VitaFlowHospital pharmacyHospital pharmacy management software
From the lot received to the patient treated, every movement is traced.
VitaFlow keeps pharmacy stock by lot, runs purchasing and ward supply, secures narcotics, organises recalls and anticipates stock-outs with a statistical engine.
Animated diagram: each dot is a unit on the move; in colour, a single lot traced end to end.
Figures taken on the 2 November 2026 version. No certification is claimed.
One chain, from purchase to patient
Every feature is described in the user guide shipped with the application, with real screenshots.
- 01SupplyPurchase orders, contracts and amendments, receipts by lot, matched invoices, returns and credit notes.
- 02StockStock by lot and warehouse, expiry dates, counts and recounts, traced corrections.
- 03DistributeWard orders, ward cabinets, back-orders, returns, transfers between establishments.
- 04NarcoticsMandatory safe, witness for adjustments, register and vigilance signals.
- 05Trace and recallNamed-patient dispensing, implants by serial number, recalls propagated across the group.
- 06SteerDashboard, alerts, targets, budget, PDF reports and scheduled e-mails.
The life of a lot, screen by screen
Five steps, five real VitaFlow screens: what the buyer, the storekeeper, the pharmacist and the ward see.
- 01
Order
The purchase order starts from a replenishment proposal. It is approved by someone other than its author, then sent to the supplier.
Purchase order and its approval path - 02
Receive
On arrival, the GS1 DataMatrix code gives the item, lot, expiry and, when present, the serial number. The lot enters stock in its warehouse.
Entry filled in by reading a GS1 code - 03
Store
Stock is computed from movements, lot by lot. Issues always propose the lot that expires first.
Stock by lot and warehouse - 04
Supply
Wards order, the pharmacist validates, ward cabinets are refilled from their count.
Ward cabinet: par levels and count - 05
Dispense
For a patient, named dispensing records the lot, the prescription and, for an implant, the serial number up to implantation.
Named-patient dispensing of a stent
Lot recall
A recalled lot: VitaFlow walks the whole chain back.
The recall starts from the lot and finds at once the supplier, remaining stock, wards supplied and patients concerned, serial numbers included. The file comes out as a PDF; in a group, the recall also opens in establishments that received the lot.
- Supplier B
- Lot STN-2407 — Active coronary stent 3.0 × 18 mm8 received
- Central pharmacy5 in stock
- Surgery3 dispensed
- DEMO-100231SN-24071001 · implanted 23/09/2026
- DEMO-100452SN-24071002 · implanted 08/10/2026
- DEMO-101120SN-24071003 · implantation to record
Example taken from the demo data shipped with VitaFlow. Fictitious patient identifiers.
Statistical analytics, explained
A dedicated R engine computes forecasts and risks. Every figure is shown with its method.
Forecast before you run out
For each item, VitaFlow identifies the demand profile and compares several methods on the history: exponential smoothing, ARIMA, Croston. Forecasts come with their 80% and 95% intervals.
Supplier lead times are measured on actual receipts. Stock-out risk and reorder point are recomputed on every stock movement.
Built for hospital groups and for the field
One establishment or several: each keeps its own data, management sees the whole.
Hospital groups
Group management compares establishments over the same period, read-only. A lot that would expire on site is offered to the establishment that will use it in time; a recall is propagated to every establishment that received the lot.
In the field
Installed on a phone, the app reads GS1 DataMatrix codes with the camera: lot, expiry, serial number and stock show up at once.
Without network it neither displays nor saves any data, and resumes by itself when the connection returns: a safety choice.
Security and privacy
Guarantees verified by automated tests, not just stated.
- PermissionsEvery API route declares its permission for each of the 9 roles; a test checks the whole matrix. Data isolated per establishment.
- Accessargon2 passwords, lockout after repeated failures, short-lived rotating tokens.
- Audit logAudit log chained with SHA-256, whose integrity can be verified from the application.
- PatientsData reduced to what is needed, readable by pharmacists and quality only; every access is recorded.
- HostingInstalled on your servers. No external resources in the interface: no trackers, fonts or third-party scripts.
What VitaFlow does not do
Current limits, stated plainly before any demonstration.
- Offline entryWithout network, no operation is saved or queued.
- Patient recordNo automatic HL7 or FHIR interface with the patient record or hospital administration: exchanges go through Excel import and exports.
- CertificationNo certification (ISO, CE marking) is claimed.
See VitaFlow with your data
Guided demonstration, migration of your data by Excel import, installation on your infrastructure.