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Herbal Dispensary

Manage your herbal dispensary including ingredients inventory, formula creation, and dispensing records. The dispensary module provides a complete workflow from ingredient stock through to client dispensing with full audit trail.

Feature Availability

The Dispensary is available for practices with the feature enabled in their profession configuration. It is most commonly used by naturopaths, herbalists, and traditional Chinese medicine practitioners. :::

Overview​

The Dispensary is organised into three tabs:

TabPurpose
IngredientsManage your herbal ingredient inventory
FormulasCreate and manage herbal formulas
Dispense LogRecord and track all dispensing to clients

Ingredients​

The Ingredients tab shows your current herbal inventory.

Managing Ingredients​

  1. Navigate to Clinical > Dispensary in the sidebar
  2. Select the Ingredients tab
  3. Click Add Ingredient to add a new herbal ingredient
  4. Enter the ingredient details:
    • Name (e.g., "Withania somnifera"), with optional Latin and common names
    • Ingredient type (dried herb, liquid herb, powder, granule, essential oil, nutritional, homeopathic, flower essence, or other)
    • Stock level, cost per unit, and reorder point
    • Batch number, expiry date, and TGA listing number where applicable
    • Contraindications and interactions

Stock Tracking​

Stock levels are displayed for each ingredient. When dispensing a formula, ingredient stock is automatically deducted to reflect usage. You can also record manual stock adjustments (purchases, write-offs, stocktake corrections) with a full audit trail tracking who made the adjustment and why.

Formulas​

Formulas are saved combinations of ingredients with specified proportions. They can be reused across clients or customised per prescription.

Creating a Formula​

  1. Switch to the Formulas tab
  2. Click Create Formula
  3. Name the formula (e.g., "Stress Support Blend")
  4. Add ingredients with their proportions
  5. Save the formula for future use

You can duplicate an existing formula to use as a starting point for a new one, and use the price calculator to see the total cost and suggested price based on ingredient costs and your markup.

Dispense Log​

The Dispense Log provides a complete audit trail of all dispensing activity.

Recording a Dispensing​

  1. Switch to the Dispense Log tab
  2. Click Record Dispensing
  3. Select the client
  4. Choose the saved formula to dispense (save new blends as formulas first)
  5. Enter the quantity dispensed
  6. Confirm to record the dispensing

Each entry records the client, formula, quantity, dispensing practitioner, and date for compliance and traceability.

Client Dispensing History​

View a complete history of all formulas dispensed to a specific client from their client record. This helps track what has been prescribed and when.

TGA-Compliant Dispensing Labels​

Generate dispensing labels for client formulas that meet Therapeutic Goods Administration (TGA) requirements. Labels include the formula name, ingredients, dosage instructions, and practitioner details.

Dispensing Reports​

Access dispensing history reports with revenue summaries from the dispensary. Filter by date range and practitioner to analyse dispensing patterns and revenue.

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