da117 practice management inventory control. types of supplies capitol – large costly items, not...
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DA117 Practice Management
Inventory Control
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Types of supplies
•Capitol – Large costly items, not replace often. Dental units, xray equipment, autoclaves
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•Expendable – Single use items – HVE tips, needles, bibs, impression trays
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•Nonexpendable – Reusable items, but not expensive. Dental instruments, bib clips, spatulas,
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Why implement an Inventory System?
•Necessary so all supplies are available when needed.
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Types of Inventory Systems
•Capitol Items – Spreadsheets or card file system.
•Info would include item name and serial number, manufacturer, date purchased, price, maintenance schedule, repairs, and warranty information
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Expendable and Nonexpendable items•Traditionally – Card files or lists
▫Index cards in box – “to be ordered” and “ordered”
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•Tag System – Tags are placed on each item – indicates ordering information for that item▫When last item is taken, tag is hung “to be
ordered” or “ordered”▫When item comes in, tag is replaced on
item
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•Computer –Uses software provided by the supplier▫Order online, by phone or fax, using item
name and item number▫Scan UPC barcode into computer▫Office will need an account number
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Re-Order Point
•When to reorder depends on:▫Rate of use – How quickly is the item used
up?▫Lead time – How quickly will the item be
delivered?
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Order Quantity
•How much to order depends on:▫Storage – Is there room to store it all?
▫Shelf Life – Will all of the item be used before the expiration date? Xray film, Local anesthesia, and impression materials all have expiration dates
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Order Quantity
Budget Doctor may set a monetary limit on
how much can be spent within a certain period of time
SalesPrice break is often offered for
quantity. Will the item be used before it expires?
Is there storage room for the item?
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Placing an order
•Gather tags or list of items needed – be sure to have the item number
•Confirm prices, check for specials on items
•Get confirmation number once order is complete
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Receiving Orders
•Make sure items received are items ordered by checking the Packing slip
•Check items for damage and notify supplier if necessary
•Rotate stock – place newest items behind current items
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Terms to Know
•Packing slip – a list of all items shipped – Does not include prices
•Invoice – Lists items ordered, cost of each and total due.▫Account is paid from this
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•Credit Memo – Sent from supplier to indicated the office account has been creditted for the cost of a returned item
•Statement – Shows all activity for the month on the office account
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•Back order – A form sent with an order that an item is not available from the supplier at the time. Item will be sent when available.