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 Sales Price 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.