Purchasing Procedures and Approvals

A typical online business buying site has a supplier catalogue from which users select a basket of goods for ordering. The Surgery Network purchasing module begins with such a structure.  It lists not one supplier, but most major medical suppliers, and then overlays this structure with various tools and functions. 

These tools and functions can be divided into three areas:

1. Day-to-Day working tools - to help staff in their day-to-day work;
2. Advanced supervisory tools and approvals - often needed in larger operations with high transaction volumes and values, often with supervisory staff supporting the day-to-day staff; and
3. Operational feedback tools - for buyers, supervisors and management.

Navigating the Surgery Network purchasing module is made simple with a structured approach that combines major medical suppliers with intuitive tools. 

This guide breaks down the three key areas: 

1. Day-to-Day Working Tools

2. Advanced Supervisory Tools and Approvals 

3. Operational Feedback Tools

• A unified online catalogue with 40,000+ products from major medical suppliers.
• Simplifies ordering, ensures purchasing consistency during absences.
• Updates transactions across various registers and management tools.

b. Smart Ordering Features:

• Best Price and NHS Claimable Item checks.
• Personal Catalogues for efficient ordering changes.
• Alerts for low stock and potential delivery charges.
• Remote Verification of Goods Received with a user-friendly app.

In big organizations with many purchasing staff in various places, it can be tough for day-to-day workers to always check the best prices or review profit levels for common items that can be reimbursed by the NHS. Mistakes might happen, like ordering too much or urgently ordering from many suppliers in a short time.

To tackle this, an In-House Expert or Supervisor might step in. They use advanced tools to keep an eye on purchasing. These tools include:

a. Approved Surgery Catalogue:

• In-House Expert or Supervisor oversees and approves items.
• Request additions to the Surgery Approved Catalogue.
• Regular reviews and updates ensure accuracy.

b.Purchase Order Approvals:

• Set approval levels for each buying staff member.
• Ensure control over expenditure and maintain purchasing standards.

Feedback reports give valuable insights to both staff and managers, comparing performance against past results and budget data. This helps identify good performance and areas for improvement.

By providing crucial feedback to buying staff, improvements can be swiftly implemented, saving costs and time. These reports are vital for spotting changes and breakdowns in operations, allowing for constant refinement and improvement as the operation grows, people change, and new units or structures are added. This ensures the operation always operates at top performance levels, evolving and moving forward.