Once the inventory list has been created, the next step is assessing stock levels and potential reductions. This will require considering every aspect of the daily routine. This is a task not just for the laboratory manager but must involve all persons that utilize the products. Critical questions to be asked in completing this task are:
- What products are used most often?
- How many of these products are used weekly and monthly, and are there seasonal differences?
- Does the current stock require additional levels beyond what is currently available?
- What products, if any, have had sometimes to be discarded because they are not used before the expiration day?
- Does current stock run out sometimes before the regular ordering period?
- Are there products that will no longer continue to be used?
Once these questions are answered, a spreadsheet needs to be created for managing the stock. The
image below is an example spreadsheet that can be created. In addition, several software companies can supply custom-made spreadsheet programs for the laboratory. You can access the spreadsheet to move to your files by going to resources. The file is named an inventory management tool.
This is also a good time to assess the possibility of reduction and waste. For example, if you find that some supplies sit on the shelf unused for quite a period, reducing this stock may save storage space and money tied up in unused inventory. On the other hand, using up space for laboratory supplies that are not being used is wasteful and costly. If reagents are expiring on the shelf regularly, the longevity of the expiration date when the reagent or supply arrived at the laboratory is one possibility. This will require working with the vendor to get longer expiration dates. The laboratory may also look at the frequency of running the test and, if infrequent, can it be sent out without affecting patient care.
