CHAPTER

8

Managing Office
Supplies

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8-2

Learning Outcomes
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.
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8-3

Learning Outcomes (cont.)
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.

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8-4

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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8-5

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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8-6

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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8-7

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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8-8

Categorizing Supplies
Administrative
• Stationary
• Insurance forms
• Pens
• Clipboards

Clinical
• Alcohol swabs
• Disposable sheaths
• Tongue depressors

General
• Tissue
• Paper towels
• Hypoallergenic soap


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8-9

Categorizing Supplies (cont.)
A supply list can help track and categorize supplies
according to need and urgency

Vital
Supplies
Exam table paper,
prescription pads

Appointment
books, holiday
cards

Periodic
Supplies

Incidental
Supplies
Staples, rubber
bands

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8-10

Storing Office Supplies
• Store supplies in a neat, organized
manner to prevent
– Loss
– Theft
– Damage
– Deterioration

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8-11

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


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8-12

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

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8-13

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
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8-14

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
Data Sheet (MSDS) for
storage details
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8-15

Apply Your Knowledge
What should you do when placing new items in a
storage cabinet?
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.

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8-16

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
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8-17

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


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8-18

Medical Assistant Responsibilities (cont.)

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8-19

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

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8-20

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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8-21

Locating and Evaluating Supply Vendors
Get the best
prices
$
Use
reputable
vendors

Determine
what percent
of the budget is
needed
Compare
vendors
for:

• Average is
4–6% of

annual gross

•
•
•
•

Prices
Quality
Service
Payment
policies

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8-22

Competitive Pricing and Quality
• Unit pricing

• Rush orders

– Generally lower if
larger quantities are
purchased

– Cost more than
regularly scheduled
orders


– To calculate:
divide total cost of
package by the
quantity, or number
of items

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

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8-23

Competitive Pricing and Quality (cont.)
• Mail-order companies
– Usually more economical
– Less control over the order
– Risk hidden costs

• Purchasing groups
– Groups of physicians that
order supplies together to
obtain bulk rate discounts

• 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

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8-24

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

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8-25

Payment Schedules


Vendor
Payment
Terms

Vendor’s invoice
• Usually describes terms of payments
• Examples include:
$ No handling charges for
prepaid orders
$ Discounts if checks are
enclosed with the order
$ Delayed billing for 30 to 90
days

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