CHAPTER © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 8 Managing Office Supplies.

CHAPTER

© 2011 The McGraw-Hill Companies, Inc. All rights reserved.

8Managing Office

Supplies


8-2

Introduction

• Essential to evaluate and replenish the office’s supplies before shortage occurs

• Skills include– Evaluation – Replacement– Organization– Payment for expendable items


8-3

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


8-4

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.


8-5

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


8-6

Administrative Clinical

General

• Stationary• Insurance forms• Pens• Clipboards

• Alcohol swabs• Disposable sheaths• Tongue depressors

• Tissue• Paper towels• Hypoallergenic soap

Categorizing Supplies


8-7

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

IncidentalSupplies

Vital Supplies

PeriodicSupplies

Categorizing Supplies (cont.)

Exam table paper, prescription pads

Staples, rubber bands

Appointment books, holiday cards


8-8

Storing Office Supplies

• Store supplies in a neat, organized manner to prevent

–Loss

–Theft

–Damage

–Deterioration


8-9

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


8-10

Storing 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


8-11

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 place unless refrigeration is required

– Keep liquids in original containers and store below dry supplies


8-12

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 Safety Data Sheet (MSDS) for storage details


8-13

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.


8-14

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 prevent the office from running out of needed supplies


8-15

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


8-16

Medical Assistant Responsibilities (cont.)


8-17

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 shortage of a supply item


8-18


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


8-19

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


8-20

Competitive Pricing and Quality

• Unit pricing– Generally lower if

larger quantities are purchased

– To calculate:divide total cost of package by 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


8-21

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


8-22

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


8-23

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


8-24

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

2 x 2s

4 x 4s

Tongue depressors

3 ml syringes

5 ml syringes

Alcohol pads

Cotton balls


8-25

Ordering Procedures (cont.)

• Purchase requisitions

– Formal requests for purchases

– Large purchases may require approval

– Purchase orders - preprinted forms, often with consecutive numbers


8-26


• 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


8-27


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 a check, cash, or money order


8-28

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


8-29


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.


8-30

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


8-31

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.


8-32

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.


8-33

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.


8-34

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.


8-35

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

- Czech Proverb- Czech Proverb

End of Chapter 8

CHAPTER © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 8 Managing Office Supplies.

Documents

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dry supplies slide

administrative supplies

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