The materials manager doesn't own the storeroom, everyone does, says Rufus Rice, materials manager at Anmed Medicus Surgery Center in Anderson, S.C. "Everyone needs to keep things orderly and notify the materials manager when you're running
out of an item, have too much of another, or don't use something anymore." At meetings, Mr. Rice reminds staff that inventory is everybody's duty and tells them: "I need your help."
Here are four things materials managers and staff can do together:
Discourage hiding. When backup stock becomes tight, people start stashing things, especially specialty items that might cause a cancellation of the procedure if they're not available. The problem is that not everyone knows where something
is hidden and whoever hid it may forget where he put it.
Create a system. Group supplies alphabetically, by procedure or type of material. For example, at Mr. Rice's facility, drugs are in alphabetical order, orthopedic gear is stored together and there's one wall devoted to anesthesia
supplies.
Ditch the boxes. Remove items from boxes and store them in clear plastic bins. That way you can see exactly how much stock you have. Label the bins so everything ends up in the same place when you restock.
Use it or lose it. When a physician requests a new item, or you decide on a change, first use up your stock of the old ones. Otherwise you'll be stuck with old stock that takes up space and could expire.
See Outpatient Surgery Magazine's 2007-2008 Manager's Guide to Surgical Supplies for more tips from Mr. Rice to help you organize your storeroom and get everyone involved.
—Kent Steinriede
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