DA117 Practice Management

Inventory Control

Types of supplies

•Capitol – Large costly items, not replace often. Dental units, xray equipment, autoclaves

•Expendable – Single use items – HVE tips, needles, bibs, impression trays

•Nonexpendable – Reusable items, but not expensive. Dental instruments, bib clips, spatulas,

Why implement an Inventory System?

•Necessary so all supplies are available when needed.

Types of Inventory Systems

•Capitol Items – Spreadsheets or card file system.

•Info would include item name and serial number, manufacturer, date purchased, price, maintenance schedule, repairs, and warranty information

Expendable and Nonexpendable items•Traditionally – Card files or lists

▫Index cards in box – “to be ordered” and “ordered”

•Tag System – Tags are placed on each item – indicates ordering information for that item▫When last item is taken, tag is hung “to be

ordered” or “ordered”▫When item comes in, tag is replaced on

item

•Computer –Uses software provided by the supplier▫Order online, by phone or fax, using item

name and item number▫Scan UPC barcode into computer▫Office will need an account number

Re-Order Point

•When to reorder depends on:▫Rate of use – How quickly is the item used

up?▫Lead time – How quickly will the item be

delivered?

Order Quantity

•How much to order depends on:▫Storage – Is there room to store it all?

▫Shelf Life – Will all of the item be used before the expiration date? Xray film, Local anesthesia, and impression materials all have expiration dates

Order Quantity

Budget Doctor may set a monetary limit on

how much can be spent within a certain period of time

SalesPrice break is often offered for

quantity. Will the item be used before it expires?

Is there storage room for the item?

Placing an order

•Gather tags or list of items needed – be sure to have the item number

•Confirm prices, check for specials on items

•Get confirmation number once order is complete

Receiving Orders

•Make sure items received are items ordered by checking the Packing slip

•Check items for damage and notify supplier if necessary

•Rotate stock – place newest items behind current items

Terms to Know

•Packing slip – a list of all items shipped – Does not include prices

•Invoice – Lists items ordered, cost of each and total due.▫Account is paid from this

•Credit Memo – Sent from supplier to indicated the office account has been creditted for the cost of a returned item

•Statement – Shows all activity for the month on the office account

•Back order – A form sent with an order that an item is not available from the supplier at the time. Item will be sent when available.