5 Tips to Better Order and Manage your Medical Supplies

For many occupational medical providers and HSE Managers, managing medical supplies may be a never-ending struggle. Between creating first-aid kits and keeping track of inventory, the list of things to do never ends. We’ve compiled a list of pointers to make ordering and managing medical supplies easier since we have firsthand experience with the particular difficulties that go with it.


Knowing the types of supplies, quantities, and distribution locations are all important factors to consider when purchasing medical equipment. The manufacturer may refuse your purchase or impose restrictions on the type of materials used, which might affect your initial order. Knowing where the goods will be delivered can assist you with transit time calculations.

1. Establish a clear system for ordering medical supplies

The first step is to establish a clear and concise system for ordering medical supplies. Make sure to establish a connection with a trusted vendor like Avacare Medical. This will help to avoid any confusion or errors when placing orders. One way to do this is by creating a dedicated spreadsheet or online form that can be used to track all incoming and outgoing orders. This form should include fields for dates, product names, quantities, supplier information, and delivery status. Keeping all of this information in one place will make it much easier to stay on top of your inventory and ensure that everything is accounted for.

2. Keep an accurate inventory of your medical supplies

It is important to always know what you have on hand so that you can avoid overstocking or running out of crucial supplies. One way to do this is by tagging all of your medical supplies with barcodes or QR codes. This will allow you to quickly and easily scan items in and out of your inventory using a handheld scanner. If you don’t have access to barcode technology, another option is to maintain a physical count sheet that is updated regularly. This count sheet should include columns for each type of product, the current quantity on hand, the minimum safe level, and the maximum safe level. By monitoring your inventory levels on a regular basis, you can be sure that you always have the right amount of supplies on hand.

3. Streamline your ordering process

If you find yourself spending hours placing orders for medical supplies, it might be time to streamline your process. One way to do this is by setting up standing orders with your suppliers. This means that you can place an order once and have it automatically delivered on a regular basis. This can be especially helpful for items that are used on a daily basis or that have a short shelf life. Another option is to use an online ordering system that allows you to quickly and easily place orders from multiple suppliers in one place. By consolidating your ordering process, you can save yourself time and hassle in the long run.

4. Store your medical supplies properly

In order to ensure that your medical supplies are always in good condition, it is important to store them properly. This means keeping them in a clean, dry, and temperature-controlled environment. If you have any products requiring refrigeration, store them in a dedicated fridge or freezer. And always remember to rotate your stock so that older items are used first. By following these simple storage tips, you can prolong the shelf life of your medical supplies and keep them from going bad.

5. Stay organized

Last but not least, it is important to stay organized when managing medical supplies. This includes keeping track of expiration dates, maintaining neat and tidy storage areas, and labeling all products clearly. By taking the time to stay organized, you can avoid confusion and wasted time when looking for supplies. In addition, a well-organized medical supply area will help to ensure that you always have the right supplies on hand when you need them.

By following these tips, you can make the process of ordering and managing medical supplies much easier. By taking the time to establish a clear system and stay organized, you can save yourself time and hassle in the long run.

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