Facilitators:
tendering or competitive bidding process.
Jaily Jessica G. Cerdeña
John Ronez Constantino
John Paul Bautista
Aira Cervantes
MAINTAINING AND HANDLING MEDICAL
SUPPLIES
Hospital inventory forms one of the biggest capital
investments in the medical industry. Having the
right type of tracking tools is the key to successful
operations. A slight mishap can lead to unfortunate
consequences resulting in legal penalties. Because
of this, the healthcare sector is struggling to keep
up with the rising costs and demands every year.
Medical institutions deploy a vast range of
equipment to carry out daily tasks. If these assets
are not properly monitored, it doesn’t only adversely
impact organizational efficiency but overburdens
the staff as well.
All of these issues need to be addressed while
maintaining an equipment inventory capable of
providing the right equipment at the right time for
the right application. Managing medical supplies
can feel like a never-ending burden for many
occupational medical providers. Between putting
together first aid kits and keeping track of inventory,
the list of tasks goes on and on.
ASPECTS OF MEDICAL SUPPLY MANAGEMENT
1. Inventory documentation
-Each healthcare organization should follow steps
to achieve a reliable and accurate inventory
database.
2. Evaluation of medical supplies
-Understand how each item can be utilized
3. Safety testing Regular
-equipment inspection is an essential part of any
medical inventory program.
4. Staff training
-A vital part of medical inventory management is to
train staff on how to use different types of hospital
tools and devices
PROCUREMENT
 is the process of finding and agreeing to
terms and acquiring goods, service or work
from an external source often via a
 involves every activity involved in obtaining
goods and services a company needs to
support its daily operations.
 is intended to ensure that the buyer receives
goods, services, or works at the best
possible price when aspects such as quality,
quantity, time, and location are compared.
PROCUREMENT, SOURCING, ACQUISITION &
PURCHASING
Procurement- viewed as more tactical in nature
(the process of physically buying a product or
service) while sourcing and acquisition are
viewed as more strategic and encompassing.
Sourcing - the process of selecting suppliers to
provide the goods and services you need to run
your business.
Acquisition- is when one company purchases
most or all of another company's shares to gain
control of that company.
Purchasing- refers to a business or organization
acquiring goods or services to accomplish its goals.
A purchasing and supply manager, a business
service buyer, or procurement professional,
basically buys goods and services and takes a
strategic approach to business goals. Whatever the
organization needs – whether it’s raw materials for
manufacture, obtaining marketing services or
getting more profitable agreements in place, it’s
procurement’s responsibility to get the best goods,
at the best price, while maintaining good
relationships with suppliers in a sustainable and
ethical way.
STEPS IN THE PROCUREMENT PROCESS
1. Identify which goods and services the
company needs.
 It involves delving into the nitty-gritty details
of what the business needs, such as the precise
technical specifications, materials, part numbers or
service characteristics.
2. Submit purchase request
• notifies the company that a need exists,
purchasing staff or the financial team, as well as
specifications such as price, time frame needed.
3. Assess and select vendors
• This is what the purchasing team sends to
potential suppliers in order to receive a quote – it is
important to be As detailed as possible so you can
compare apples to apples.
4. Negotiate price and terms
• Examine each quote carefully and negotiate
where possible
5. Create a purchase order
• The PO should be sufficiently detailed to identify
the exact services or goods needed and to enable
the supplier to fill the order.
6. Receive and inspect the delivered goods
• Make sure everything is delivered as specified in
the PO and that the quality meets or exceeds
expectations
7. Conduct three-way matching
• to ensure the goods or services received match
the purchase order and to prevent payment for
unauthorized or inaccurate invoices
8. Approve the invoice and arrange payment.
• make sure invoices are always paid on time,
which can prevent late fees and build good
relationships with suppliers
delivered to the receiving department and the
corresponding receiving report.
3 P’S OF PROCUREMENT
People
Generally are responsible for initiating or
authorizing every step of the procurement process.
Process
A well-designed and methodical process helps to
promote accuracy and timeliness because every
person involved knows exactly what they need to
accomplish and how long they have to complete the
tasks
Paperwork
These records act as a store of organizational
knowledge about payment terms and supplier
performance, helping the business maintain an
efficient procurement process — even if the
procurement staff changes over time
Order Processing
Order processing is the process or workflow that
happens after a customer places an order. This
starts with confirming the products are in stock,
then picking the items from inventory and sending
them to a sorting area. Each individual order is

9. Recordkeeping
• Clear, accurate records can also help resolve any
potential disputes.
3-WAY MATCHING PROCESS IN
PROCUREMENT
Three-way matching in accounts payable is an
internal control method that ensures that the
invoice, purchase order, and receiving report all
compiled, carefully packed, labeled and shipped to
have consistent line item details. The goal of this
the customer’s address, or through order
approval process is to ensure that the invoice is
consolidation.
consistent with the products and amount ordered
(listed on the purchase order) and match the goods Step 1 Order Placement
  When the business receives a customer
order, order details (including items, item
quantities, shipping details and delivery
addresses) are typically sent to an order
management system.
Step 2 pick inventory
 Order picking must be a highly controlled
process because it directly influences the
productivity of the overall order processing
workflow.
Step 3 Sorting
 An essential step toward accuracy and
customer satisfaction because it’s the
perfect time for workers to ensure all
ordered items are present and in good
condition for shipping.
Step 4 Packing
 It’s important to prioritize dimensions and
weights that can be easily handled and are
cost-effective. Step

Step 5 Shipping
 The process of transporting orders to their
final destination.