Objective / Context
Standardize inventory control for consumable clinical supplies across six to eight clinic locations.nReplace spreadsheet-based reordering with a shared item catalog and location-specific min/max levels.nRequire weekly counts for critical items and periodic full audits to maintain accuracy.nCentralize purchase requests through a single administrative team that validates and places orders.nTrack lot numbers and expiration dates for all regulated or high-risk consumables to support recalls and compliance.nProvide a lightweight, scalable workflow suitable for an initial software pilot and manual fallbacks where needed.
Success Measure
Near-zero stockouts for identified critical items across all locations.
Audit accuracy of on-hand records above 95 percent.
Measurable reduction in staff time spent on counting and ordering (baseline to be established during pilot).
Fewer expired items on shelves relative to current baseline.
Demonstrated ability to trace affected lots within required regulatory timeframes.
Expected Value
Improved patient safety through reliable availability of critical supplies and faster response to recalls.
Lower waste and cost from reduced expired inventory.
Operational efficiency gains from centralized ordering and fewer emergency purchases.
Better audit readiness and fewer compliance risks due to lot and expiry tracking.
Current Update
Benchmark has been drafted and scoped for six to eight clinics.
Recommended design replaces spreadsheets with a shared catalog, min/max levels per location, weekly critical counts, and a central ordering team.
Lot number and expiration tracking are included for safety and auditability.
No implementation work has started; this remains a project proposal ready for approval.
Next Action
Approve the benchmark and confirm central admin ownership for ordering.
Select an inventory tracking approach (off-the-shelf inventory system vs. lightweight cloud spreadsheet + templates) and allocate budget.
Build the shared item catalog and define min/max levels by location.
Plan and run a pilot at 1–2 clinics to validate workflows, data entry, and reporting.
Train site staff and the central admin team; iterate based on pilot results.
Leadership Decision Needed
Confirm the decision to centralize ordering with the identified central admin team.
Approve budget and decide whether to procure an inventory software product or use a low-cost interim solution.
Identify pilot clinic(s) and timeline for the initial rollout.
Confirm reporting cadence and which items are classified as critical for weekly counts.