M10: LAB MANAGEMENT SYSTEM Flashcards
• It is beneficial for the hospital as it helps in the monitoring of the current situation of their stocks or the materials being used inside the hospitals
• Can be used to manage functions like
purchasing, accounting, inventory management, and patient supply charges
Material Management System
The one who transacts the orders of each unit in the hospital
Purchasing
The one who settles for the payment of the
ordered materials or stocks
Accounting
• It is done by a specific unit/department
• Each hospital department has their own inventory
Inventory Management
• Handled by the billing department and the nurses
• Nurses are the ones who charge the supplies, especially Central Supply Room (CSR) items, used by the patients
• Billing is responsible for tallying the overall bill of the patient
Patient Supply Charges
• First step in the purchasing process
• Document which is made by a user to notify the purchasing department regarding needed items and services
• This is done by the chief or the head of a unit which will then be received by the purchasing officer in the purchasing department
Purchase Request
• The purchasing officer will then input the
purchase request into the purchasing department’s system and print it. The printed
document is then called the purchase order
(official order)
Purchase Order
• The purchase order will then be forwarded to the supplier, which would then deliver the materials
Receipt and Delivery
________ is one of the most significant
expenses for most medical institutions
Inventory
Accurate checking of shipments is an important activity in tracking medical inventory
Making Sure Shippers Are Accurate
• [] in the medical field are highly vulnerable to inaccuracy
o You can’t predict the exact [] for a company
o Upon the establishment of the company,
it would take years (3-5) to determine the
[] of the company
Alignment with sales projection
• A medical institution that is recurringly unable to cater to the needs of its patients can easily be put under the microscope
• The company must comply with the regulations of the DOH and FDA
Compliance with Regulations
• Having good inventory control propels
companies to gauge the trends in demands
based on previous transactions
o [] is the usual quantity ordered
for each item
o It can only be established once the
company is stable (open for years).
o It can be determined through inventory
reports
Establish Buying Cycles
• There are instances where items are damaged upon receiving from the supplier or during the move from the source to another location.
• Some suppliers allow the return of the goods with a guarantee of replacement without any additional payments.
Item indents and issues
Minimum quantity of an item that a company has in stock
Re order level
Representative of a stock level that prompts a re-order
Min Value
Representative of a new targeted stock level that follows the re-order
Max Value
The main difference of the Min and Max Value
Economic order quantity / re order quantity
• Lead to getting information from a supplier for the requirement at hand
o Asking the suppliers some questions to
gain information on the product that you
want to avail
Enquiries
• Consist of various pieces of vital information of a requirement towards a sale/ purchase
• It is not yet the official receipt
Quotations
SEVERAL QUALITIES OF A PREFERRED VENDOR THAT A COMPANY LOOKS FOR
- ON-TIME PERFORMANCE
- Whether the delivery is immediate or not - REASONABLE COSTS
- HIGH QUALITY OF PRODUCTS AND SERVICES
- It’s the quality that you pay for - FULLY LICENSE, BONDED, AND INSURED
- The company must be registered to all the
government permits - GOOD BUSINESS PRACTICES
• A stated intention, either spoken or written, to engage in a commercial transaction for specific products or services
Orders
From a buyer’s point of view, expresses the
intention to buy
Purchase order
• From a seller’s point of view, expresses the
intention to sell
Sales order
• A commercial document indicating the products, quantities, and agreed prices for products the seller has provided
• The official receipt of purchase is the invoice
- not the quotation
Invoice
• Statutory requirements to enable a smooth
transition of the processes involved in completing a sale/purchase
Documents
• Items are being sold in the order that they are purchased
• It is a common technique when doing the
inventory
• It is usually done for perishable goods
First in First out
• The last one to enter the system are sold first
• It is usually done for non-perishable goods
Last in First out
• It is usually used in the pharmacy department
First Expired First Out
• A process where a business physically counts its entire inventory
• Inventory is done to check whether there are either loss or gain in the quantity of the items
Inventory Count
• Labor and automation to quickly count inventory and minimize shutdown time
Inventory services provide
• Software can speed by the physical inventory process
Inventory control system
• Tracks the receipt and use of inventory and
calculates the quantity on hand
Perpetual inventory system
• An alternative to a physical inventory, may be less disruptive
Cycle counting
