Will DBX ONE STOCKROOM make a GP practice CQC compliant?

No. STOCKROOM can help a practice run and evidence relevant stock-control processes, but the practice remains responsible for CQC compliance, clinical decisions, policies and specialist controls.

Do clinicians have to log every stock item they use?

No. STOCKROOM is designed around receiving stock and physical room replenishment, rather than clinician-by-clinician item logging.

How much does DBX ONE STOCKROOM cost?

Core is £39 per month and Practice Plus is £69 per month.

DBX ONE STOCKROOM · How it works

From delivery
to evidence.

The complete nine-step workflow for practices that want to see every part of STOCKROOM in detail.

Try the interactive demo Back to overview

From delivery to evidence

One stock-control process.
Nine clear steps.

From what arrives at the practice to the evidence left behind after the check.

STEP 1 OF 9 THE DELIVERY ARRIVES

Do not call it stock until somebody has seen it.

An invoice says what should have arrived. It does not prove what is physically in the building. STOCKROOM turns the invoice into a delivery checklist and only adds quantities a person confirms as received.

Practice Plus can bring supplier invoices into Deliveries automatically. If something is missing, STOCKROOM prepares the supplier follow-up. A person still confirms what physically arrived before stock changes.

CQC · Regulation 17Purchasing, audits and reviews can form part of the management record. STOCKROOM keeps the expected delivery, physical confirmation and discrepancy connected.Source

DBX ONE STOCKROOM expected deliveries on a phone, with items awaiting physical confirmation — Invoice → expected delivery → physical confirmation

DBX ONE STOCKROOM supplier follow-up draft for a missing delivery item — Missing stock already has the follow-up prepared

STEP 2 OF 9 KNOW WHAT WILL EXPIRE

Find expired stock before an inspector — or a clinician — does.

Separate expiry lots stay visible. Practice Plus can warn 1, 2 or 3 months ahead and guide staff toward the earliest-expiring stock first, so expiry becomes a managed process rather than a cupboard surprise.

CQC · GP guidanceCQC says out-of-date needles and syringes are unsafe. Its GP emergency-care guidance says there should be a process and system to check that drugs are in date.Equipment source Emergency-care source

DBX ONE STOCKROOM expiry notification settings for a stock item — Expiry becomes something the practice can act on early

DBX ONE STOCKROOM physical replenishment round asking staff to enter quantities present in a clinical room — The room check stays physical. The evidence stops being memory.

STEP 3 OF 9 CHECK THE CLINICAL ROOMS

Turn “we check it” into evidence.

A Full Round records the physical check even when nothing needs changing. Staff confirm what is actually present; STOCKROOM retains the check and the stock movement or exception that followed.

That is the difference between a routine somebody remembers doing and an assurance trail the practice can produce later.

CQC · Real GP findingCQC has explicitly found that staff saying regular stock and expiry checks were happening did not provide assurance where records did not demonstrate those checks.Source

STEP 4 OF 9 CATCH WHAT’S MISSING

Know what is missing before the consultation finds out for you.

The practice sets its own required and Critical levels. One shared view shows what is ready, what is short and what has not been verified, so a missing item becomes an action before it becomes an interruption.

CQC · Regulation 12Where clinically necessary equipment or medical devices are supplied, CQC says sufficient quantities should be available at all times and when needed.Source

DBX ONE STOCKROOM Rooms and stores view showing Stock Room and clinical room stock status — See central stock and room readiness together

DBX ONE STOCKROOM mobile home screen showing delivery, critical room and empty room actions — Open the phone and see what is still unresolved

STEP 5 OF 9 EVERYONE SEES THE SAME POSITION

Your stockroom in your pocket.

The stock process cannot disappear with the person who normally knows the cupboards. Authorised staff see the same rooms, deliveries, shortages and unresolved actions wherever the work is happening.

NHS England · operational needAn NHS England GP case study found clinicians were losing more than three hours a day to interruptions and searching for stock or equipment before its room stock-up process was improved.Source

STEP 6 OF 9 CLOSE THE PROBLEM

A safety problem should stay open until somebody closes it.

Shortages and other assurance exceptions remain visible until they are replenished or deliberately resolved with a reason. The original finding does not vanish just because the dashboard is tidied.

CQC · Regulation 17CQC says governance systems should identify when quality or safety is being compromised, support appropriate action without delay and retain relevant management records.Source

DBX ONE STOCKROOM desktop action list showing delivery and room stock issues — Unresolved stock work stays visible

DBX ONE STOCKROOM mobile search showing where an item is held across the practice — Search once. See where the stock is held.

STEP 7 OF 9 USE WHAT YOU ALREADY HAVE

Do not order what is already in the building.

A shortage in one room does not necessarily mean a shortage in the practice. Search central stock and other rooms first; replenish what you already own before turning the problem into purchasing.

STEP 8 OF 9 ORDER WHAT YOU ACTUALLY NEED

When you do need to order, know why.

Genuine practice-level shortages move into one shopping list with a suggested quantity, connected to the stock position that created the need rather than a separate handwritten list.

CQC · Regulation 17CQC lists purchasing among management records that may support governance of a regulated activity.Source

DBX ONE STOCKROOM mobile shopping list showing a practice-level stock shortage and suggested order quantity — The order starts from a recorded stock gap

STEP 9 OF 9 KEEP THE EVIDENCE

When somebody asks “how do you know?” have the answer ready.

STOCKROOM’s assurance trail is designed around the questions an inspector or practice manager would reasonably ask of a stock-control process.

The questionWhat STOCKROOM retains

Did the check actually happen?Physical verificationChecker, room, start/completion time and the physical check itself — including checks where nothing changed.

What was physically there?Quantity evidenceObserved quantity, the practice’s required and Critical levels at that moment, and the resulting refill or exception.

Was relevant stock in date?Practice PlusExpiry lots shown during the check and explicit expiry attestation where the operator was actually shown that evidence.

What happened when something was wrong?Exception lifecycleThe original problem, action taken, who resolved it, when it was resolved and the recorded resolution reason.

Are routine checks being missed?OversightPractice-defined check schedules, overdue or never-checked locations, recent checks and open exceptions.

Can we take the evidence away?ExportDownloadable CSV evidence covering physical checks plus assurance exceptions and their resolutions.

Important: STOCKROOM does not replace the practice’s policies, clinical judgement or specialist controls. The practice remains responsible for deciding what it must stock, appropriate levels and check frequency, cold-chain monitoring, medicines governance, equipment servicing/calibration and its own SOPs.

See it working

The fastest way to understand it
is to use it.

The demo uses fictional practice data and does not affect a live account.

Try the interactive demo Start free trial

From deliveryto evidence.

One stock-control process.Nine clear steps.