2 Managing Office Supplies Objectives8-1 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.
3 Managing Office Supplies (cont.) Objectives8-5 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.
4 Organizing Medical Office Supplies Goal of managing office suppliesis to achieveefficiencyLeast possible:ExpenseCostWasteEfficiencySuppliesExpendable items are those that must be restockedDurable items are used indefinitelyExpendable Items
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.
7 Categorizing Supplies (cont.) A supply list can help track and categorize supplies according to need and urgency.IncidentalSuppliesVitalSuppliesPeriodicSupplies
8 Storing Office Supplies Store in a neat, organized manner to prevent:LossTheftDamageDeterioration
9 Storing Office Supplies (cont.) LocationItems are normally kept close to areas of use.Storage CabinetLabel 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.
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.Administrative
11 Storing Office Supplies (cont.) 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.Clinical
12 Apply Your KnowledgeThe 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?
13 Apply Your Knowledge -Answer 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.
14 Taking Inventory of Office Supplies A list of supply items and quantities on handAccurate inventories prevents the office from running out of needed suppliesKeeping the inventory accurate requires:Careful PlanningAttention to DetailBasic Math Skills
16 Scheduling Inventory and Ordering Established Ordering TimesSelecting the same weekday for monthly ordering helps others know when to place requests.When To Order Ahead of ScheduleOrdering ahead ensures that items will not become depleted.Unanticipated Shortage of a Supply ItemIf 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 Average is 4-6% of annual grossGet the best prices$Determine what % of the budget is neededPricesQualityServicePayment PoliciesUse reputable vendorsCompare Vendors for:
18 Competitive Pricing and Quality Unit PricingTends to be less since a larger quantity is purchased at one timeTo calculate divide total cost of package by number of package by number of items contained in packageRush OrdersPrevent the need to place rush orders by learning average delivery time for each vendorRush orders tend to cost more
19 Competitive Pricing and Quality (cont.) Mail Order CompaniesUsually saves moneyMore potential to have some hidden chargesLess control over the orderPurchasing GroupsGroups of physicians that order supplies together in order to obtain bulk rate discountsLarger groups can save an average of 20%Group Buying PoolsConvenient for medical offices in the same buildingAverage savings equals 10% to 20%
20 Benefits of Using Local Vendors Local Vendors and DealersMay offer special services in an emergency situationMay offer personal assistance such as helping with inventoryAre a part of the community, and good relations between them and the physicians are a plus
21 Payment Schedules Vendor’s Invoice Vendor Payment Terms Usually describes terms of payments. Some examples include:No handling charges for prepaid ordersDiscounts if checks are enclosed with the orderDelayed billing for 30 to 90 days
22 Storage Space as a Cost Factor Consider the amount of storagespace before orderingA vendor may allow you to take partial shipments on large orders
23 Ordering Procedures Order Forms Orders can be made with traditional order forms or telephone, fax, and on-line ordersBe sure to keep a copy of order formDouble check order and form completed for accuracy
24 Ordering Procedures Purchase Requisitions Purchase Orders Requisitions are formal requests for purchasesLarge purchases may require permission and approval from the physicianPurchase OrdersForms that are often preprinted with consecutive numbersAuthorize 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 Checking Orders Received (cont.) Correcting ErrorsReport 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.DisbursementsPayment of funds to vendors using either a check, cash, or money order.
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 organization’s name with the Better Business Bureau.Be aware of the “Bait and Switch” tactic used by some vendors.
28 Apply Your Knowledge -Answer 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.-AnswerEach 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?