© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-1 Managing Office Supplies...

8-1

© 2009 The McGraw-Hill Companies, Inc. All rights reserved

Managing Office Supplies

PowerPoint® presentation to accompany:

Medical AssistingThird Edition

Booth, Whicker, Wyman, Pugh, Thompson

8-2


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.

Learning Outcomes

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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.

Learning Outcomes (cont.)

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Introduction Essential to evaluate and replenish the

office’s supplies before shortage occurs Skills include

Evaluation Replacement Organization Payment for expendable items

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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

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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.

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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

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Administrative Clinical

General

• Stationary• Insurance forms• Pens• Clipboards

• Alcohol swabs• Disposable sheaths• Tongue depressors

• Tissue• Paper towels• Hypoallergenic soap

Organizing Supplies: Categorizing Supplies

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A supply list can help track and categorize supplies according to need and urgency

IncidentalSupplies

Vital Supplies

PeriodicSupplies

Organizing Supplies: Categorizing Supplies (cont.)

Exam table paper, prescription pads

Staples, rubber bands

Appointment books, holiday cards

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Organizing Supplies: Storing Office Supplies

Store supplies in a neat, organized manner to prevent Loss Theft Damage Deterioration

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Organizing Supplies: 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

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Organizing Supplies: Administrative

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

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Organizing 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 place unless

refrigeration is required Keep liquids in original containers

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Organizing 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

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What should you do when placing new items in a storage cabinet?

Apply Your Knowledge

ANSWER: When placing new items in a storage cabinet, you should check the expiration dates and rotate older items to the front to be used first.

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Taking Inventory of Office Supplies Inventory

A list of supply items and quantities on hand

Keeping the inventory accurate requires Careful planning Attention to detail Basic math skills

Accurate inventories prevents the office from running out of needed supplies

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Taking Inventory of Office Supplies (cont.)

Medical Assistant Responsibilities

Tracking supplies bought and used

Calculating the budget for supplies

Selecting supplies and vendors

Following purchasing and payment procedures

Storing items properly

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Taking Inventory:Inventory Filing System

List of supplies

Itemized inventory

Inventory card or record page for each item

Names and addresses of current vendors

File of current catalogs from vendors

Want list

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Taking Inventory:Inventory Filing System (cont.)

Files Order forms from vendors Invoices from vendors Completed orders

Reorder reminder cards

Color-coded “flags”

Inventory and order schedule

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Taking Inventory: Scheduling

Establish regular 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

Unanticipated shortage of a supply item If an item is almost depleted long before the scheduled

re-order time, place the order immediately to prevent running out of the item

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Apply Your Knowledge

What is necessary to keep an accurate inventory?

ANSWER: To keep an accurate inventory you must

Plan carefully Pay attention to detail Have basic math skills

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Ordering Supplies:Locating and Evaluating Supply Vendors

Determine what percent

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

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Unit pricing Generally lower if

larger quantities are purchased

To calculate:divide total cost of package the quantity, or number of items

Rush orders Cost more than

regularly scheduled orders

Learn the average delivery time for each vendor to avoid rush orders

Ordering Supplies:Competitive Pricing and Quality (cont.)

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Ordering Supplies:Competitive Pricing and Quality (cont.)

Mail-order companies Usually more economical Less control over the order Risk hidden costs

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

Purchasing groups Groups of physicians that

order supplies together to obtain bulk rate discounts

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Ordering Supplies: Local Vendors

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

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Ordering Supplies: Payment Schedules

VendorPaymentTerms

Vendor’s Invoice

• Usually describes terms of payments• Examples include:

$ No handling charges forprepaid orders

$ Discounts if checks areenclosed with the order

$ Delayed billing for 30 to 90 days

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Ordering Supplies: 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

2 x 2s

4 x 4s

Tongue depressors

3 ml syringes

5 ml syringes

Alcohol pads

Cotton balls

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Ordering Supplies: Procedures (cont.)

Purchase requisitions Formal requests for purchases Large purchases may require approval

Purchase orders Preprinted forms, often with consecutive numbers Authorize a purchase for a medical practice

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Ordering Supplies:Checking Received Orders

Record the date orders are received

Check the shipment packing slip against the order to ensure all merchandise are received MSDS should be provided by manufacturer for

any chemical item File alphabetically in a notebook

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Ordering Supplies:Checking Received Orders (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 either a check, cash, or money order

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Ordering Supplies: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

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Apply Your KnowledgeWhy 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.

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In Summary Supplies for a medical office

Administrative and clinical Vital, incidental, and periodic

Inventory and supply lists Keep track of supplies Maintain adequate and well-organized supplies

Ordering Relationships with vendors Control costs

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When you go to When you go to buy, use your buy, use your eyes, not your eyes, not your ears. ears.

- Czech Proverb- Czech Proverb

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-1 Managing Office Supplies...

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Transcript of © 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-1 Managing Office Supplies...