1. Medical Assisting Chapter 8
PowerPoint® to accompany
Medical Assisting Chapter 8
Second Edition
Ramutkowski  Booth  Pugh  Thompson  Whicker
Chapter 8
Copyright © The McGraw-Hill Companies, Inc. Permission required for reproduction or display.

2. Managing Office Supplies
Objectives
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.

3. Managing Office Supplies (cont.)
Objectives
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.

4. Organizing Medical Office Supplies
Goal of managing office supplies
is to achieve
efficiency
Least possible:
Expense
Cost
Waste
Efficiency
Supplies
Expendable items are those that must be restocked
Durable items are used indefinitely
Expendable Items

5. Determining Responsibility for Organizing Supplies
It is common for one or two individuals to handle the organizing of supplies.
One may be responsible for administrative supplies and the other clinical supplies.
In large practices, at times a third individual may handle supplies for the durable items such as computer, fax, and copiers, etc.

6. Categorizing Supplies
Types of Supplies
Administrative
Clinical
Stationary
Insurance Forms
Pens
Clipboards
Alcohol swabs
Disposable sheaths
Tongue depressors
General
Tissue
Paper towels
Hypoallergenic soap

7. Categorizing Supplies (cont.)
A supply list can help track and categorize supplies according to need and urgency.
Incidental
Supplies
Vital
Supplies
Periodic
Supplies

8. Storing Office Supplies
Store in a neat, organized manner to prevent:
Loss
Theft
Damage
Deterioration

9. Storing Office Supplies (cont.)
Location
Items are normally kept close to areas of use.
Storage Cabinet
Label storage cabinets and boxes to facilitate location of items with ease.
Note the shelf life of items and place older items in the front to be used first.
Always check expiration dates.

10. Storing Office Supplies (cont.)
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.
Administrative

11. Storing Office Supplies (cont.)
Implement the rules of good housekeeping and asepsis.
All sterile dressing and bandage materials must be kept sterile.
Chemicals, drugs, and solutions should be kept in a cool, dark place unless refrigeration is required.
Poisons and narcotics are to be stored separately.
Clinical

12. Apply Your Knowledge
The medical assistant is placing new gauze pads in the storage cabinets and finds a box of gauze that are discolored. What does this possibly indicate?

13. Apply Your Knowledge -Answer
The medical assistant is placing new gauze pads in the storage cabinets and finds a box of gauze that are discolored. What does this possibly indicate?
This could signal that supplies are not being rotated properly where older items are used first.

14. Taking Inventory of Office Supplies
A list of supply items and quantities on hand
Accurate inventories prevents the office from running out of needed supplies
Keeping the inventory accurate requires:
Careful Planning
Attention to Detail
Basic Math Skills

15. Taking Inventory of Office Supplies (cont.)
Inventory Filing System
Reorder Reminder Cards
Understanding Your
Responsibilities
Inventory Card
Inventory Reminder Kits

16. Scheduling Inventory and Ordering
Established Ordering Times
Selecting the same weekday for monthly ordering helps others know when to place requests.
When To Order Ahead of Schedule
Ordering ahead ensures that items will not become depleted.
Unanticipated Shortage of a Supply Item
If an item is almost depleted well in advance of the scheduled re-order time, place the order immediately to prevent running out of the item.

17. Locating and Evaluating Supply Vendors
Average is 4-6% of annual gross
Get the best prices $
Determine what % of the budget is needed
Prices
Quality
Service
Payment Policies
Use reputable vendors
Compare Vendors for:

18. Competitive Pricing and Quality
Unit Pricing
Tends to be less since a larger quantity is purchased at one time
To calculate divide total cost of package by number of package by number of items contained in package
Rush Orders
Prevent the need to place rush orders by learning average delivery time for each vendor
Rush orders tend to cost more

19. Competitive Pricing and Quality (cont.)
Mail Order Companies
Usually saves money
More potential to have some hidden charges
Less control over the order
Purchasing Groups
Groups of physicians that order supplies together in order to obtain bulk rate discounts
Larger groups can save an average of 20%
Group Buying Pools
Convenient for medical offices in the same building
Average savings equals 10% to 20%

20. Benefits of Using Local Vendors
Local Vendors and Dealers
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

21. Payment Schedules Vendor’s Invoice Vendor Payment Terms
Usually describes terms of payments. Some examples include:
No handling charges for prepaid orders
Discounts if checks are enclosed with the order
Delayed billing for 30 to 90 days

22. Storage Space as a Cost Factor
Consider the amount of storage
space before ordering
A vendor may allow you to take partial shipments on large orders

23. Ordering Procedures Order Forms
Orders can be made with traditional order forms or telephone, fax, and on-line orders
Be sure to keep a copy of order form
Double check order and form completed for accuracy

24. Ordering Procedures Purchase Requisitions Purchase Orders
Requisitions are formal requests for purchases
Large purchases may require permission and approval from the physician
Purchase Orders
Forms that are often preprinted with consecutive numbers
Authorize a purchase for a medical practice

25. Checking Orders Received
Record the date orders are received.
Check the shipment packing slip (a description of package contents) against the ordered equipment to ensure all merchandise are received.
Spend the required time to ensure that all ordered and charged supplies are enclosed in the package.

26. Checking Orders Received (cont.)
Correcting Errors
Report all errors in shipment immediately.
Have the invoice number, order date, and other information handy when reporting error to company.
Items out of stock will be listed as “Back Ordered” on the invoice.
Disbursements
Payment of funds to vendors using either a check, cash, or money order.

27. Avoiding Common Purchasing Mistakes
Be aware of dishonest telephone solicitors.
It is a good practice not to purchase after an initial telephone solicitation, instead request a return telephone number.
Verify an organization’s name with the Better Business Bureau.
Be aware of the “Bait and Switch” tactic used by some vendors.

28. Apply Your Knowledge -Answer
It may be necessary to order more boxes of the black pens and less of the red pens if there are less red pens used, or it may be necessary to increase the quantity of black pens and keep the red order the same.
-Answer
Each month 20 boxes of ball-point pens are ordered (10 boxes of black and 10 boxes of red), yet the black pens have been running out prior to the end of the month. What should the medical assistant consider doing?

29. End of Chapter
End of Chapter