Rachael Hume
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When work gets busy, it's easy to rush through the behind-the-scenes business of a veterinary practice. One item that's often
pushed to the background: inventory. But the path of least resistance isn't the way to go when it comes to keeping tabs on
supplies. A haphazard system wastes time and money and frustrates team members. Bring inventory to the forefront at your practice
by going back to the fundamentals with these 10 tips.
1 Do a clinic-wide count. It's a big job, but if you want to get serious about controlling your inventory numbers, you must start at the beginning.
And you may be surprised by how many products are gathering dust or by how low the supply of your everyday items has become.
To make the task manageable, break your counts into categories, such as vaccinations, canine pet food, and oral medications.
Be sure to update your totals as soon as you're finished. The longer you wait, the more your figures will be off.
How much to buy
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2 Delegate. Designate a couple of point people to handle the purchasing of certain products. For example, our kennel manager oversees
the inventory of our main line of dog and cat food for two reasons: She puts the food away after it arrives, and she works
at the reception desk so she's aware of how much is sold every day. Since she's only involved in overseeing a single area
of inventory, it's not a burden for her.
3 Use purchase orders. Most practice management software allows you to create purchase orders. Taking advantage of this tool lets you easily record
the details that make ordering a snap: the exact item name, package size, cost, quantity on hand, and more. 4 Watch the details. Your practice management software might help you track counts, but it can't tell when you're down to the last two gauze sponges
in a sleeve of 200. Stress to your team members that their input on small items like these is essential. If you use purchase
orders, create a dummy order so team members can easily add items. Then all that's left is to create the actual order. If
you're paper-based, keep an order book that's easily accessible so team members can write down products that are running low.
These ideas are especially helpful when you order just one or two products from a specific vendor.
5 Know your vendors. Learning about them helps ensure you're making the best decisions. For example, find out if your vendors have set a minimum
purchase amount. If so, you'll save on shipping costs by meeting that amount each order. Ask about their daily order cut-off
times. Be aware of their turnarounds. This is especially important with refrigerated items—you don't want them sitting in
a warehouse over the weekend because your practice was closed.
6 Plan for the weekend. Even if a vendor's standard turnaround time is just one day, placing orders midweek helps ensure your practice is stocked
and ready for the weekend rush. If your practice gets supplies twice a week, try ordering Monday to replenish after a busy
Saturday, then again on Thursday to prepare for the upcoming Saturday.
7 Double check. Make sure your delivered items match your purchase orders. If there's a mistake, don't be afraid to call your vendor.
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