The supply chain is a huge contributor to ambulatory surgery center expenses. Here are five quick strategies to positively impact your ASC's bottom line.
1. Use best practices when loading inventory into the computer. Automated systems are only as good as the staff member using them. If items aren't entered correctly — or at all — the system won't work. Here are a few key points to optimize automated inventory management:
• Only allow one person to load inventory — this avoids duplication and mis-naming supplies
• Load items to the lowest common denominator — often unit price
• Load the information by location to find supplies later
• Double-check purchase order numbers to make sure they're in sequence
2. Use consignment options for supplies the surgery center doesn't often use. This could include rare cases or preference items for surgeons only bringing a few cases in per month. Consignment can make sure you have the items in stock without paying for supplies the center doesn't use.
3. Set the precedent for device company representatives to work with administrators for new devices. Don't allow them to talk with surgeons first and then bring new implants or devices without consulting with the administrator or another executive in charge of supply purchase. New supplies are sometimes costly and often if surgeons aren't thinking about price, they'll eat up the case's profitability with a new widget.
At DISC Sports & Spine Center in Marina del Rey, Calif., device representatives sign the center's policy for new materials: if they don't have approval from the center's leaders to bring in a new device, the center won't pay for it.
4. Keep freight charges in mind when purchasing new items. Paying for a commercial carrier is different and could make an impact on the center. Additionally, restock charges for sending the item back might change your center's inventory and purchasing strategy if the restock charges become unsustainable.
5. Check to make sure invoices are accurate. Sometimes products come in with more or fewer items than originally ordered, and if the invoice doesn't match what actually arrived, the center could be over charged. Make sure the PO is matched with the packaging slip and attached to the invoice before paying.