Lesson 3 assignment
Inventory and Inventory Management.
1. Create an inventory of 20 office supplies including how much of the item is available in the office. Remember that office supplies are consumables which means that they get "used up" as compared to durable goods which are used multiple times and over a long period of time. Take for example an ink pen, which is categorized as a supply. The pen will be used up in a few weeks as compared to a telephone which is used repeatedly and lasts for years and would be considered durable equipment. Supplies must be kept "in stock" and reordered routinely. See slide #7 of the PowerPoint for this week as a guide to create a table.
2. Select 5 items from your inventory list. How would you order 5 of those supplies? List the steps that describe the process and that indicate where, when, how, and how often you would order them.
PowerPoint Presentation Medical Office Inventory Supplies are consumable items used by the medical office. Office Inventory There supplies need in the office are diverse and numerous. Inventory management is needed to monitoring and controlling inventory stock to prevent a surplus of items or a shortage. Space may be limited and supplies with an expiration date have a limited shelf life. Rotation of stock on the shelves is also a best practice, to place those items with shortest dating (the nearest expiration date) to the front for first use. Supplies General office supplies Medical supplies General cleaning and paper products, etc. Avoid ordering too much Cost limits Storage limits Expiration limits Inventory Management Source and order number Description Inventory Maximum level On Hand Reorder Point INVENTORY MANAGEMENT Constant checking. Keep a master list Supplies and storage location Vendors and order number Quantity When To Reorder? Reminder systems: Inventory Sheets Staff marks when they remove an item. Reminder Cards Color-coded reminder card. Common Inventory Management Methods Barcodes Scanning system tracks items removed. Sticker System Sticker is removed and placed on sheet monitored by designated employee. Determining the Inventory Level Variation in usage Cost of item (quantity breaks?) Item shelf life Physical size and storage costs Time frame and ease of replenishment Cost associated with running out (can we substitute, or will running out of an item create a crisis situation? Determining the inventory level can involve some thought because the amount needed changes with patient volume, some items may have quantity price breaks, so ordering more can result in savings, quantities of items with short shelf life should be minimized. The ease of replenishment is also a factor as items. Items that can be picked up locally are not as critical as those which may be delayed in from a long shipping time. Finally, if running out of an item will create an issue, it is best to make sure to never run out. There are software applications for inventory management, but for a small practice, inventory can tracked using a spreadsheet like Excel. Office Inventory List Vendor order numberDecscriptionInventory Maximum Inventory level Reorder PointQuantity OrderedPrice per ItemTotal Price Pendaflex Manilla Two-Fastener Classification Folders with 1/3” cut tab, letter (50/box)15 boxes5 boxes5 boxes A medical office manager orders office supplies every two weeks, and they are delivered the next business day. In this example, the maximum amount of folders to have in inventory would be 15 boxes with 50 folders per box. This would be 750 folders. The minimum amount or the reorder point is 5 boxes so the minimum to have in stock before replenishment is 5 boxes of 50 or 250 folders. The current supply of 5 boxes is at the reorder point, so 10 boxes should be reordered. If the current supply was 3. then an adjustment in the inventory maximum may be needed to increase the maximum level to prevent running short. OPENING & CLOSING OF A MEDICAL OFFICE OPENING & CLOSING OF A MEDICAL OFFICE HSC-106 ADMINISTRATIVE MEDICAL OFFICE OPENING AN OFFICE Arrive 30 minutes early. Disengage alarm. Turn on all lights. Turn on computers/copiers/printers/ fax machines Fill copiers/printers, fax machine with paper. Check waiting area – Tidy up if needed. Unlock filing cabinets. Check answering machine/voicemail/faxes that may have come through. (Handle any that need immediate attention) Unlock any money boxes. Count & balance the money. (should match balance from closing the day before) Unlock outside office door. If office uses EHR: MD schedule is queued on appropriate computer. Electronic charts are accessible If office uses paper charts: Charts pulled for the day. Update chart. Obtain test results, reports, etc. (give list to clinical MA and doctor of results you could not obtain yet) Print master appointment schedule Place copy designated area for MD Copy to each clinical MA. Print charge slips/note any balances & place on patients chart. CLOSING A MEDICAL OFFICE Purpose: To ensure security & prepare for next day. Allow 15-20 minutes at end of day to close. Check records for missing orders. Charge Slips (encounter form) = Schedule Make list of CX & NS. Balance cash box/Prepare deposit. ALWAYS do in front of another employee! Queue or pull charts for next day Print schedule/encounter forms Lock all file cabinets, office doors Turn off electrical equipment. Check policy for certain equipment. Straighten up waiting area. Assist with examining rooms. Leave instructions for housekeeping. Activate answering service Physician on call? Notify and remind that physician. Lock all doors except exit door. Activate alarm (security) system Turn off lights (per policy) Lock exiting door & DOUBLE CHECK IT!