Continuously monitoring inventory thresholds and audit indicators
Losses in a hospital do not always come from a single wrong decision; an inventory item nobody checked in time, or an indicator noticed too late, leads to the same result. TIS monitors MKYS inventory data and BH and ADSH indicators continuously and brings the ones carrying risk to management.
An item in the store room quietly nears its expiry date, the window for a return closes, an audit indicator drifts over several weeks. Each looks minor on its own; by the time it is noticed, it is often too late to fix. This article walks through two modules of TIS, Opinion AI’s hospital platform: inventory and MKYS tracking, and the audit cockpit.
The data is there but is not read every day
Most of the inventory and indicator data a hospital needs already exists. MKYS (the Ministry of Health inventory system) records are kept, applications and procedures accumulate in the HBYS (hospital information system), and the raw data needed to calculate audit indicators sits inside these systems. What is missing is reading that data with the same attention every day. Pharmacy and store teams are busy with daily operations, quality teams with their own priorities; checks tend to happen at month end or when an audit is approaching. While the data waits, the risk grows.
This data does not sit in one place, either. Inventory lives in MKYS, applications and procedures in the HBYS, billing in Medula. Each system may be accurate on its own screen, but seeing the full picture of an item or an indicator means putting several screens side by side. That is one of the reasons checks get postponed.
TIS closes this gap not with a new record system but with an intelligent layer added on top of existing systems. The HBYS stays as it is; teams keep working in the screens they know. TIS reads the data, scans it and makes the items that need attention visible.
The 60- and 90-day thresholds in MKYS
On the inventory side, the starting point is MKYS data. Items are assessed against the 60- and 90-day thresholds; any item approaching or passing a threshold generates an alert. Two thresholds make it easier to sort items by urgency: the same list shows what needs attention now and what can wait.
An alert is not delivered as a bare number. Each line shows the item together with the threshold it has hit. From this list, the person responsible chooses between prioritizing the item’s consumption, planning its use in another unit or starting a return. The system shows the situation and the options; the team decides which path to take.
Thresholds are scanned every day
Infrequent checks reveal inventory loss only after it has happened. A month-end review lists items that crossed a threshold during the month only once it is too late. In TIS, thresholds are scanned every day; stock movements during the day are taken into account in the next scan, and the list is refreshed daily.
This approach does not add work for the team; it narrows the existing work. Instead of going through the full inventory line by line, the team looks only at items that hit a threshold. The goal is not to report an expired item after the fact but to put it on the list before the loss occurs. The conversation about inventory loss shifts from “what did we lose” to “what can we still save”.
BH and ADSH indicators are tracked without waiting for audit day
The same logic applies on the audit side. The hospital’s BH and ADSH indicators are also monitored continuously. TIS assesses application and procedure data in the HBYS against these indicators and flags the indicators carrying risk in the audit cockpit.
We do not go into what each indicator measures here; hospital quality and management teams know them well. What matters is that deterioration in an indicator is seen when it emerges. The rationale behind every flag and the data it rests on are clearly visible, so the team can make the correction at its source.
Audit preparation comes together on one screen
Before an audit, hospitals typically go through a short, intense preparation period: reports are pulled, gaps are chased, files are completed. When indicators are monitored continuously, this period stops being a scramble and becomes a review of a known list. The shared cockpit brings indicators carrying risk and inventory alerts together on one screen. Management, quality, pharmacy and finance look at the same picture and discuss priorities over that shared view.
The nature of preparation changes as well. Corrections made just before an audit usually complete the paperwork without reaching the cause. With continuous monitoring, it becomes visible why the same indicator keeps drifting towards the risk zone, and the underlying process issue is addressed without waiting for the next audit.
Data stays inside the hospital. TIS processes HBYS and MKYS data within the institution’s own environment; personal data is protected with KVKK-compliant masking (KVKK is Türkiye’s personal data protection law), and the institution itself remains the data controller.
The decision stays with the team
None of these modules returns an item or corrects an indicator on its own. Threshold and indicator checks run in the rule engine; AI explains what was flagged and why, showing its rationale and source. People make the decision, and every output can be audited. What the system contributes is getting the right item in front of the right person at the right time.
In moving to this setup, the first step is organizational, not technical. If it is clear from the start who picks up inventory alerts, who reviews indicator flags and how often management looks at the picture, alerts turn into a work list with clear owners rather than a pile of notifications.
TIS can start with a single module: inventory tracking or the audit cockpit can be put into operation without touching the HBYS and extended as needed. To see how it works within your own hospital’s workflow, you can submit a POC request.