables. It fundamentally solves the management chaos caused by mixed expiration dates from multiple batches, eliminates the high time consumption and high omission rate of traditional manual inventory, and significantly improves the timeliness of identifying and processing consumables nearing their expiration date. Simultaneously, triggering the intelligent expiration date manager's audio-visual prompts via Bluetooth commands enables rapid and accurate location of consumables, greatly improving clinical retrieval efficiency. The entire method requires no complex information system support, achieving low-cost, highly reliable intelligent consumable management, comprehensively improving the efficiency of consumable expiration date management, security management, and search processes. Attached Figure Description

[0017] Figure 1 This is a flowchart illustrating the management method of the medical consumables management system according to an embodiment of the present invention. Detailed Implementation

[0018] To make the objectives, technical solutions, and advantages of this invention clearer, the invention will be further described in detail below with reference to the accompanying drawings and embodiments. It should be understood that the specific embodiments described herein are merely illustrative and not intended to limit the invention.

[0019] Example: like Figure 1As shown, the present invention provides a medical consumables management system based on an intelligent expiration date manager, which consists of an intelligent expiration date manager, a mobile terminal, and QR code labels.

[0020] The intelligent expiration date manager uses a low-power Bluetooth chip (such as the nRF52832) as its core control unit, integrating RGB LEDs, a buzzer, and a vibration motor. It is powered by a button battery and has multiple alarm capabilities including sound, light, and touch. Each manager is pre-configured with a unique MAC address as its device identification code at the factory.

[0021] The mobile terminal is a mobile phone or tablet computer with common office software (such as Microsoft Excel) installed.

[0022] The QR code label is affixed to the surface of each locker and associated with an Excel spreadsheet file stored locally or in the cloud.

[0023] The implementation process of this system is as follows: First, the system is initialized and bound. The administrator categorizes consumables of the same type and expiration date into the same smart expiration date manager. Then, by scanning the QR code on the locker with a mobile terminal, the administrator opens the corresponding Excel spreadsheet, uses Bluetooth scanning to bind the MAC address of each manager in the locker, and enters the consumable name, expiration date, and inventory quantity in the spreadsheet, and sets expiration date and inventory warning thresholds.

[0024] After the system enters daily monitoring, the mobile terminal uses VBA macros or plugins embedded in Excel to periodically and automatically verify consumable data. When the expiration date of a consumable is nearing its threshold, the terminal sends a near-expiration warning command to the corresponding manager via Bluetooth, and the manager then triggers an orange light flashing and a buzzer sound. When the inventory quantity is below the minimum threshold, a low-stock warning command is sent, the manager triggers a red light flashing, and simultaneously starts a buzzer and vibration, realizing a multi-mode strong alarm.

[0025] When quick location of consumables is needed, the user enters the name of the target consumable in the search box of an Excel spreadsheet and performs a search. The mobile terminal sends a command to the bound manager via Bluetooth. Upon receiving the command, the manager triggers a solid blue light and a beeping sound, guiding personnel to quickly locate the consumable.

[0026] After consumables are issued or replenished, users need to update the inventory data in an Excel spreadsheet in a timely manner. To achieve data synchronization across multiple terminals, this Excel file can be stored in the cloud and synchronized and backed up using automated workflow tools (such as Microsoft Power Automate) to ensure the consistency and accuracy of inventory information throughout the hospital.

[0027] By adding an intelligent expiration date manager between traditional lockers and spreadsheets, real-time two-way correlation between physical consumables and electronic information is achieved, enabling each batch of consumables to have independent identifiable markings and proactive early warning capabilities. Relying on low-power Bluetooth communication and an audio-visual prompt mechanism, the system can automatically remind users of consumables nearing their expiration date and quickly locate target consumables, significantly reducing the burden of manual inspection and searching. Without deploying a complex WMS system, a low-cost, scalable, and adaptable intelligent consumables management system can be built, fundamentally solving problems such as mixed storage of multiple batches, lagging expiration date management, low search efficiency, and data asynchrony, significantly improving the security, timeliness, and work efficiency of consumables management.

[0028] Another objective of this invention is to provide a management method for a medical consumables management system based on an intelligent expiration date manager, comprising the following steps: S1. Initialization configuration steps: Create a separate spreadsheet file for each locker and generate a corresponding QR code; Consumables of the same type and with the same expiration date are placed together in the same intelligent expiration date manager; On the mobile terminal, the corresponding spreadsheet file is opened by scanning the QR code, and each of the smart expiration date managers placed in the locker is searched and bound via Bluetooth. Then, the detailed information of the consumables, the inventory base and the identification information of the smart expiration date manager bound to them are entered into the spreadsheet file. S2. Shelf life and baseline monitoring and early warning procedures: The mobile terminal automatically calculates the difference between the expiration date of each consumable and the current date based on data in the spreadsheet file, and compares the current inventory quantity with the preset minimum inventory threshold. When any of the following warning conditions are met, the mobile terminal sends a corresponding warning instruction to the corresponding smart expiration date manager via Bluetooth: a) If the difference between the expiration dates reaches or falls below the preset alarm threshold, a near-expiration warning command will be sent; b) If the current inventory level is lower than the preset minimum inventory threshold, send a low inventory warning command; Upon receiving the warning instruction, the intelligent expiration date manager activates the audible and visual alarm device and causes its LED lights to flash in the corresponding colors: orange when receiving a near-expiration warning instruction and red when receiving a low-stock warning instruction. S3. Quick steps for finding and locating consumables: The user enters or selects the name of the consumable to be searched in the spreadsheet file interface of the mobile terminal; The mobile terminal locates the record of the consumable in the spreadsheet file and sends a search command to the smart expiration date manager bound to it via Bluetooth; Upon receiving a search command, the intelligent expiration date manager activates the audible and visual alarm device, causing its LED to flash blue to guide the user to quickly locate the target consumable. S4. Steps for dynamically updating information: When consumables are issued, replenished, or their expiration dates change, users can directly update the corresponding data in the spreadsheet file on the mobile terminal to maintain the accuracy of inventory and expiration date information.

[0029] This method achieves real-time linkage between electronic records and actual consumables through the coordinated implementation of steps such as consumable initialization binding, automatic expiration date monitoring and early warning, intelligent search and location, and dynamic data updates. It fundamentally solves the management chaos caused by mixed expiration dates from multiple batches, eliminates the high time consumption and high omission rate of traditional manual inventory, and significantly improves the timeliness of identifying and processing consumables nearing their expiration date. At the same time, the method triggers the intelligent expiration date manager's audio-visual prompts via Bluetooth commands, enabling rapid and accurate location of consumables and greatly improving clinical retrieval efficiency. The overall method does not require the support of complex information systems, and can achieve low-cost, high-reliability intelligent consumable management, comprehensively improving the efficiency of consumable expiration date management, security management, and search processes.

[0030] Although the invention has been described herein with reference to several illustrative embodiments, it should be understood that many other modifications and implementations can be devised by those skilled in the art, which will fall within the scope and spirit of the principles disclosed herein. More specifically, various variations and modifications can be made to the components and / or layout of the subject matter arrangement within the scope of the disclosure, drawings, and claims. Besides variations and modifications to the components and / or layout, other uses will be apparent to those skilled in the art.

Claims

1. A medical consumables management system based on an intelligent expiration date manager, characterized in that, include: Multiple intelligent expiration date managers, each configured to accommodate consumables of a single variety and with a single expiration date batch; each intelligent expiration date manager integrates a control unit, a Bluetooth communication module, and an audible and visual alarm device; the audible and visual alarm device includes LEDs capable of emitting at least two different colors of light; The mobile terminal is equipped with an application that can process spreadsheet files. The spreadsheet files are bound to a specific physical locker and record information about consumables stored in the locker, the current inventory quantity of the consumables, and the identification information of the smart expiration date manager corresponding to each consumable. The mobile terminal is configured as follows: Establish a connection and communicate with one or more of the aforementioned smart expiration date managers via Bluetooth communication protocol; Based on the consumable expiration information recorded in the spreadsheet file and the preset alarm rules, a judgment is made, and an alarm command is sent to the intelligent expiration manager corresponding to the consumable that meets the alarm conditions to trigger the audible and visual alarm device; the alarm command includes a near-expiration alarm command and a low-stock alarm command; when the audible and visual alarm device receives a near-expiration alarm command, it triggers an orange light to flash; when it receives a low-stock alarm command, it triggers a red light to flash. In response to a user's input request to find consumables, the system locates the target consumable record in the spreadsheet file and sends a search command to the smart expiration date manager associated with it, thereby triggering the audible and visual alarm device. At this time, the audible and visual alarm device triggers a flashing blue light.

2. The medical consumables management system based on an intelligent expiration date manager according to claim 1, characterized in that: The system also includes a QR code corresponding to each locker; the QR code is associated with an electronic spreadsheet file for that locker; the mobile terminal accesses and opens the corresponding electronic spreadsheet file by scanning the QR code.

3. The medical consumables management system based on an intelligent expiration date manager according to claim 1, characterized in that: Each of the aforementioned smart expiration date managers has a unique device identification code; the identification information recorded in the spreadsheet file is the device identification code, used to establish a one-to-one correspondence between consumable information and physical managers.

4. A medical consumables management system based on an intelligent expiration date manager according to claim 1, characterized in that: The application running on the mobile terminal is a general office software; the spreadsheet file is a file format supported by the general office software.

5. A medical consumables management system based on an intelligent expiration date manager according to claim 1, characterized in that: The mobile terminal is also configured to: update the current inventory quantity of the corresponding consumable in the spreadsheet file in response to the requisition or replenishment of consumables; and automatically determine that the consumable meets the low inventory warning condition when the current inventory quantity is lower than the preset minimum inventory threshold.

6. A management method for a medical consumables management system based on an intelligent expiration date manager according to any one of claims 1-5, characterized in that: Includes the following steps: S1. Initialization configuration steps: Create a separate spreadsheet file for each locker and generate a corresponding QR code; Consumables of the same type and with the same expiration date are placed together in the same intelligent expiration date manager; On the mobile terminal, the corresponding spreadsheet file is opened by scanning the QR code, and each of the smart expiration date managers placed in the locker is searched and bound via Bluetooth. Then, the detailed information of the consumables, the inventory base and the identification information of the smart expiration date manager bound to them are entered into the spreadsheet file. S2. Shelf life and baseline monitoring and early warning procedures: The mobile terminal automatically calculates the difference between the expiration date of each consumable and the current date based on data in the spreadsheet file, and compares the current inventory quantity with the preset minimum inventory threshold. When any of the following warning conditions are met, the mobile terminal sends a corresponding warning instruction to the corresponding smart expiration date manager via Bluetooth: a) If the difference between the expiration dates reaches or falls below the preset alarm threshold, a near-expiration warning command will be sent; b) If the current inventory level is lower than the preset minimum inventory threshold, send a low inventory warning command; Upon receiving the warning instruction, the intelligent expiration date manager activates the audible and visual alarm device and causes its LED lights to flash in the corresponding colors: orange when receiving a near-expiration warning instruction and red when receiving a low-stock warning instruction. S3. Quick steps for finding and locating consumables: The user enters or selects the name of the consumable to be searched in the spreadsheet file interface of the mobile terminal; The mobile terminal locates the record of the consumable in the spreadsheet file and sends a search command to the smart expiration date manager bound to it via Bluetooth; Upon receiving a search command, the intelligent expiration date manager activates the audible and visual alarm device, causing its LED to flash blue to guide the user to quickly locate the target consumable. S4. Steps for dynamically updating information: When consumables are issued, replenished, or their expiration dates change, users can directly update the corresponding data in the spreadsheet file on the mobile terminal to maintain the accuracy of inventory and expiration date information.

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