Page 17 - Inventory Manager

Quarterly Inventory Counts – by Jan. 2, Apr. 1, July 1, and Oct. 1

1. Scheduling the count. Hint: Your weekly checklist will be reminder for you not to forget.
a. Schedule with appropriate managers every quarter to be completed by Jan. 2, April. 1,
July 1, and Oct 1 each year
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b. The date must be chosen BEFORE the 5 of the month PRIOR and a note given to each
department manager. The department manager will schedule each staff member for
inventory counting on the staff schedule that is due to the Director of Administration by
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the 10 .
c. A note is given to Dept Heads (or those making staff schedule) by Nov. 5, Feb. 5, May 5,
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Aug. 5 to SCHEDULE appropriate quarterly inventory counts by the dates above.
i. The note will state WHO is scheduled (those with weekly areas of inventory counts that
have been here over 90 days). You will have up to 8 people which should make it go quickly
ii. The note will state WHEN they are to be scheduled (4:30-7:30 on a Sat, or 2:30-8:30 or 7-
10am on a Sun)
iii. The note will state that this count should be scheduled in a way that we are NOT
SCHEDULING OVERTIME.
d. It must be 100% completed before leaving.
e. The Lead Tech or Inventory Manager must count the lock box/controlled drugs while the
doctor is present (to get drug box keys). The Lead Tech or Inventory Manager must be
scheduled off the floor while counting.
2. Completing the count:
a. Only the pharmacy, injectables, and the lock box will be counted. The other areas of
inventory are counted weekly
b. The Inventory Manager will print the inventory lists and assign for each staff member to
count. In AVImark:
i. Choose Work With
ii. Choose Inventory Lists
iii. Choose File, then Print, then Inventory Report
iv. Sort by Fiscal format, then Print
c. The staff member will count the pills, check the expiration date, write the count, and
expiration date next to each item they are in charge of. They make the
changes/corrections in AVImark, sign the inventory pages, and turn them into the
Inventory Manager.
d. Double check any counted items that may still be in the reception area to picked up, or
with a patient still in the hospital. Basically any meds that are IN BLUE still in AVImark
are counted STILL IN THE HOSPITAL.
e. If a staff member finishes their list, the Inventory Manager will give them another list or
have them help another staff member.
f. The Inventory Manager will review all counts and sign off that inventory is complete and
turn lists into Director of Administration.

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