Medical Store Operations: Model 19 GRN & Model 20 SIV

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Medical Store Operations: Model 19 GRN & Model 20 SIV within SmartERP.

Manage hospital central medical warehouse receipts using Model 19 GRN and clinical department issues using Model 20 SIV.

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2. Prerequisites & Security Access Groups#

• Required Modules: smarterp_healthcare, smarterp_clinical_core, smarterp_pharmacy
• Security Groups:
  • Healthcare Receptionist (Technical ID: smarterp_healthcare.group_medical_receptionist)
  • Physician / Attending Doctor (Technical ID: smarterp_healthcare.group_medical_doctor)
  • Pharmacy Dispenser (Technical ID: smarterp_healthcare.group_medical_pharmacist)
• Master Data Dependencies: Patient master registry (Medical Record Number - MRN), EFDA drug formulary, Ethiopian Ministry of Health (MoH) HMIS disease codes, and EHIS insurance tariffs.

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Healthcare app icon.
4. From the top navigation bar, open Healthcare → Clinical Dashboard → OPD Triage / Inpatient ADT / EMR / Pharmacy Dispensing.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Medical Record Number (MRN) (Mandatory): Unique national health identifier or generated hospital record code
   • Patient Demographics (Mandatory): Full legal name, gender, date of birth, and Kebele residential location
   • Encounter Type (Mandatory): Outpatient (OPD), Inpatient (IPD), Emergency, or Triage consultation
   • Attending Physician (Mandatory): Licensed healthcare practitioner responsible for clinical encounter
3. Configure optional operational parameters and localized tags as required:
   • Insurance Provider & Policy (Optional): EHIS CBHI/SHI policy or corporate credit contract
   • Triage Vital Signs (Optional): Blood pressure, pulse rate, respiratory rate, temperature, and SpO2
   • ICD-11 / HMIS Diagnosis Code (Optional): Standardized diagnosis category for statutory health reporting
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Reception / Triage → Consultation → Lab / Radiology → Prescription → Billing / Discharge).
• Ledger & System Impact: Patient billing registers medical service revenue, debits patient or insurance accounts receivable, and debits pharmaceutical inventory upon prescription dispensing.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

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Ethiopian Public Property Administration Framework#

Hospital pharmacies and medical warehouses in Ethiopia must comply with statutory property vouchers:

• Model 19 (Goods Receiving Note - GRN): Formal document proving physical delivery and quality acceptance of pharmaceuticals, surgical consumables, and reagents from suppliers or the Ethiopian Pharmaceuticals Supply Service (EPSS).
• Model 20 (Store Issue Voucher - SIV): Authorization document transferring pharmaceuticals and supplies from the central warehouse to hospital wards, operating theatres, laboratories, and outpatient dispensaries.

Receiving Medical Supplies via Model 19 GRN#

1. Navigate to Inventory > Operations > Receipts and select the Purchase Order.
2. Verify delivery physical documentation (Supplier Invoice, EPSS Delivery Note, Certificate of Analysis [CoA]).
3. Enter batch parameters per line item:
   • Lot / Batch Number
   • Manufacturing Date and Expiry Date
   • EFDA Registration License Number
   • Storage Condition Verification: Confirm cold-chain temperature logger readings ($2^\circ C - 8^\circ C$ for vaccines and insulin).
4. Click Validate.
5. Click Print Model 19 Voucher:
   • The system generates the standard Ethiopian Model 19 voucher containing item descriptions, batch numbers, unit costs, and receiving storekeeper signatures.

Issuing Supplies to Clinical Departments via Model 20 SIV#

1. Clinical wards submit electronic Departmental Material Requisitions (PR) for surgical gloves, gauze, syringes, and IV fluids.
2. In Inventory > Operations > Internal Transfers, review the approved requisition.
3. Pick stock from central warehouse locations using FEFO rules.
4. Click Validate Transfer.
5. Click Print Model 20 SIV Voucher:
   • The Model 20 voucher prints with sequential numbering, specifying issuing warehouse, receiving clinical unit, quantities issued, unit valuations, and issuing/receiving officer sign-offs.
   • The general ledger immediately posts:
     • Debit: Inpatient Ward Consumables Expense (610200)
     • Credit: Central Medical Supplies Inventory (120100)

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Healthcare: Generate daily MoH HMIS aggregate tally (smarterp_healthcare.ir_cron_hmis_sync): Runs daily at 23:00 to prepare DHIS2 health data summaries
  • Pharmacy: Flag expiring EFDA medicine batches (smarterp_healthcare.ir_cron_fefo_expiry): Runs daily at 06:00 to alert dispensers of lots expiring within 60 days
• Custom Print Templates & Reports:
  • Official Patient Encounter Summary & Medical Certificate
  • Electronic Prescription Order Form (Model 19 Compliant)
  • Ethiopian Health Insurance Service (EHIS) Claim Dossier
  • Daily MoH Outpatient / Inpatient Morbidity Tally Sheet
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#