Lecture Medical assisting: Administrative and clinical procedures with anatomy and physiology (4e) – Chapter 8

Organizing Supplies cont.• Two people usually have responsibility for organizing supplies – One for administrative supplies – The other for clinical supplies • In large practices, a thi

Managing Office

Supplies

8.1 Give examples of vital, incidental, and

periodic supplies used in a typical medical

8.5 Locate and evaluate supply sources.

8.6 Use strategies to obtain the best-quality

supplies while controlling costs.

8.7 Follow procedures for ordering supplies.

8.8 Check a supply order and pay for the

supplies.

Learning Outcomes (cont.)

• Essential to evaluate and replenish the

office’s supplies before shortage occurs

Organizing Medical Office Supplies

• Goal in managing supplies: efficiency

– Produce desired result with the least

• Effort

• Expense

• Waste

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

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

A supply list can help track and categorize supplies

according to need and urgency

Incidental Supplies

Vital Supplies

Periodic Supplies

Categorizing Supplies (cont.)

Exam table paper,

prescription pads

Staples, rubber bands

Appointment books, holiday cards

Storing Office Supplies

• Store supplies in a neat, organized

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

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

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

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

storage details

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.

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

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

Medical Assistant Responsibilities (cont.)

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

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

Locating and Evaluating Supply Vendors

Determine what percent

of the budget is

needed

Compare vendors for:

Use reputable vendors

Get the best

• Average is 4–6% of annual gross

Competitive Pricing and Quality

of items

• Rush orders

– Cost more than regularly scheduled orders

– Learn the average delivery time for each vendor to avoid rush orders

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

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

$ Discounts if checks are

enclosed with the order

$ Delayed billing for 30 to 90

days

Ordering Procedures

• Order forms

– Orders can be made

• With traditional order forms

• By telephone, fax, or online

– Be sure to keep a copy of

2 x 2s

4 x 4s Tongue depressors

3 ml syringes

5 ml syringes Alcohol pads Cotton balls

Ordering Procedures (cont.)

• Purchase requisitions

– Formal requests for purchases

– Large purchases may require approval

with consecutive numbers

Ordering Procedures (cont.)

• 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

Ordering Procedures (cont.)

 Checking received orders (cont.)

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

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.

In Summary

8.1 Supplies:

• Vital supplies

– Essential to office functioning

– Examples – prescription pads and examination table

– Require occasional ordering

– Examples – appointment books or holiday cards

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

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

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

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

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

- Czech Proverb

End of Chapter 8