CHAPTER Managing Office Supplies © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-2 Learning Outcomes 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-3 Learning Outcomes (cont.) 8.5 Locate and evaluate supply sources 8.6 Use strategies to obtain the best-quality supplies while controlling costs 8.7 Follow procedures for ordering supplies 8.8 Check a supply order and pay for the supplies © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-4 Introduction • Essential to evaluate and replenish the office’s supplies before shortage occurs • Skills include – Evaluation – Replacement – Organization – Payment for expendable items © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-5 Organizing Medical Office Supplies • Responsibilities for managing an office – Purchasing supplies – Maintaining supplies – Taking inventory of equipment and supplies – Evaluating and recommending equipment and supplies – Negotiating prices • Goal in managing supplies: efficiency – Produce desired result with the least • Effort • Expense • Waste © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-6 Organizing Supplies • Supply = expendable items – Items used and restocked – Examples: prescription pads, pencils, etc • Durable items – Items used indefinitely – Examples: telephones, exam tables, stethoscopes, etc © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-7 Organizing Supplies (cont.) • Two people usually have responsibility for organizing supplies – One for administrative supplies – The other for clinical supplies • In large practices, a third individual may handle supplies for durable items such as computers, fax machines, and copiers © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-8 Categorizing Supplies Administrative • Stationary • Insurance forms • Pens • Clipboards Clinical • Alcohol swabs • Disposable sheaths • Tongue depressors General • Tissue • Paper towels • Hypoallergenic soap © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-9 Categorizing Supplies (cont.) A supply list can help track and categorize supplies according to need and urgency Vital Supplies Exam table paper, prescription pads Appointment books, holiday cards Periodic Supplies Incidental Supplies Staples, rubber bands © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-10 Storing Office Supplies • Store supplies in a neat, organized manner to prevent – Loss – Theft – Damage – Deterioration © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-23 Competitive Pricing and Quality (cont.) • Mail-order companies – Usually more economical – Less control over the order – Risk hidden costs • Purchasing groups – Groups of physicians that order supplies together to obtain bulk rate discounts • Group buying pools – Offices pool resources to qualify for quantity discounts – Convenient for medical offices in the same building • Cost controls – Look for ways to reduce cost without sacrificing quality © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-24 Benefits of Local Vendors • Special services in an emergency situation • Information about upcoming sales and specials • Personal assistance, such as helping with inventory • Part of the community, and good relations between them and the physicians are a plus © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-25 Payment Schedules Vendor Payment Terms Vendor’s invoice • Usually describes terms of payments • Examples include: $ No handling charges for prepaid orders $ Discounts if checks are enclosed with the order $ Delayed billing for 30 to 90 days © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-26 Ordering Procedures • Order forms – Orders can be made • With traditional order forms • By telephone, fax, or online – Be sure to keep a copy of order form – Double-check order form for accuracy Cotton tipped swabs Elastic bandages Tape x 2s x 4s Tongue depressors ml syringes ml syringes Alcohol pads Cotton balls © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-27 Ordering Procedures (cont.) • Purchase requisitions – Formal requests for purchases – Large purchases may require approval – Purchase orders - preprinted forms, often with consecutive numbers © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-28 Ordering Procedures (cont.) • Checking received orders – Record the date orders are received on inventory care or record page – Check the shipment packing slip against the order and mark date received on packing slip – MSDS should be provided by manufacturer for any chemical item © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-29 Ordering Procedures (cont.) – Correcting errors • Report all errors to vendor immediately • Have the invoice number, order date, and other information handy when reporting an error to the company – Invoices • Check against original order and packing slip • Document when paid – Disbursements • Payment of funds to vendors using a check, cash, or money order Checking received orders (cont.) © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-30 Avoiding Common Mistakes • Be aware of dishonest telephone solicitors – It is a good practice not to purchase after an initial telephone solicitation – Request a return telephone number – Check with the Better Business Bureau • Be aware of the “bait and switch” tactic used by some vendors © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-31 Apply Your Knowledge Why is it important for a medical office to have an inventory and ordering schedule? ANSWER: Regularly scheduled inventory and order days help all staff know when to have requests submitted; this reduces the need for rush orders © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-32 In Summary 8.1 Supplies: • Vital supplies – Essential to office functioning – Examples – prescription pads and examination table covers • Incidental supplies – Purchased quickly – Examples – rubber bands or staples • Periodic supplies – Require occasional ordering – Examples – appointment books or holiday cards © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-33 In Summary (cont.) 8.2 Storing administrative and clinical supplies requires good organizational skills – Administrative supplies should be stored flat in their original boxes to prevent bending or curling – Store clinical supplies in clean and protected areas away from damage and exposure to the elements and refer to the rules of asepsis © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-34 In Summary (cont.) 8.3 Make sure you track your inventory properly by using reorder reminder cards or inventory cards and a supply checklist 8.4 Establish a regular inventory and ordering system so that supplies will not be depleted before the next ordering cycle © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-35 In Summary (cont.) 8.5 Always locate and use reputable vendors when ordering supplies Find vendors with competitive prices, and make comparisons 8.6 Savings can add up when you obtain the best quality supplies while controlling costs Purchasing in groups and sometimes using mail-order supplies will be beneficial in the long run © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-36 In Summary (cont.) 8.7 Ordering procedures may vary from office to office Properly complete the paperwork, check orders received, correct errors in shipment and make payments on time 8.8 When you receive your supplies, check for any errors If there are errors, notify the supplier immediately © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8-37 End of Chapter When you go to buy, use your eyes, not your ears - Czech Proverb © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed [...]... table covers • Incidental supplies – Purchased quickly – Examples – rubber bands or staples • Periodic supplies – Require occasional ordering – Examples – appointment books or holiday cards © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8- 33 In Summary (cont.) 8. 2 Storing administrative and clinical supplies requires good organizational skills – Administrative supplies should be stored... panie s, Inc A ll rights reserv ed 8- 18 Medical Assistant Responsibilities (cont.) © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8- 19 Inventory and Ordering • Establish regular inventory and ordering times – All staff know when to submit requests – Reduces the need for rush orders • When to order early – To avoid shortages on high-usage items – Consider storage capacity • Unanticipated... ed 8- 23 Competitive Pricing and Quality (cont.) • Mail-order companies – Usually more economical – Less control over the order – Risk hidden costs • Purchasing groups – Groups of physicians that order supplies together to obtain bulk rate discounts • Group buying pools – Offices pool resources to qualify for quantity discounts – Convenient for medical offices in the same building • Cost controls – Look... dark place unless refrigeration is required – Keep liquids in original containers and store below dry supplies © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8- 14 Storing Supplies: Clinical (cont.) • Poisons and narcotics are to be stored separately – Narcotics must be kept in a locked cabinet • Clinical refrigerators – No food items – Monitor and record temperature • Refer to Material... or curling – Store clinical supplies in clean and protected areas away from damage and exposure to the elements and refer to the rules of asepsis © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8- 34 In Summary (cont.) 8. 3 Make sure you track your inventory properly by using reorder reminder cards or inventory cards and a supply checklist 8. 4 Establish a regular inventory and ordering... save space • Envelopes and other paper goods with gummed surfaces must be kept dry to prevent them from sticking © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8- 13 Storing Supplies: Clinical • Implement the rules of good housekeeping and asepsis for clinical supplies • Sterile items must be kept sterile and clean items clean • Chemicals, drugs, and solutions – Keep in a cool, dark... important for a medical office to have an inventory and ordering schedule? ANSWER: Regularly scheduled inventory and order days help all staff know when to have requests submitted; this reduces the need for rush orders © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8- 32 In Summary 8. 1 Supplies: • Vital supplies – Essential to office functioning – Examples – prescription pads and examination... 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8- 29 Ordering Procedures (cont.) – Correcting errors • Report all errors to vendor immediately • Have the invoice number, order date, and other information handy when reporting an error to the company – Invoices • Check against original order and packing slip • Document when paid – Disbursements • Payment of funds to vendors using a check,.. .8- 11 Storing Office Supplies (cont.) • Place close to areas of use • Storage cabinets – Label storage cabinets and boxes to facilitate finding supplies – Note the shelf life of items and place older items in the front to be used first – Always check expiration dates © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8- 12 Storing Supplies: Administrative • Store... online – Be sure to keep a copy of order form – Double-check order form for accuracy Cotton tipped swabs Elastic bandages Tape 2 x 2s 4 x 4s Tongue depressors 3 ml syringes 5 ml syringes Alcohol pads Cotton balls © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 8- 27 Ordering Procedures (cont.) • Purchase requisitions – Formal requests for purchases – Large purchases may require approval –