© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-1 Managing Office Supplies PowerPoint® presentation to accompany: Medical Assisting Third Edition Booth, Whicker, Wyman, Pugh, Thompson

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

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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-4 Introduction  Essential to evaluate and replenish the office’s supplies before shortage occurs  Skills include Evaluation Replacement Organization Payment for expendable items

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

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

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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-8 AdministrativeClinical General Stationary Insurance forms Pens Clipboards Alcohol swabs Disposable sheaths Tongue depressors Tissue Paper towels Hypoallergenic soap Organizing Supplies: Categorizing Supplies

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-9 A supply list can help track and categorize supplies according to need and urgency Incidental Supplies Vital Supplies Periodic Supplies Organizing Supplies: Categorizing Supplies (cont.) Exam table paper, prescription pads Staples, rubber bands Appointment books, holiday cards

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-10 Organizing Supplies: Storing Office Supplies  Store supplies in a neat, organized manner to prevent Loss Theft Damage Deterioration

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-11 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-12 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-13 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-14 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-15 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.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-16 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-17 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-18 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-19 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-20 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-21 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-22 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-23  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.)

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-24 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-25 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-26 Ordering Supplies: 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-27 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-28 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-29 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-30 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-31 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-32 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 a ll staff know when to have requests submitted; this reduces the need for rush orders.

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-33 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

© 2009 The McGraw-Hill Companies, Inc. All rights reserved 8-34 When you go to buy, use your eyes, not your ears. - Czech Proverb