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8-1
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
Managing Office Supplies
PowerPoint® presentation to accompany:
Medical AssistingThird Edition
Booth, Whicker, Wyman, Pugh, Thompson
8-2
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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.
Learning Outcomes
8-3
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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.
Learning Outcomes (cont.)
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
Introduction Essential to evaluate and replenish the
office’s supplies before shortage occurs Skills include
Evaluation Replacement Organization Payment for expendable items
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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.
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
Administrative Clinical
General
• Stationary• Insurance forms• Pens• Clipboards
• Alcohol swabs• Disposable sheaths• Tongue depressors
• Tissue• Paper towels• Hypoallergenic soap
Organizing Supplies: Categorizing Supplies
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
A supply list can help track and categorize supplies according to need and urgency
IncidentalSupplies
Vital Supplies
PeriodicSupplies
Organizing Supplies: Categorizing Supplies (cont.)
Exam table paper, prescription pads
Staples, rubber bands
Appointment books, holiday cards
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
Organizing Supplies: Storing Office Supplies
Store supplies in a neat, organized manner to prevent Loss Theft Damage Deterioration
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-12
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-13
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-14
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-15
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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.
8-16
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-17
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-18
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-19
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-20
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-21
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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.)
8-24
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-25
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
Ordering Supplies: 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
8-27
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-28
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-29
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
8-30
© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
Apply Your KnowledgeWhy 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.
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© 2009 The McGraw-Hill Companies, Inc. All rights reserved
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