Managing the inventory of your dental practice can be a difficult task that, if not managed efficiently, can quickly spiral out of control, leaving your limited storage space cluttered and disorganised. As a dental supplier we know that there are an incredible amount of products needed for the smooth running of any dental practice. From your everyday sundries such as nitrile gloves and face masks to specialist materials such as veneers and implants, managing the materials used by the practice requires patience and a specific process.
As dental professionals you're more than capable of managing such a task, but we thought you might appreciate a few tips to help with the smooth sailing of your inventory management, because nothing is worse than the moment you realise you're out of prophy paste with a day full of hygiene appointments!
Here are six handy tips to keep your practice productive and your inventory management in tip top shape.
1. Assign one person to manage inventory and ordering supplies
Having one single person ordering ensures that nothing is ordered twice and it isn't assumed that another member of the team is ordering certain supplies. Having that same person managing inventory ensures that there is less chance of anything being left out of the order, and provide accurate information for timely purchases. Your allocated person will know your inventory inside and out, and will be you go to if ever in doubt of where a particular product is. By having one person allocated to the purchasing of supplies they can also form a trusting relationship with your suppliers, which can help in getting the very best deals and learn about new products.
2. Establish a simple ordering process
Create a manual, be it written down or stored electronically, that clearly lays out where certain products are ordered from (we should hope all from us!), the order budget, and specific dates if/when applicable for purchasing, location of resources on products, contact information, payment schedules and how to carry out any special requests. This ensure that if you dedicated purchaser takes any time off or decides to leave, your transition to the next purchaser is seamless. by having a written process there is no need to rely on the memory of one person and your practice's inventory management will continue to flow smoothly despite any staff changes.
Make ordering even simpler with Dental Sky's online list feature. create a list of your regularly ordered items so you can simply add them all to your basket in just one click!
3. Make as few orders as possible
Make a point of setting up a streamlined order process. Make larger orders less often, as this will save you both time and money, as larger orders will often get a more generous discount. Of course we know making just one order a month will be almost impossible, as there will always be a need to make specialist orders to cover your out of the ordinary appointments, but by reducing the number of orders made each month it is easier to keep on top of inventory. With less orders you save time on packing away products, adjusting stock figures, and making the order itself.
4. Perform routine inventory checks
At least once a month the practice purchaser should take note of product stock levels and update the inventory whilst comparing levels to previous months. By doing so you can forecast the demand for each product and evaluate whether more or less of the particular product should be ordered. Ensuring that you have the products you need on hand and the products you don't need aren't cluttering your limited storage space. For example, if after a few months of ordering you notice you have a surplus of polishing paste, you can assume that you can lower the amount you are ordering each month.
5. Record a list of all products used over the year
An extremely tedious task but very necessary. Having records of all the products used, where they were purchased from and for how much over the course of the year will save time and confusion in the following years, especially the products your order infrequently. By creating this record you have a reference to look back on when making future orders, allowing you to track any increases in cost or quantity and highlight any anomalies to ensure your not over ordering or overpaying for supplies.
6. Stick to your budget
Ensure to track you budget carefully, over spending can lead to financial struggles which is something no one is particularly keen on! Compare month to month supply prices and compare to your previous years spending, taking into account anticipated growth, as this will lead to an increase in supply costs. Watch out for any inconsistencies such a large price increases, checking the situation as soon as possible to determine the cause and resolve to keep in budget. Many manufacturers and distributors have sales such as "buy four get one free", which is a great way to keep in budget on products that are frequently used. Try using distributor's own brand products, savings can be made on sundries to allow more budget for items that cannot be substituted for a cheaper alternative. Here at Dental Sky we have a great range of own brand products from R&S and Medibase, from Nitrile gloves to Amalgam capsules!
With these 6 tips put into practice (pardon the pun), your dental practice supply management should be that bit easier. Your business will be equipped to handle the tough challenges that come with managing a large number of items.
Bonus tip: Try working with one of our friendly, dental savvy account managers here at Dental Sky! They have a great knowledge in dental supplies and helping to keep practices on top of ordering supplies.
Can't find time to speak over the phone? Why not try our user-friendly website? Get a loyalty point for every pound spent and cash them in for great gifts, get an instant 2% discount, an additional 2% discount if you pay upfront and use our handy account manager to keep on top of your orders.
