Healthcare

Medical Supplies Management on DingTalk

Scan-to-request on DingTalk with multi-level approval; HIS orders deduct department stock automatically while the legacy MSSQL system keeps running.

LiveHealthcareMid-size projectPC · DingTalk mini app

Client: Community hospital / primary care centerUndisclosed by agreement
Industry: Healthcare
Platforms: PC · DingTalk mini app
Scale: Mid-size project · 2022

01Background

A community hospital with many departments and long approval chains handled requisitions, transfers and write-offs of medical consumables and equipment through a desktop-only legacy system and paper sign-offs. HIS billing was not linked to stock issues, so the central store had numbers while departments had none. The hospital needed a system staff could use inside DingTalk, running alongside HIS and the legacy MSSQL inventory database.

Client: Community hospital / primary care center
Users: Clinical staff, supply managers, hospital leadership
Platforms: DingTalk mini program · PC admin
Deployment: On-premises Linux server, intranet access

02Challenges

1Desk-bound requests

The legacy system was desktop-only, so staff had to walk to a fixed PC to request supplies.

2Opaque approvals

Paper or offline sign-offs had no visible status, and requests slipped through.

3Stock mismatch

The central store kept counts, departments kept none, and HIS billing never touched inventory.

4Duplicate records

Old and new systems kept separate item masters with different codes; lots and expiry were hard to trace.

Staff want mobile requests, logistics wants accurate stock, and the old system can’t simply be switched off.

03Solution

Shanku built a three-part system — DingTalk mini program, PC admin and backend services — with DingTalk as the single entry point. MySQL runs the new business data while the legacy MSSQL database is synced read-only, so the hospital migrates gradually instead of in one cutover.

Scan-to-request

A six-tile home screen covers purchase, requisition, transfer, repair, return and write-off; scanning an item QR code pre-fills the form.

Per-department approvals

Multi-level approval steps are generated per department and form type; rejections return to draft, and DingTalk notifies approvers.

Two-tier inventory

The central store and department or personal stock are tracked separately, each movement logged with its source, lot and expiry.

HIS-driven deduction

Daily billing records arrive via SOAP; when item and doctor mappings exist, the department’s stock is reduced automatically, otherwise flagged.

Legacy MSSQL in parallel

Item masters sync one-way using legacy item codes as product IDs, with a QR code generated for every item.

Quick issue helper

Frequent, low-risk consumption is logged on mobile and deducted from department stock at once, with no approval chain.

04Core workflow

Department requisition

1
Scan
Scan item QR, add quantity
2
Submit
Pick form type and asset class
3
Route
Chain built per department
4
Approve
Approve or reject level by level
5
Stock
Final approval adds dept stock
6
Notify
CC recipients, mark as read

Stock changes only after a form is confirmed, with line items and balances written in one transaction; form numbers combine type code, date and a 6-digit sequence.

05Results

Requests go mobile

Staff request and approve supplies inside DingTalk instead of queuing at a shared PC.

Billing matches usage

HIS orders deduct department stock automatically, cutting manual logging and mismatches.

Traceable movements

Every stock change is tagged as requisition, manual receipt, quick issue or HIS, with lot and expiry.

Smooth migration

The legacy MSSQL database stays read-only with matching codes, so work moves over step by step.

06Screens

Screens are prototypes or rebuilt with sample data. They contain no real client data, amounts or accounts.

07Tech stack

Backend: MidwayCool-AdminTypeORM
Frontend: Vue 3Element Plus
Mobile: DingTalk mini programAnt Design Mini
Data & integrations: MySQLMSSQL (read-only)RedisHIS SOAPDingTalk Open Platform
Deployment: On-prem LinuxPM2