It's not unusual for inventory control to be a challenge in a physician's office, especially in practices with multiple doctors. Out-dated and/or manual inventory control systems consume too much staff time and are less effective than other types of inventory management procedures.
Consider four tips to improve inventory flow and the benefits associated with a streamlined inventory process.
1. Minimize
It sounds simple, but it really is effective. Buy only what you need – don’t spend extra money because there’s a discount if you buy in bulk. Often when things are bought in bulk, they go unused and get wasted, so you didn’t get a deal after all. This is especially true when ordering hazardous materials. If inventory items don’t get used, consider not only that you lost the cost of expired stock, but also that you now have to pay disposal fees. Instead, time deliveries to coincide with demand. An automated inventory control system, such as Sage 100 ERP, can accomplish this.
2. Track
To reduce the risk of out-dated health care supplies, staff should have a way to closely monitor the shelf-life of materials. Applying a "first-in, first-out" method will ensure that older materials are used first, decreasing the amount of supplies that expire. Sage ERP accomplishes this by delivering an inventory health check and producing quality forecasts.
3. Maintain a proper physical environment
Unfortunately, an automated system can't do this part for you. Protect your investment by ensuring that materials are kept at an appropriate temperature and humidity level. Even if it's not required to maintain safety, materials can degrade faster when they are not kept in the optimal environment.
4. Avoid duplicates of the same product
Most people have preferences as to which brand of a product that they prefer. In a doctor’s office, for example, one doctor may prefer to use sterile gauze pad “A” while another doctor prefers sterile gauze pad “B.” When multiple physicians work together, it is best to come to an agreement about which brand to use. That way, costs can be streamlined and inventory doesn’t become excessive.
Benefits
Saving money is usually the biggest reason for improving an office's inventory system. Other
benefits, however, are just as important: saving staff time, which allows more time to be spent caring for patients; reducing the risks associated with having expired materials; and protecting your investments. Medical tools and equipment cost practices thousands of dollar each year. With good inventory control features, you can ensure your machinery is being used and cared for properly.
Also importantly, many health care organizations have contracts for products – especially pharmaceuticals – from outside vendors. The vendor contracts could cover a certain amount of product for certain rates. Running out of a product typically means you'll have to purchase it at a non-contracted rate.
Oates & Co specializes in software, such as Sage 100 ERP, that is specially designed to multiple physician practices. Our company offers a free discovery session to listen to your needs.
Contact us to schedule YOUR discovery session.
