Executive Summary

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Minnesota State University, Mankato *

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Health Science

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Nov 24, 2024

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1 Executive Summary: Importance of Stocking and Timely Orders in Dr. Smith's Office Author Affiliation Course Instructor Date of submission

2 Dear Staff, I'm writing to stress the importance of adequate stocking and timely supply orders in our clinic, particularly regarding Dr. Smith's modest office procedures. The recent inability to obtain anesthetics without epinephrine has underlined the importance of a well-managed supply chain to ensure optimal physician time and patient comfort. In this overview, we will cover the importance of stocking, the implications of poor supply management, and a step-by-step technique for avoiding such issues in the future. The Importance of Stocking and Timely Orders A well-maintained and adequately supplied inventory is crucial in every medical practice, especially for surgical operations such as those performed in Dr. Smith's office. Keeping critical supplies on hand helps maximize physician time. It improves patient care in various ways, including improved patient care, efficient physician time management, cost-effectiveness, and enhanced professional image. It enhances patient care since having the necessary materials on hand enables seamless and uninterrupted procedures, reducing patient delays and pain (Tepolt et al., 2021). Efficient Physician Time Management occurs when physicians can focus on providing care rather than wasting time looking for missing supplies or arranging last-minute substitutes. Proper inventory management saves money by minimizing last-minute purchases, rush shipping expenses, and product waste due to outdated supplies. When organizations employ stocking and timely orders, their professional image improves. A well-managed office reflects well on the overall practice, enhancing patient satisfaction and trust.

3 Consequences of Inadequate Supply Management The instance involving the lack of anesthesia without epinephrine serves as a reminder of the potential repercussions of inadequate supply management. This would have several effects on healthcare, including Patient Discomfort, in which patients may endure worry and discomfort due to unanticipated supply shortages or procedure delays. It also causes physician irritation because our doctors' important time is wasted looking for missing supplies, impacting their productivity and morale. There may be medical issues (Ahmadi et al., 2019). Inadequate supply may force the use of substitutes that are not optimal for the patient's condition, potentially leading to problems. Finally, there are legal issues since, in extreme circumstances, insufficient supply management may result in patient injury or unsatisfactory care. Step-by-Step Method to Avoid Supply Disruptions To prevent a recurrence of supply chain disruptions in Dr. Smith's office, the following step- by-step method should be used; 1. Conduct routine inventory inspections to review current inventory levels, ensure all supplies are well-stocked, and identify products approaching expiration dates (Zhang et al., 2020). 2. Set a Reorder Threshold: For each supply item, set a reordering threshold to trigger timely replenishment, minimizing last-minute rushes and stockouts (Hashmi et al., 2020). 3. Implement a Centralized Inventory System: Use a centralized inventory system to track supplies throughout the office, delivering real-time stock level updates and allowing for improved control.

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4 4. Efficient Communication: Foster clear and open communication channels among staff members on supply needs and impending procedures to forecast demand (Tepolt et al., 2021) accurately. 5. Supplier Collaboration: Maintain a positive relationship with suppliers, ensuring they know our office's requirements and can offer timely delivery. 6. Automated Reorder Reminders: Inventory management software generates reminders based on predefined reorder levels. 7. Ongoing Training: Train employees on supply management practices, emphasizing the need for timely orders and stock level monitoring (Zhang et al., 2020). 8. Periodic Procedure Review: Review our office's supply management procedures regularly, fixing any discovered flaws or inefficiencies. Conclusion Dr. Smith's clinic relies on effective supply chain management to improve patient care and physician efficiency. The recent occurrence has taught us an important lesson, pushing us to implement a step-by-step procedure to avoid similar situations. We can ensure a seamless and enjoyable experience for our patients and physicians by keeping our inventory well-stocked, arranging timely orders, and encouraging good communication. Let us collaborate to improve our supply management procedures and maintain the high levels of care that our patients demand. Sincerely, Head of Staff.

5 References Ahmadi, E., Masel, D. T., Metcalf, A. Y., & Schuller, K. (2019). Inventory management of surgical supplies and sterile instruments in hospitals: a literature review. Health Systems , 8 (2), 134–151. https://www.tandfonline.com/doi/abs/10.1080/20476965.2018.1496875 Hashmi, A. R., Amirah, N. A., Yusof, Y., & Zaliha, T. N. (2020). Exploring the dimensions using exploratory factor analysis of disruptive factors and inventory control. The Economics and Finance Letters , 7 (2), 247–254. https://www.researchgate.net/profile/Aamir-Rashid- 2/publication/344460131_Exploring_the_Dimensions_Using_Exploratory_Factor_Analysis _of_Disruptive_Factors_and_Inventory_Control/links/5f786696299bf1b53e09ae46/Explori ng-the-Dimensions-Using-Exploratory-Factor-Analysis-of-Disruptive-Factors-and- Inventory-Control.pdf Tepolt, F., Schafer, K. M., & Budd, J. (2021). Standardization of medication inventory in an urban family medicine clinic. Journal of the American Pharmacists Association , 61 (4), e242–e248. https://www.sciencedirect.com/science/article/abs/pii/S1544319121000996 Zhang, J., Onal, S., & Das, S. (2020). The dynamic stocking location problem–dispersing inventory in fulfillment warehouses with explosive storage. International Journal of Production Economics , 224 , 107550. https://www.sciencedirect.com/science/article/abs/pii/S0925527319303767

Executive Summary

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