Streamlining Medical Supply Management
Problem
A large international healthcare supplier struggled to manage its complex mix of reusable medical equipment and single‑use consumables across multiple locations. The organization relied on manual tracking methods, making it difficult to know which items were available, which were checked out, and which needed to be replenished. Reusable diagnostic equipment had to be checked out and returned, while consumable items cycled through quickly and required constant restocking.
Without a unified inventory system, teams lacked visibility into real‑time stock levels, resulting in delays, inconsistent data, and unnecessary administrative effort. As the company continued to grow and operate across several sites, the limitations of their manual processes became increasingly disruptive.
Solution
To modernize operations, the PowerApps911 team developed a custom medical supply inventory management app using Microsoft Power Apps and Dataverse. The solution provided a single, centralized system to manage the entire inventory lifecycle.
The app enabled users to check out equipment for a specified timeframe, automatically notifying the warehouse to prepare and ship the order. As equipment was returned, the system updated inventory counts in real time. Consumables could be added, edited, or retired effortlessly, ensuring the data remained accurate. Managers gained clear visibility into inventory levels across all categories and locations.
By digitizing these workflows and connecting them to a structured backend, the organization established a reliable, scalable, and easy‑to‑manage inventory system.
Impact
The new solution quickly demonstrated its value. Teams gained full visibility into what was on hand, what was in use, and what needed replenishment. Automated notifications reduced delays and made it easier for warehouse staff to prepare orders promptly. Real‑time updates improved data accuracy and reduced administrative burden, allowing employees to focus on operational and clinical priorities rather than manual tracking.
As the organization saw how effectively the system supported day‑to‑day operations, they expanded the app to additional locations. Each site was able to tailor workflows to its specific needs while still benefiting from a shared, centralized inventory framework. The result was a more consistent, reliable, and scalable approach to managing medical supplies across the business.
Broader Applicability
Any organization that manages critical inventory can benefit from a similar digital approach. Power Platform–based inventory solutions offer:
Real‑time visibility into stock across sites
Automated workflows that eliminate manual tracking and reduce errors
Scalability to support new locations, business lines, or equipment types
Customization to match existing processes rather than forcing organizational change
Digitizing inventory management reduces waste, increases accountability, and empowers teams to focus on serving customers and patients more effectively.
