Purchasing and Inventory
Following are guidelines for purchasing and inventory at CMG.
Monitoring Supplies Inventory
Staff monitor medical and office supplies on an ongoing basis and put forward purchase requests when supplies are running low. Ordering amounts should be established based on the supply order and inventory requirements.
Purchase Requests
Staff can make verbal purchasing requests if supplies are running low. Written requests can be made on the white board behind the Utility Room if non-urgent, or in writing via email or messaging to the physician in charge of supplies.
Regular ordering items and preferred stock are listed in the Supply Order and Inventory Requirements document. This document includes the usual re-order company and usual cost, as well as areas to indicate who ordered the item and when, when the order was approved, when it arrived, and space for any comments. Only staff with ordering permission are allowed to make entries or changes to this document.
Purchasing Controls
Purchasing controls are meant to ensure that physicians’ offices only select suppliers, contractors, and consultants who have the capability to provide quality products and services.
The quality of the finished medical device depends on the quality of the components, raw materials, and services. Poor quality can cause:
- Injuries from the medical device
- Patient dissatisfaction
Receiving
Use the following steps when received ordered items:
- Staff check the accuracy of each shipment.
- If the order received matches the original order, the staff initials the packing slip/invoice included with the shipment and places it in the Business Manager’s inbox.
- The staff notes that the order was received on the Supply Order and Inventory Requirements document.
Medicare Recovery Audit Contractor Program
The Recovery Audit Contractor (RAC) program was created through the Medicare Modernization Act of 2003 (MMA) to identify and recover improper Medicare payments paid to health care providers under fee-for-service (FFS) Medicare plans.
For more information, see:
Paying Invoices
The Business Manager pays invoices.
Exam Room Supplies
The exam room supplies area should be kept clean and items should be organized and easily accessible. Items in the supply room should be organized as follows:
Countertop
- Q-tips (long and short)
- Tongue depressors
- Sharps container
- Gloves
- Hand soap
Cupboards – items too tall for drawers
- Chlorhexidine
- FOB cards and hemoccult test solution
- Extra boxes of gloves (one of each size)
- Lube
- Cytology fixative spray
- Dixie cups for drinking
- Styro cups for LN2
- Wound cleanser/saline
Top drawer with some sort of organizer – injections
- Needles: - 30g light brown (1/2”, 1”), 27g (1 ½”), 25g blue (1 ½”, 5/8”), 22g black (1”), 16g (1 ½”),
- Syringes (1cc, 3cc, one 60cc)
- Alcohol swabs
- Spot bandages
Second drawer – wound care
- Bandages
- Scalpel blades (#10)
- Roll gauze
- 1x1 gauze
- Polysporin
- Paper tape
- Vet wrap (the ripply stuff that sticks to itself)
Third drawer – miscellaneous clinical supplies
- Tendon hammer
- Spare BP cuffs
- Tuning fork
- Monofilament for DM foot testing
- Thermometer with sleeves if oral thermometer
- Tape measure
Bottom Drawer
- If no space in bed for specs, can use this drawer for specs
Under Sink
- Extra towels, if necessary
- Spare paper towels
- Extra hand soap
- Spare sharps container
- Extra gloves
Exam table
- Gowns
- Sheets
- Specula
- Pap slides, pencil, blue cases
- HPV Focal Study supplies in main rooms
- Pap sticks and brushes
- Light source
- Pap forms
- Cervical swabs, C&S swabs, and viral swabs
- Panty liners
- Endometrial biopsy and 1 jar of formalin
- Anoscope x 3
Desk drawer
- Pens
- Pregnancy calculator
Desktop
- Lab requisition form stamped with physician’s name
- X-ray request forms
- Mammogram referral forms
- Rx forms
- Physical therapy forms
Emergency Supply Kit
There is an emergency supply kit located at the front of the supply closet. The office manager is responsible for maintaining the emergency supply kit.