Bài giảng Medical Assisting - Chapter 8: Managing Office Supplies

PowerPoint® to accompany Second EditionRamutkowski  Booth  Pugh  Thompson  WhickerChapterCopyright © The McGraw-Hill Companies, Inc. Permission required for reproduction or display.Medical AssistingChapter 81Objectives8-1 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.Managing Office Supplies2Objectives8-5 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.Managing Office Supplies (cont.)3Organizing Medical Office SuppliesSuppliesEfficiencyExpendable ItemsLeast possible:ExpenseCostWasteExpendable items are those that must be restockedGoal of managing office supplies is to achieveefficiencyDurable items are used indefinitely 4Determining Responsibility forOrganizing SuppliesIt 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.5Types of SuppliesAdministrativeClinicalGeneral Stationary Insurance Forms Pens Clipboards Alcohol swabs Disposable sheaths Tongue depressors Tissue Paper towels Hypoallergenic soapCategorizing Supplies6A supply list can help track and categorize supplies according to need and urgency.IncidentalSuppliesVital SuppliesPeriodicSuppliesCategorizing Supplies (cont.)7Storing Office SuppliesStore in a neat, organized manner to prevent:LossTheftDamageDeterioration8LocationItems are normally kept close to areas of use.Storage CabinetLabel 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.Storing Office Supplies (cont.)9Storing Office Supplies (cont.)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.10Clinical 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.Storing Office Supplies (cont.)11The 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?Apply Your Knowledge12The 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.Apply Your Knowledge -Answer13Taking Inventory of Office SuppliesInventory 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 Skills14Understanding Your ResponsibilitiesInventory Filing SystemInventory CardReorder Reminder CardsInventory Reminder KitsTaking Inventory of Office Supplies (cont.)15Scheduling Inventory and OrderingEstablished Ordering TimesSelecting the same weekday for monthly ordering helps others know when to place requests.When To Order Ahead of ScheduleOrdering ahead ensures that items will not become depleted.Unanticipated Shortage of a Supply ItemIf 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.16Locating and EvaluatingSupply VendorsDetermine what % of the budget is neededCompare Vendors for:Use reputable vendorsGet the best prices$ Prices Quality Service Payment Policies Average is 4-6% of annual gross17Competitive Pricing and QualityUnit PricingTends to be less since a larger quantity is purchased at one timeTo calculate divide total cost of package by number of package by number of items contained in packageRush OrdersPrevent the need to place rush orders by learning average delivery time for each vendorRush orders tend to cost more18Competitive Pricing and Quality (cont.)Mail Order CompaniesUsually saves moneyMore potential to have some hidden charges Less control over the orderPurchasing GroupsGroups of physicians that order supplies together in order to obtain bulk rate discountsLarger groups can save an average of 20%Group Buying PoolsConvenient for medical offices in the same buildingAverage savings equals 10% to 20%19 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 Benefits of Using Local Vendors20Payment SchedulesVendorPaymentTermsVendor’s Invoice 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 21Consider the amount of storage space before orderingA vendor may allow you to take partial shipments on large ordersStorage Space as a Cost Factor22Ordering ProceduresOrder FormsOrders can be made with traditional order forms or telephone, fax, and on-line ordersBe sure to keep a copy of order formDouble check order and form completed for accuracy23Ordering ProceduresPurchase RequisitionsRequisitions are formal requests for purchases Large purchases may require permission and approval from the physicianPurchase OrdersForms that are often preprinted with consecutive numbersAuthorize a purchase for a medical practice24Checking Orders ReceivedRecord 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.25Correcting ErrorsReport 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.Checking Orders Received (cont.)26Avoiding Common Purchasing MistakesBe 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.27Apply Your KnowledgeEach 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?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.-Answer28End of ChapterEnd of Chapter29