All of us in the healthcare industry are well aware that it's all about the overhead! For many practices, the day to day costs of running the ship can have a serious impact on overall financial health. With some careful planning and smart shopping, your budget can remain intact.
So many practices in serious financial shape spend money foolishly simply because they are not taking the time to become smart shoppers. It is relatively simple to make some significant changes in your shopping habits that will quickly add more dollars to the practice coffers. The following tips can alleviate both the stress of running out of supplies and keep your overhead from running you over!
1. Do Not purchase toilet paper or hand towels from the same vendor that provides you with your injectables and/or medication. You will pay dearly for the privilege and way above sale prices for these items. Shop supermarket sales, especially when Scott tissue 20 roll, for example, is on sale. Buy 2-3 packages which will give you 40-60 rolls anytime the local grocer advertises this bargain.
2. Install a simple paper towel holder on the wall above your sinks and purchase bulk supplies of paper towels when they are on sale. Consider using an electric hand dryer in your patient restrooms instead of hand towels, which are often quite costly and are sometimes used two or three at a time.
3. Buy liquid soap at your local dollar store or purchase the large drum of refill soap and a funnel to re-fill the bottles when empty.
4. Consider using a local laundry service instead of disposable paper gowns. Many practices are now installing their own washers and dryers when they build or update their suites. If you do not have the room in your office, you can get a great price for your laundry at most laundromats in your area. Many will pick up and deliver your laundry for you and you will get to use the same gowns over and over, instead of purchasing a new supply of paper gowns each month.
5. Even if you have a cleaning service, you will need to do some maintenance to keep your office clean and neat. Again, Do Not order your cleaning supplies from Staples or Office Max. They will charge you well above the wholesale prices you can get when these items are on sale. I do feel, however, that every medical office should invest in a good vacuum, broom, and sponge mop for those spills and paper messes that are part of the everyday life of a medical office. You may want to add a decent rug cleaner to the above mentioned items to avoid permanent stains when spills happen.
6. If you are still using a chart system, purchase less expensive charts and consider using tabs to separate your dictation, lab results, etc. The cheaper charts hold up just as well and can help you realize substantial savings.
7. Now that the age of free pens, post it notes, and other little goodies is almost at an end, you will need to stock up on pens and paperclips whenever they are on sale. The end of August and beginning of September, when back to schools sales are in full swing, is the perfect time to pick up these items for far less than you will during the year. Make sure your patients are not walking away from the front desk with the office pens and this is least likely to happen with a plain black Bic pen which you can find on sale @ 10 for 99 cents in places such as Target and Wal-Mart.
8. Do whatever you have to do, to find room to store and organize your supplies. Clean out an old closet or put shelves in your file room. Whatever area you choose to store your supplies, they should be easily visible for inventory. Don't wait till the last minute to shop for your needed items, rather, take the time to shop sales and then stock up. You will find that you do not have to shop for the same items month after month if you become a savvy shopper and buy in bulk.
9. Vendors such as Costco and Price Club can also be another good place to look around for bargains. Just make sure that what you purchase there is worth the membership cost each year. Frankly, I would rather look for sales at my local Pathmark than troll the aisles of those immense warehouses, but this is a matter of personal preference.
10. Try shopping online for lab coats. The prices are cheaper and as long as you know your measurements, you will get the same quality as you would from a private vendor. Ask yourself if it is really necessary to have the physicians or staff members name embroidered on the pocket. You can create your own name tags in house by using your computer generated logo and printing the name. Name tag kits are available at your local crafts store for far less than personal embroidery, so check it out before you spend.
11. W.B. Mason is an excellent provider for your paper supplies and their prices are often much cheaper than Staples. In an emergency, W.B. Mason will hand deliver any supplies you request and their sales staff is always courteous and helpful.
12. Make sure you test your copier before purchasing paper. Some copiers are fussy about paper and will repeatedly jam if the paper quality is not recommended for the machine. In most cases, a standard white, inexpensive paper will work in most machines, but give the paper a try before you buy in bulk.
13. For office hardware, shop the big names such as Dell and Hewlett Packard. They usually have a business lease/ buy program with great prices. You can also shop Best Buy and see if their geek squad will work with you to support your hardware. Check carefully before purchasing new or replacement phones. The AT&T products are good hardware but may be costly. You want to make sure that your phones are meant to last since they will be used and abused on a daily basis. In this case, you may want to spend a little more for a better product with good support and replacement policies.
14. Keep your supply area clean and well organized. One staff member should be in charge of the shopping and inventory. After you have shopped the bargains for a few months, you will have a good idea of your inventory budget. Money should be assigned strictly to keep your supplies from running low. Don't be hesitant to shop around and change brands if you find a better price. Do a 90 day price check to make sure you are always getting the best bang for your buck.
So many practices in serious financial shape spend money foolishly simply because they are not taking the time to become smart shoppers. It is relatively simple to make some significant changes in your shopping habits that will quickly add more dollars to the practice coffers. The following tips can alleviate both the stress of running out of supplies and keep your overhead from running you over!
1. Do Not purchase toilet paper or hand towels from the same vendor that provides you with your injectables and/or medication. You will pay dearly for the privilege and way above sale prices for these items. Shop supermarket sales, especially when Scott tissue 20 roll, for example, is on sale. Buy 2-3 packages which will give you 40-60 rolls anytime the local grocer advertises this bargain.
2. Install a simple paper towel holder on the wall above your sinks and purchase bulk supplies of paper towels when they are on sale. Consider using an electric hand dryer in your patient restrooms instead of hand towels, which are often quite costly and are sometimes used two or three at a time.
3. Buy liquid soap at your local dollar store or purchase the large drum of refill soap and a funnel to re-fill the bottles when empty.
4. Consider using a local laundry service instead of disposable paper gowns. Many practices are now installing their own washers and dryers when they build or update their suites. If you do not have the room in your office, you can get a great price for your laundry at most laundromats in your area. Many will pick up and deliver your laundry for you and you will get to use the same gowns over and over, instead of purchasing a new supply of paper gowns each month.
5. Even if you have a cleaning service, you will need to do some maintenance to keep your office clean and neat. Again, Do Not order your cleaning supplies from Staples or Office Max. They will charge you well above the wholesale prices you can get when these items are on sale. I do feel, however, that every medical office should invest in a good vacuum, broom, and sponge mop for those spills and paper messes that are part of the everyday life of a medical office. You may want to add a decent rug cleaner to the above mentioned items to avoid permanent stains when spills happen.
6. If you are still using a chart system, purchase less expensive charts and consider using tabs to separate your dictation, lab results, etc. The cheaper charts hold up just as well and can help you realize substantial savings.
7. Now that the age of free pens, post it notes, and other little goodies is almost at an end, you will need to stock up on pens and paperclips whenever they are on sale. The end of August and beginning of September, when back to schools sales are in full swing, is the perfect time to pick up these items for far less than you will during the year. Make sure your patients are not walking away from the front desk with the office pens and this is least likely to happen with a plain black Bic pen which you can find on sale @ 10 for 99 cents in places such as Target and Wal-Mart.
8. Do whatever you have to do, to find room to store and organize your supplies. Clean out an old closet or put shelves in your file room. Whatever area you choose to store your supplies, they should be easily visible for inventory. Don't wait till the last minute to shop for your needed items, rather, take the time to shop sales and then stock up. You will find that you do not have to shop for the same items month after month if you become a savvy shopper and buy in bulk.
9. Vendors such as Costco and Price Club can also be another good place to look around for bargains. Just make sure that what you purchase there is worth the membership cost each year. Frankly, I would rather look for sales at my local Pathmark than troll the aisles of those immense warehouses, but this is a matter of personal preference.
10. Try shopping online for lab coats. The prices are cheaper and as long as you know your measurements, you will get the same quality as you would from a private vendor. Ask yourself if it is really necessary to have the physicians or staff members name embroidered on the pocket. You can create your own name tags in house by using your computer generated logo and printing the name. Name tag kits are available at your local crafts store for far less than personal embroidery, so check it out before you spend.
11. W.B. Mason is an excellent provider for your paper supplies and their prices are often much cheaper than Staples. In an emergency, W.B. Mason will hand deliver any supplies you request and their sales staff is always courteous and helpful.
12. Make sure you test your copier before purchasing paper. Some copiers are fussy about paper and will repeatedly jam if the paper quality is not recommended for the machine. In most cases, a standard white, inexpensive paper will work in most machines, but give the paper a try before you buy in bulk.
13. For office hardware, shop the big names such as Dell and Hewlett Packard. They usually have a business lease/ buy program with great prices. You can also shop Best Buy and see if their geek squad will work with you to support your hardware. Check carefully before purchasing new or replacement phones. The AT&T products are good hardware but may be costly. You want to make sure that your phones are meant to last since they will be used and abused on a daily basis. In this case, you may want to spend a little more for a better product with good support and replacement policies.
14. Keep your supply area clean and well organized. One staff member should be in charge of the shopping and inventory. After you have shopped the bargains for a few months, you will have a good idea of your inventory budget. Money should be assigned strictly to keep your supplies from running low. Don't be hesitant to shop around and change brands if you find a better price. Do a 90 day price check to make sure you are always getting the best bang for your buck.
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