Receiving Best Practices

Step 1: State the goal: Drive up-to-date, accurate information about supplies within your organization

🗸 Your most important task is to deliver timely, effective patient care – make sure you have the supplies you need for upcoming procedures

– Avoid delays and rescheduling that can occur when products aren’t available

– But remember – overstocking is not the answer!

🗸 Validating receipt of incoming products provides much-needed visibility to supplies now on-hand and those still outstanding

🗸 Good receiving practices increase your ability to track and manage back orders

Step 2: Determine the most effective way to manage receiving for your organization

🗸 If your organization is comprised of multiple facilities, you’ll need to standardize how products will be received for the greatest efficiency

– If all items come in through a central location and then get distributed, your corporate team needs to check in every receipt, validating items actually received against open purchase orders, tracking missing/open items

– If all facilities are receiving, make sure they process receipts daily, to ensure system-wide management of on-hand inventory and back ordered supplies

– When you can see bottlenecks occurring, for example, products that aren’t being delivered on time, your corporate team can work with vendors toward performance improvement

Step 3: Identify and eliminate the burdensome manual processes still embedded in your system

🗸 Still keeping an excel log of outstanding orders or hardcopies of purchase orders not yet filled?

– Use technology to support automation and align people and processes

Note: Manual receiving processes add staff time, delay information updates, and erode automation

Step 4: Complete receiving tasks daily to support accurate enterprise-wide information, and automated downstream processes

🗸 Avoid batching or weekly updates to receive incoming supplies

– Track and manage daily receipts for greatest visibility to on-hand inventory and back ordered items

Step 5: Good receiving processes improve supply chain control and overall management

🗸 Your 3-way price / item match is powered by accurate receipt information

🗸 Ensure that invoices ready for payment are for items you’ve received, not back ordered or missing items

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