Log Theatre Consumables and Draw Down Stock

Every operation uses real supplies — sutures, dressings, gloves, and sometimes implants like a mesh or a screw. Recording what a case used is not just paperwork: in Veona it draws those items straight off the shelf from the one inventory the whole hospital shares, picking the right batch automatically. There is no separate “theatre store” to reconcile against pharmacy or central stores — log the item on the case and the on-hand count moves in the same action.

Who / when: the scrub nurse, during or just after an operation, recording what was used on the case. We’ll follow Nurse Ada logging the supplies for Mrs. Eze’s hernia repair.

The words you’ll need:

• Consumable — a single-use supply like a suture, swab or dressing that is used up during the operation.
• Implant — a device left in the patient (for example a mesh or a screw), tracked by its lot or serial number so it can be traced back to this exact patient if there is ever a recall.
• FEFO — First Expire, First Out: when more than one batch is in stock, Veona picks the one that expires soonest, so nothing is wasted by sitting past its date.

1. Scrub nurse — open the case from Theatre → Live Board or Theatre → Theatre List to reach its peri-operative record, and find the consumables and implants section.
2. Scrub nurse — add a row for each item used. Pick the item from the stock picker (a searchable list of your facility’s inventory) — for example a suture pack — or type it as free text if it is not a stocked line. Enter the quantity used.
3. Scrub nurse — for an implant, also record its lot or serial number, so the exact device is tied to Mrs. Eze’s record for traceability.
4. Scrub nurse — save the rows. For every item linked to stock, Veona draws it down from the one inventory in the same transaction: it picks the FEFO batch (or the specific lot or location if you named one), decrements the on-hand by exactly the quantity you recorded, and writes a single stock movement linked back to this case.

Note

The draw-down is atomic — recording the item and reducing the on-hand happen together, so the inventory ledger can never disagree with what theatre used. If you record 3 sutures and the shelf held 497, it now holds 494, and that movement points straight back to this case.

Caution

Get the lot or serial number of an implant right. It is what links a specific device to this patient, which is exactly what you need for a recall or a follow-up — there is no second chance to capture it once the patient leaves theatre.

Tip

A free-text item (one not picked from the stock list) is still recorded on the case for the operative account, but it does not draw down stock — only items linked to an inventory line move the on-hand. Pick from the stock picker whenever the item is one you actually carry.

What happens next

The case now carries a faithful list of everything used, each stocked item has come off the shelf from the shared inventory, and each implant is traceable to Mrs. Eze. Those movements join the signed stock movement ledger alongside every dispense and transfer in the hospital. The supplies recorded here also become part of the operative account that the surgeon signs and locks on the peri-operative record.

Follow the trail

• Previous: Schedule a Theatre Case Without Double-Booking
• Related: Sign the Peri-Operative Record
• Related: Keep a Signed Stock Movement Ledger