2 Objectives 8-1 Give examples of vital, incidental, and periodic supplies used in a typical medical office. 8-2 Describe how to store administrative and clinical supplies. 8-3 Implement a system for tracking the inventory of supplies. 8-4 Schedule inventories and ordering times to maximize office efficiency. Managing Office Supplies
3 Objectives 8-5 Locate and evaluate supply sources. 8-6 Use strategies to obtain the best-quality supplies while controlling cost. 8-7 Follow procedures for ordering supplies. 8-8 Check a supply order and pay for the supplies. Managing Office Supplies (cont.)
4 Organizing Medical Office Supplies Supplies Efficiency Expendable Items Least possible: Expense Cost Waste Expendable items are those that must be restocked Goal of managing office supplies is to achieve efficiency Durable items are used indefinitely
5 Determining Responsibility for Organizing Supplies It is common for one or two individuals to handle the organizing of supplies. One may be responsible for administrative supplies and the other clinical supplies. In large practices, at times a third individual may handle supplies for the durable items such as computer, fax, and copiers, etc.
6 Types of Supplies Administrative Clinical General Stationary Insurance Forms Pens Clipboards Alcohol swabs Disposable sheaths Tongue depressors Tissue Paper towels Hypoallergenic soap Categorizing Supplies
7 A supply list can help track and categorize supplies according to need and urgency. Incidental Supplies Vital Supplies Periodic Supplies Categorizing Supplies (cont.)
8 Storing Office Supplies Store in a neat, organized manner to prevent: Loss Theft Damage Deterioration
9 Location Items are normally kept close to areas of use. Storage Cabinet Label storage cabinets and boxes to facilitate location of items with ease. Note the shelf life of items and place older items in the front to be used first. Always check expiration dates. Storing Office Supplies (cont.)
10 Storing Office Supplies (cont.) Store paper products flat in their boxes or packages. Information booklets may be stored upright to save space. Envelopes and other paper goods with gummed surfaces must be kept dry to prevent them from sticking.
11 Implement the rules of good housekeeping and asepsis. All sterile dressing and bandage materials must be kept sterile. Chemicals, drugs, and solutions should be kept in a cool, dark place unless refrigeration is required. Poisons and narcotics are to be stored separately. Storing Office Supplies (cont.)
12 The medical assistant is placing new gauze pads in the storage cabinets and finds a box of gauze that are discolored. What does this possibly indicate? Apply Your Knowledge
13 The medical assistant is placing new gauze pads in the storage cabinets and finds a box of gauze that are discolored. What does this possibly indicate? This could signal that supplies are not being rotated properly where older items are used first. Answer Apply Your Knowledge - Answer
14 Taking Inventory of Office Supplies Inventory A list of supply items and quantities on hand Accurate inventories prevents the office from running out of needed supplies Keeping the inventory accurate requires: Careful Planning Attention to Detail Basic Math Skills
15 Understanding Your Responsibilities Inventory Filing System Inventory Card Reorder Reminder Cards Inventory Reminder Kits Taking Inventory of Office Supplies (cont.)
16 Scheduling Inventory and Ordering Established Ordering Times Selecting the same weekday for monthly ordering helps others know when to place requests. When To Order Ahead of Schedule Ordering ahead ensures that items will not become depleted. Unanticipated Shortage of a Supply Item If an item is almost depleted well in advance of the scheduled re-order time, place the order immediately to prevent running out of the item.
17 Locating and Evaluating Supply Vendors Determine what % of the budget is needed Compare Vendors for: Use reputable vendors Get the best prices $ Prices Quality Service Payment Policies Average is 4-6% of annual gross
18 Competitive Pricing and Quality Unit Pricing Tends to be less since a larger quantity is purchased at one time To calculate divide total cost of package by number of package by number of items contained in package Rush Orders Prevent the need to place rush orders by learning average delivery time for each vendor Rush orders tend to cost more
19 Competitive Pricing and Quality (cont.) Mail Order Companies Usually saves money More potential to have some hidden charges Less control over the order Purchasing Groups Groups of physicians that order supplies together in order to obtain bulk rate discounts Larger groups can save an average of 20% Group Buying Pools Convenient for medical offices in the same building Average savings equals 10% to 20%
20 Local Vendors and Dealers May offer special services in an emergency situation May offer personal assistance such as helping with inventory Are a part of the community, and good relations between them and the physicians are a plus Benefits of Using Local Vendors
21 Payment Schedules Vendor Payment Terms Vendors Invoice Usually describes terms of payments. Some examples include: No handling charges for prepaid orders Discounts if checks are enclosed with the order Delayed billing for 30 to 90 days
22 Consider the amount of storage space before ordering A vendor may allow you to take partial shipments on large orders Storage Space as a Cost Factor
23 Ordering Procedures Order Forms Orders can be made with traditional order forms or telephone, fax, and on- line orders Be sure to keep a copy of order form Double check order and form completed for accuracy
24 Ordering Procedures Purchase Requisitions Requisitions are formal requests for purchases Large purchases may require permission and approval from the physician Purchase Orders Forms that are often preprinted with consecutive numbers Authorize a purchase for a medical practice
25 Checking Orders Received Record the date orders are received. Check the shipment packing slip (a description of package contents) against the ordered equipment to ensure all merchandise are received. Spend the required time to ensure that all ordered and charged supplies are enclosed in the package.
26 Correcting Errors Report all errors in shipment immediately. Have the invoice number, order date, and other information handy when reporting error to company. Items out of stock will be listed as Back Ordered on the invoice. Disbursements Payment of funds to vendors using either a check, cash, or money order. Checking Orders Received (cont.)
27 Avoiding Common Purchasing Mistakes Be aware of dishonest telephone solicitors. It is a good practice not to purchase after an initial telephone solicitation, instead request a return telephone number. Verify an organizations name with the Better Business Bureau. Be aware of the Bait and Switch tactic used by some vendors.
28 Apply Your Knowledge Each month 20 boxes of ball-point pens are ordered (10 boxes of black and 10 boxes of red), yet the black pens have been running out prior to the end of the month. What should the medical assistant consider doing? It may be necessary to order more boxes of the black pens and less of the red pens if there are less red pens used, or it may be necessary to increase the quantity of black pens and keep the red order the same. Answer -Answer