Setting Up and Organising Stock Areas

Effective organization and management of stock areas play a crucial role in ensuring a seamless purchasing and stock usage process for staff. Without proper management, the risk of excess buying and disruptions to surgery work arises, as staff may struggle to locate products promptly. Fortunately, there are straightforward solutions applicable to both large and small surgeries, contingent upon consistent adherence to stock management procedures.

In larger surgeries, a common practice involves maintaining a central store where stock levels are monitored, and deliveries are received. Secondary locations are then replenished by extracting stock from the central store, bringing them up to pre-agreed levels. Staff in both the main store and secondary locations have access to the items as needed.

For smaller organizations, the need for secondary locations is eliminated. Instead, stock is directly sourced from the main central store as required. Notably, a third option exists for larger surgeries, entailing the maintenance of a series of smaller central stores, each receiving deliveries directly. While feasible with the system, this option does involve additional time, as central store procedures are repeated for each secondary location.

Organizing a stock room offers various approaches, including alphabetical order or categorization by type of use. However, for surgeries, the process becomes slightly more intricate due to the presence of NHS Reimbursable items and the notable imbalance between fast-moving and slow-moving items.

For this reason, we recommend a structure which separates out the stock areas store into the sections:

Categorize stock areas into:

Fast moving NHS Reimbursables

Slow moving NHS Reimbursables

Other Clinical Supplies

Fast moving NHS Reimbursables

In a non-dispensing surgery, the primary inventory consists of around 15 items, including travel vaccines, depo-provera, hydroxocobalamin, lidocaine, depo-medrone, and cancer drugs.

Given that travel vaccines are stored in the fridge, approximately eight other medicines remain. For optimal accessibility, we recommend consolidating these medicines in a single cupboard or shelf. This designated storage area can be conveniently labeled as "fast moving."

Slow moving NHS Reimbursable items

Items under NHS Reimbursable, excluding the frequently used ones like emergency box items, sutures, skin closure strips, pessaries, and IUDs, are typically not in frequent demand. 

To efficiently manage these less frequently used items, we recommend designating a separate area specifically for them. This storage area can be conveniently labeled as "slow moving."

Other Clinical Supplies

After organizing fast and slow-moving NHS Reimbursable items in storage, the remaining inventory comprises various clinical supplies like swabs, test strips, minor ops instruments, speculums, dressings, and more.

To streamline this diverse set of clinical supplies, we recommend organizing them by class and storage area. Utilize labels, such as Minor Ops, Blood tests, Women’s Health, and so on, to facilitate efficient retrieval and management.

Templates Sub-Locations

In larger surgeries with secondary locations, it's common practice to maintain replenishment lists. These lists outline the items required at each secondary location, along with the expected quantity consumed within a specific buying cycle. 

This systematic approach ensures a proactive and well-managed stock replenishment process.

Once the primary central and secondary stock areas are established, it's essential to label shelves and storage boxes with clear stock identifiers, including the stock name and code. Utilizing QR Code labels further enhances efficiency.

Within the Inventory Settings, there's a dedicated QR Code page where unique QR Codes for each stock item can be generated. 

These codes, along with the stock name and number, can be conveniently printed. Attach these QR Code pages to shelves and storage boxes for easy identification. 

Some find it convenient to print them on sticky label printer paper for seamless application.

Now that your stock is ready, follow these steps to place it into the correct storage location or shelf:

• Utilize your App to scan each QR Code and record the stock quantity.
• Upon scanning, the item details will appear, enabling you to click the Set button and access a popup.
• On the left side of the popup, you'll see the system's On Hand quantity. If necessary, adjust it, especially during stock counts, by clicking on the number and entering the correct quantity.
• Any changes made immediately update the system's On Hand quantity, and the alteration is recorded as a stock adjustment in your Activity Report.

• When placing items on shelves or in storage boxes, prioritize putting the newest dated and recently received goods at the back. This practice ensures that older items are used first, preventing goods from reaching their expiry date before others with later expiry dates.

• Some members opt to attach small yellow seals to reimbursable items as a visual cue for clinicians. This prompts clinicians to issue a patient script when withdrawing these items from stock, facilitating subsequent claiming on the FP34 report.

  The yellow seals also serve a dual purpose in stock management. They aid in identifying items that have shifted since the last count. In instances where labels are missing or damaged, it signals the need to count the stock item. However, if the labels are intact, this additional verification may not be necessary, as the system's On Hand value is expected to accurately represent the current stock level in the storage location.

Recording a stock count quantity offers two options: utilizing the App or printing a Stock Count report to note the count figures. The printed report is later employed to transfer these figures into the Stock Count report.

It is generally advised to opt for the App to record the stock count, as quantities are promptly updated in the system. Using the printed stock report involves transcribing the information into the stock count report and then documenting any changes as stock count adjustments. This process ensures the system is updated with accurate On Hand quantities.

For additional details on performing a stock count, please refer to the comprehensive guide available. Stock Count guide.

Upon conducting a stock count through the App or updating the Stock Count report with adjustments, the following reports will undergo updates:

Inventory Register will be updated with the accurate quantity online.

Inventory Activity and Stock Reconciliation reports: Updated to reflect any changes in stock levels, dated as per the entry date. A notation indicating that it's an adjustment (not a stock receipt or use) will be included.

Private Catalogue Shopping Basket: Updated with the new order quantity if changed, with the item row highlighted as changed. If you want to include an item in your list of Today's Items without changing the quantity, simply click the Set button to highlight it in your basket. This feature allows you to review a list of Today's Change in your online account basket, assisting in determining the amount to order on your next purchase order when using the App.

Please note, when your private catalogue order basket is updated with order details, only the most recently purchased item will be updated with the order details of that item and the basket of the person who issued the purchase order related to that purchase. If items have been removed from the basket since the last purchase, the system will attempt to update other user baskets containing that item or a similar one. If unsuccessful, there will be no update of order quantities to any basket.