--- id: inventory-main-inventory title: Main Inventory reference module: inventory audience: [clinician, admin] roles: [vendor_coordinator, clinician, finance_ap, admin] type: reference estimated_minutes: 4 last_reviewed: 2026-07-08 app_route: /facility/{facility_uuid}/inventory-management related: - inventory-overview - inventory-product-catalog - inventory-amniotic-biologics-conservative - inventory-ivr-tracking - inventory-accounts-payable prerequisites: - inventory-overview tags: [inventory, UIN, main inventory, active inventory, Visit Wizard, scanning, flat view] --- # Main Inventory reference Reference the columns in the Main Inventory flat view and understand how UIN scanning in the Visit Wizard's Procedures & Supplies section links a physical unit to a patient encounter. ## What Main Inventory shows **Main Inventory** is the authoritative, real-time list of every inventory unit across all product categories at your facility. A unit appears here as soon as it is received through a category tile (**Amniotic / Advance Treatment**, **Biologics / Matrix**, **Conservative Care Products**, **PRP**, or **Ultrasonic Mist**) and carries a status through its lifecycle — from received and available, through reserved and used, to transferred, returned, or damaged. ![The Main Inventory screen showing a searchable list of all active inventory units with filters for category, status, and expiration date.](../../assets/inventory/main_inventory.png) *Main Inventory view. Use the search bar and column filters to narrow the list before selecting a unit.* ## Active Inventory flat view columns ![The active inventory flat view table showing columns UIN, LOT #, TISSUE ID, EXP DATE, SIZE, HCPCS, SKU, and STATUS with rows for multiple graft units.](../../assets/inventory/active_inventory_flat.png) *Active Inventory flat view. Each row represents one physical unit identified by its UIN.* | Column | Description | |---|---| | **UIN** | Unique Inventory Number — the system-generated identifier assigned to this specific physical unit at receiving. No two units share a UIN. This is the value scanned or entered in the Visit Wizard. | | **LOT #** | The manufacturer's lot number for this unit, as entered during receiving. Includes the product's LOT SUFFIX. | | **TISSUE ID** | Donor tissue identifier assigned by the tissue bank. Populated for amniotic and advance-treatment products; blank for biologics and conservative care products that have no tissue-bank origin. | | **EXP DATE** | Expiration date printed on the manufacturer's packaging. Units near or past expiration are flagged and blocked from selection in the Visit Wizard. Expiration is a date, not a status — an expired unit keeps its status (e.g. `Available`) but is blocked from use. | | **SIZE** | Graft dimensions or package quantity (e.g., `2×3 cm`, `5g`), as entered during receiving. | | **HCPCS** | Healthcare Common Procedure Coding System code associated with this unit. Pulled from the Product Catalog at receiving time and passed to the billing engine when the unit is applied. | | **SKU** | Stock Keeping Unit — your organization's internal product code, inherited from the Product Catalog entry. | | **STATUS** | Current state of the unit. See status values below. | ### STATUS values Each unit carries one of the following statuses through its lifecycle: | Value | Meaning | |---|---| | `Ordered` | Ordered from the vendor, not yet shipped. | | `Shipped` | Shipped by the vendor, in transit / awaiting receipt. | | `Available` | On hand and cleared for use. Selectable in the Visit Wizard. | | `Unused` | Stocked and unused (treated the same as `Available` for the in-stock view). | | `Reserved` | Held for an IVR or a scheduled wound-case visit; not yet used. | | `Hold` / `Release` | Amniotic/biologics hold-and-release control for units pending clearance. | | `Used` | Applied to a patient. The UIN links to the encounter record. | | `Transferred` | Moved to a clinician or another location. | | `Returned` | Returned to the vendor. | | `Rejected` | Rejected at receiving or review. | | `Damaged` | Damaged and removed from usable stock. | Graft units applied to a patient are recorded by UIN against the encounter, and discarded amounts are captured for CMS billing modifier JW (drug amount discarded) or JZ (no drug discarded). Document the reason whenever a unit is marked `Damaged` or `Rejected`. ## How UIN scanning works in Procedures & Supplies The **Procedures & Supplies** section of the Visit Wizard links one or more physical inventory units to the clinical encounter being documented. 1. In that section, the clinician sees a product search field and a **Scan UIN** button. 2. The clinician either scans the UIN barcode on the product packaging using a device camera or connected barcode reader, or types the UIN manually into the search field. 3. The system validates that the scanned UIN: - Exists in Main Inventory for the clinician's facility. - Has status `Available` or `Reserved`. - Has not passed its **EXP DATE**. - Has an IVR in `Approved` or `Agreed` status, if the product's category requires prior authorization. 4. If validation passes, the unit is added to the encounter's supply record. Its status updates to `Used` when the visit is signed and locked. 5. If validation fails, the system displays the specific reason (expired, wrong facility, no IVR) so the clinician can resolve it before proceeding. Do not apply a product without scanning its UIN in the Visit Wizard. Applying a graft outside the Visit Wizard breaks the chain of custody between the physical unit and the claim, which can result in audit findings and claim denials. If a device camera is unavailable, the UIN is printed on the product label and can be entered manually. Manual entry follows the same validation rules as scanning. ## Related Auto-rendered from `related:` in frontmatter.