Next, discuss location. Careful planning for the location of inventory adds to the efficiency of the laboratory. Locating supplies in easily accessible locations and proper storage is essential. Determining what supplies need to be kept refrigerated or frozen, the amount of space needed, and the means for monitoring and recording those proper temperatures will ensure the integrity of the products and provide records for accreditation purposes.
Monitor the inventory. Use of the spreadsheet list created with the starting point task to:
- record all incoming and outgoing supplies, and
- the reorder point ('PAR' level),
the laboratory can assure that the stock levels remain adequate without overstocking. See the image on the right of the spreadsheet described earlier. (The reorder supply point column is also known as the PAR level.)
Track the inventory. Once a reorder point (PAR level) is identified after stock removal, the item(s) can then be added to a worksheet or whiteboard for the supply purchaser to make timely purchases. Contingency plans should be in place for finding alternate places to purchase when backorders do not assure the timely arrival of the supply before the laboratory runs out.
Storage of items in proper containers is also important. Some supplies may need to be stored out of light or in very dry environments. Lot numbers and expiration dates must be recorded and tracked. For large facilities, a more sophisticated and expensive plan can be set up similarly to retail stores with barcodes identifying specific storage areas and locations along with reordering points. There are software suppliers that can help set up these plans.
Identify a separate location for expired reagents and any supplies or reagents that must be discarded. Do not leave these items in the same location as the regular inventory, or the individual performing the inventory count may include these items in error.
A great reference for these processes is:
Clinical and Laboratory Standards Institute (CLSI). Purchasing and Inventory Management. 1st ed. CLSI guideline QMS21. Wayne, PA: Clinical and Laboratory Standards Institute; 2016.
