How to Request Products for Your Ward
A guide for Ward Heads on how to submit a stock request when your ward needs supplies urgently.
When to Use a Ward Request
A ward request is for urgent needs — when your ward is running low on something that cannot wait for the automatic reorder cycle.
The system checks stock every 15 minutes and will automatically trigger orders when levels drop below the set threshold. But if you need something sooner, or if the threshold has not been configured for that product, submit a ward request.
Step 1: Go to the Request Page
Login as Ward Head. Go to "New Request" in the navigation.
Step 2: Search for the Product
Type at least 3 characters of the product name in the search bar. A dropdown will show matching products from the hospital's approved catalog.
If the product is not appearing, it may not be in the catalog yet. See Troubleshooting below.
Step 3: Select Quantity
Once you have found the product, enter the quantity you need. Be specific — the Purchase Manager uses this number to decide how much to order.
You can add multiple products to a single request. Tap "Add Item" to add another product to the same request.
Step 4: Submit the Request
Review the list of items and tap "Submit Request". Your request is immediately visible to the Purchase Manager in her Action Center.
You will receive a notification (within quiet hours: 07:00–22:00 IST) when the Purchase Manager reviews and acts on your request.
What Happens Next
Your request appears in the Purchase Manager's Action Center for review. She will either create a supply order based on your request, or she may contact you if she needs clarification.
You can track the status of your requests in the "Request History" section of your home screen. Statuses: Pending PM Review → Ordered → Delivered.
Troubleshooting
Problem: The product I need is not in the search results.
Solution: The product may not be in the hospital's approved product catalog. Contact your Hospital Admin and ask them to add the product. Once it is added, you will be able to find it by name.
Problem: My request was submitted but there is no update from the Purchase Manager.
Solution: Notifications are suppressed between 22:00 and 07:00 IST. If you submitted the request after 10 PM, the Purchase Manager will see it and be notified at 7 AM. For genuine emergencies, contact the Purchase Manager directly by phone.
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