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WA Standalone: DOH Medically Compliant Inventory
WA Standalone: DOH Medically Compliant Inventory

A complete guide to managing, testing, packaging, and transferring DOH Medically Compliant Inventory in GrowFlow Wholesale Washington

Madie avatar
Written by Madie
Updated this week

In effect on June 6th, 2024, Washington State introduced new regulations concerning medically compliant inventory and tax exemptions. Medically compliant inventory must meet specific Department of Health standards and adhere to LCB testing and labeling requirements. These regulations affect wholesalers selling medically compliant inventory to retailers, medical dispensaries, and patients, ensuring DOH compliance and facilitating tax benefits.

This guide covers designating, managing, testing, packaging, and transferring medically compliant inventory for wholesalers using GrowFlow. For more information on the regulations, see the LCB FAQ Guide, the WA State Department of Health website, or contact your Compliance Officer.

Medical Inventory

Designate inventory as medically compliant when creating new inventory or updating existing items with this designation.

Package Medical Inventory from Harvest

When packaging bulk inventory from a harvest, check the Is Medical box to designate a package as intended for testing and sale as a DOH Medical. Leave this box unchecked for any line item that should not have this designation.

See Wholesale: How to Package Harvests into Bulk Packages for the complete instructions on packaging harvests.

Convert Medical Inventory

When converting inventory, check the Is Medical box to designate a package as intended for testing and sale as a DOH Medical. Leave this box unchecked for any inventory conversion that should not have this designation.

See WA Standalone: Convert Inventory for the complete instructions on the Convert tool.

Modify Existing Inventory as Medical

Designate existing inventory as Medically compliant.

1. From the Inventory Overview, locate and select the items to mark as medical

2. Click Modify

3. Select Special

4. Check the Is Medical box

5. Click Save

Note: To remove a medically compliant designation, follow these steps to uncheck the Is Medical box.

Medical Designations

On the Inventory Overview, click on the caret in the actions area to add the Medically Compliant column to your view.

Inventory designated as medical will appear with a in the Med column.

Additionally, by clicking on an ID, medical inventory will feature a next to Is Medical in the Inventory Details.

Medically Compliant QA Testing

In addition to DOH medical testing, medical inventory requires potency, pesticide, and heavy metal testing, but does not require i502 testing.

Note: This article assumes you are familiar with standard QA workflows in GrowFlow. For more information on these workflows, please see:

Potency Testing After Medical Testing

1. Send for Medical Testing: While building the QA order, ensure the box in the MED column is checked to indicate the sample is being sent for medical testing

Note: Check the NM box only if you do not want to create a separate QA result and record for the medical test in your account. Leaving the NM box unchecked will allow you to track medical test results separately from potency results via Admin > QA Samples, but this is not necessary as the results will be combined later.

2. Complete the order per standard QA order workflows. Once the sample is sub-lotted, the QA result will be marked as "MED" in GrowFlow.

3. Send for Potency Testing: While building the QA order, leave both the MED and NM boxes unchecked. Once the potency sample is sub-lotted, the potency QA Sample ID will overwrite the medical QA since it is mandatory. Complete the order per standard QA order workflows.

4. Once the potency results are received, upload the results on the potency QA sample ID using the WCIA link provided by your lab

5. Upload the previously received Medical COA as the Supplemental Certificate

6. Check the Medical box to designate the result as DOH Medically Compliant. This box should only be checked on a potency result in conjunction with uploading the Medical COA as the Supplemental Certificate.

7. Finish by clicking Save QA Results

Medical Testing After Potency Testing

1. Send for Potency Testing: While building the QA order, leave both the MED and NM boxes unchecked. Complete the order per standard QA order workflows

2. Send for Medical Testing: While building a separate QA order for the medical samples, check both the MED and NM boxes to indicate the sample is being sent for medical testing. It is necessary to check NM to avoid overwriting the mandatory potency result.

Note: With this workflow, there will only be one QA Sample ID, created by sub-lotting the potency sample, to represent all of the test results.

3. Once the results are received, upload them on the QA Sample ID using the WCIA link provided by your lab

4. Upload the Medical COA as the Supplemental Certificate

5. Check the Medical box to designate the result as DOH Medically Compliant. This box should only be checked on a potency result in conjunction with uploading the Medical COA as the Supplemental Certificate.

6. Finish by clicking Save QA Results

Combined Potency & Medical Testing on One QA Order

1. Add the Potency Samples: Begin building the QA order by adding only the potency samples first. Leave both the MED and NM boxes unchecked

2. Once all potency samples are entered and the order is created, click Edit > Add Items within the order

3. Add the Medical Samples: Locate the same inventory items, enter the sample weight in the Qty field, and check both the NM and MED boxes

4. Proceed with standard QA order workflows. Note that with this workflow, there will only be one QA Sample ID, created by sub-lotting the potency sample, to represent all test results, and the medical sample will be marked as "NM MED".

5. Once the results are received, upload them on the QA Sample ID using the WCIA link provided by your lab

6. Upload the Medical COA as the Supplemental Certificate

7. Check the Medical box to designate the result as DOH Medically Compliant. This box should only be checked on a potency result in conjunction with uploading the Medical COA as the Supplemental Certificate.

8. Finish by clicking Save QA Results

Medical Categories & Products

Optionally, create custom Categories and Products specifically for medical use in your account. This can help streamline inventory management by providing additional visibility and filtering options for medical inventory and assisting buyers in finding and purchasing medically compliant items from your LIVE Marketplace storefront. However, it is not necessary to create medical Categories and Products to effectively manage your medical inventory.

Create Medical Categories

1. Head to Admin > Products > Categories

2. Locate an existing Category that belongs to the same traceability type as the custom category you wish to create, then click Copy

3. Click Edit on the copied Category

4. Enter terms such as "Medical", "Medically Compliant", "DOH", etc., in the Category Name to identify it as a medical category

5. Click Save

Create Medical Products

1. Head to Admin > Products > Templates, then click ➕Add New Templates

Note: If your preference is to create strain-specific Products, head to Admin > Products > Product Catalog, then click ➕Product Creator

2. Fill in the product details and, if applicable, select the previously created Medical Category

3. Click Use Category if a Medical Category was selected, or enter terms such as "Medical", "Medically Compliant", "DOH", etc., in the Product Name

4. Finish by clicking Create

Storefront Medical Designations for LIVE Marketplace Buyers

Buyers can use the search bar or filter by category to view products in your storefront designated with a medical category or product and sourced with inventory in your store setup.

Note: When selling medically compliant inventory in your store, we recommend contacting your buyers before transferring medical inventory to ensure they intend to order such products.

Additionally, you can customize medical products in your store setup by adding a medical disclaimer to the product descriptions.

1. Head to Admin > Store Setup to locate the medical product, then click on the Customize icon

2. Enter a medical disclaimer of your choice in the Product Description field

3. Click Save

And, optionally include a disclaimer in your store description directing buyers to inquire about medical inventory availability.

1. Head to Admin > Store Setup > Settings

2. Enter a medical disclaimer of your choice in the About Store field

3. Click Save

Transfer Medical Inventory

Note: This article assumes you are familiar with standard order workflows in GrowFlow. For more information, please see Wholesale: How to Create a Sales Order.

When building orders containing medical inventory, filter by checking the Medical Inventory box.

Additionally, medical inventory with test results previously designated as medical can be identified by "MED" in the QA/Batch column. Once medical inventory is added to the order, proceed with standard order workflows.

To assist your buyer's intake processes, GrowFlow includes the medical designation on the GrowFlow invoice. Additionally, medical designations are passed through the WCIA link, allowing buyers with compatible systems to receive the medical status in their traceability system.

Currently, medical inventory designations will not be noted on the manifest, as CCRS manifests do not generate or require them for transfer.

Medical Inventory Must Have a Medical Test

GrowFlow ensures your medical inventory is accompanied by a medical test when packing orders. If there's a mismatch between inventory and QA results, you'll receive this error message:

To resolve this, click the green pass sign to mark the QA result as medical and upload the medical COA as the supplemental certificate, as instructed in this section. Or, if the inventory is not marked as medical, use the Modify tool on the Inventory Overview to designate it as medical, as instructed in this section.

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