MICS locks down access to medication until your prescribing
process is followed exactly — cutting clinical incidents,
paperwork and stock waste for pharmacies and
hospitals across the UK.
Smart medicine
stock control
SEE HOW IT WORKSDOWNLOAD BROCHURE
Track, store and securely dispense medications
MICS (Medicine Inventory Control System) is healthcare asset tracking software designed specifically for pharmacies and hospitals. It speeds up medication issuing while improving accuracy, cutting reportable clinical incidents and paperwork. MICS runs as standalone software or integrates with ExPD Smart Lockers, so physical stock only becomes accessible once your prescribing process has been followed exactly.
Stock is tracked by batch number and expiry date, so recalled batches can be instantly identified and removed from the supply chain, and items nearing expiry are prioritised for use, reducing waste and the risk of expired or recalled stock being issued. As a paperless system, MICS is also easier to learn and use than paper-based alternatives, reducing the burden of training, and users are assigned access based on their clinical status and role.
Key benefits
- ✓Reduced clinical incidents
- ✓Faster, more accurate issuing
- ✓Full inventory visibility, by item, batch, expiry and time in stock
- ✓Meds and CDs restricted to the issuing prescriber
- ✓Automated accountability, minimising theft, fraud and waste
Used on its own, MICS gives you full digital control over stock with no hardware required. Add ExPD Smart Lockers as an optional upgrade to automate and control access to physical stock as well. It’s a simple, cost-effective way to significantly enhance control of meds, saving time and improving accountability across your pharmacy or hospital.
How does MICS (Medicine Inventory Control System) work?
How the MICS medicine inventory system works
Upgrading from a basic manual two-authenticator, paper system is simple with MICS. Access to medication lockers/doors is automated and controlled. Our professional medicine stock management system means stocks are rotated easily and recorded impeccably.
Weekly inventory audits are simple to undertake with a mobile scanner, mobile phone or tablet.
Reporting is also automated, alerting inconsistencies and tracking access to lockers with issues.
The system saves time, improves safety and security and adds a layer of accountability while also delivering cost-efficiencies.
Product information is drawn directly from dm+d, the NHS Dictionary of Medicines and Devices, so the medicines in your system match the NHS standard.
Setting up your medicine stock database
Our specialists work with you to create a bespoke database of the medications and products used in your hospital or healthcare setting. This can be updated at any time. Alternatively at an extra subscription cost you can connect your database to the GS1 (GTIN) DataMatrix code look-up database.
The medical stock management system manages items that are individually serialised by use-by date and batch number and by applying a unique code to other items we are able to offer 100% accurate traceability of all items from the moment they are checked in, to the time when they are released for dispensing against a patient case no.
A range of security levels can be accommodated for more secure items – which includes a secondary authorisation PIN being required to access items deemed highest risk.
Tracking medication stock received
When medication or products are delivered, the person receiving them logs the products using our simple data entry system – they start typing the name of the product and the form auto-completes to save time. In most instances scanning the DataMatrix code provides all the information to uniquely identify and log the item.
Where an item doesn’t carry the GTIN (DataMatrix code) the database is pre-configured to identify whether a product requires a unique serial number. It asks for relevant information such as a use-by date and batch number – the user keys in the data and then applies a barcode sticker onto the product and scans it using a simple handheld device, we then have the item uniquely tagged and prepped for dispensing.
The system tells the user which cupboard or locker will be used to store the medical inventory. The storage space is automatically unlocked using an app so the item can be securely held until it is checked out.
Recording medication issued to patients
When it is time to dispense medication or access a medical product, the pharmacist or authorised user types the name of the product into the app. The app then tells the user the exact barcoded box or product to use and where to get it from.
The user enters a secure PIN to unlock the correct cupboard or locker and scans the product.
The medical stock management app then checks that it is the correct product and alerts the user if there is an error. Other information such as the patient case number, whether it’s a chargeable prescription, the pharmacist username, quantities etc are also recorded to ensure complete traceability of every item.
The medication is then made available to the patient.
Medicine audit trail and accountability reporting
As an advanced medical inventory management system, MICS enables regular audits – users simply scan the contents of lockers or cupboards and the system matches the stock against its records of items checked in and out.
An alert is issued if a discrepancy is found. Comprehensive records of exactly what has been checked out, when and by whom, enable a full audit trail.
- Removal of paper logs of meds access
- Easy access to stock, using PIN access or a dual PIN if required
- Stock management/rotation – ensure correct dated product is used
- Secure SmartLocked storage of meds is an option
- Validation of product selected by scanning unique barcode on packaging
- Audit meds to ensure stock is as expected
- History of all locker or cupboard access to assist with any audit issues
System update
What’s new in MICS
The latest MICS update brings a cleaner, more modern interface, item-level tracking and smarter reporting, so your team can see what needs attention the moment they log in, on any device.
Tighter stock control
- Track individual medications
Record stock down to single items, not just full boxes.
- Predefined medications
Set up each medication in advance and choose whether it’s dispensed as boxes or individual items.
- Barcode lookup
Scan any medication barcode to jump straight to its record, with suggested next actions.
Easier to use
- Modern, refreshed interface
An updated design that’s cleaner, clearer and quicker to navigate.
- Same system on mobile and PC
One consistent experience, whether you’re at the counter or on the ward.
- Built-in user guide
Help is available inside the system, making onboarding new staff simpler.
Better oversight
- Live monitoring
On login, MICS shows you what needs attention straight away.
- Enhanced reporting
A more powerful reporting module for clearer insight into stock and usage.
- Full activity log
A complete record of every action taken in the system.
WORKING SEAMLESSLY WITH MICS
Datalogic Memor 12-17
Built for busy wards and pharmacy counters, the Memor 12-17 is rated to MIL-STD-810H for drops and knocks, with a Gorilla® Glass display that stands up to daily wear. Fast, accurate scanning keeps you moving even in low light — and with 4+4 years of support, it’s built to last.
Safe | Secure | Transparent
Certified to ISO 9001, ISO 27001, and Cyber Essentials standards
What Practice Plus Group says about MICS
CASE STUDY
How Practice Plus Group cut medication errors with MICS
Practice Plus deploy MICS (Medicine Inventory Control System), reducing cost and enhancing the patient experience.
READ THE CASE STUDY
See MICS Working in Your Facility — Free
Book a free consultation and we'll show you exactly how MICS fits your current setup.
Getting started with medicine stock management
The ExPD team is UK-based, super friendly and knowledgeable, so getting started with MICS is simple.
Before you buy, we host an online demonstration so you can see MICS in action. We then carry out a full pre-sale consultancy and on-site application review, making sure you get exactly the right components to meet your objectives.
We train your team on how to use the system and are always on hand for ongoing support and maintenance.
With you all the way
We want every team that works with MICS to be delighted with our installation, the product and our service.
That’s why we don’t insist on a minimum contract term, and how we’ve grown our business to become a leading provider of inventory control systems.
Your subscription ensures your system develops as you do and is always up to date. All backed, of course, by the ExPD Above & Beyond service guarantee.
Medicines Inventory Control System (MICS)
The real cost of medicine wastage — free report
New research reveals how poor medicine stock management costs the NHS £300m a year and over 1,700 lives — and what hospitals and pharmacies can do about it.
READ OUR REPORT
Your MICS (Medicine Inventory Control System) questions answered.
Can I fit the MICS Smart locks to any existing cupboards?
We enjoy a challenge! The quick answer is we’d like to think so, we have done this for some customers already. Please get in touch and we’ll review with you and discuss the options.
Does the system work without the Smart Locks?
Absolutely – in fact it’s a great way to get started. Use the software and app to manage your meds, then retrospectively add ExPD Smart Lockers or smart locks on existing cupboards once the system is proven.
How do we identify medicines when we book them in?
Virtually all items tracked in the Pharma world carry a Matrix barcode which holds important info, Part No, Batch No, Serial No and Use by dates. When we scan into the system, this is auto populated which then creates the unique item for tracking.
Can we use new Smart Lockers and our existing cupboards?
Yes, the key to the operation is fitting the right controller to manage the physical locks, whether adding locks to existing doors or supplying new Smart Lockers.
What's the benefit of using SmartLockers over our existing cupboards?
Control – the fewer different part numbers in one location the easier it is to keep control. A combination of smaller super secure lockers/drawers along with some stock cupboards seems to be best solution.
How do we manage the GSi (GTIN) barcodes?
We either import from your existing stock list, or we connect you to the GS1 global DB (a small additional subscription).
How do we install the software?
The PC software is a website, so nothing to install. The mobile app is provided at install by our skilled technicians or can be downloaded by the user.
Does MICS manage overflow stock?
Yes, it controls the meds in both the Pickface (cupboards/lockers) and also any bulk locations. It also has the option of tracking products into the STAT locations.
How does the system control the opening of the locks?
There are various functions of the mobile APP – Load, Audit, Remove, & Dispense, all of which require the locks to be disengaged. Assuming the correct permission level and secondary PIN (where required), the user is able to confirm they are in the correct location (Scan local QR code). Then they select a door, the system opens it and the user continues with the process of scanning the items relevant to the operation they are carrying out.
How much does the system cost?
It really depends on the number of users, number mobiles devices required, what features you require and whether you add Smart Locks or Lockers etc. The system is provided on a low capital cost and there is an annual subscription to access the portal. Contact ExPD to discuss your requirement – it’s probably a much lower cost than you’d think.
Does MICS use the NHS dm+d database?
Yes. Your medicine database is built from dm+d, the NHS Dictionary of Medicines and Devices, so every product carries the same name, form, strength and code as it does in NHS prescribing and pharmacy systems.
