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#21 – Oversees Coordination of Suppliers

Oversee Suppliers

In this level, you are responsible for the following vendors/services:

  1. Hazardous waste
  2. Fire extinguishers
  3. Florist – flowers for office
  4. Uniforms
  5. Drug testing for staff
  6. Name tags/wall plates
  7. Water softener
  8. Staff lunches
  9. Oxygen/Nitrous gas 

We maintain a vendor summary for all our vendors. These are kept in _____________. Your job is to update the summary every time you work with a vendor – and when you speak with a vendor, you should always print this so that you have the current information. For all financial decisions and spending, let the manager know what you plan to do and spend.

  1. Oversee Hazardous Waste Pick‑Up

Your responsibility is:

The vendor’s responsibility is:

There is/is not a contract.

The fee is $______ and if they want an increase, then you should:

They come to pick up our medical waste every month on the _______.  We have medical waste boxes located ____________________.  Whichever one is fullest is to be picked up.

They also will dispose of UPS (the battery backups used for the computers).  Just place them next to one of the boxes and they will take them next time they come.  Do not call them to pick them up separately, as there is a $70.00 transportation charge if they make a special pickup.  There is a separate price for the disposal of these batteries and other electronic components.

Note – we need to keep the white top copy called the “Treatment Shipping Paper” which is mailed to us after they do the pickup.  This records what was picked up and the weight and is signed by our staff and the company.  We keep these in our Medical Waste folder in case we are audited.  Need to keep three years’ records in the office.

Our hazardous waste vendor is: ____________

Phone:

Email:

2. Fire Extinguishers

By law these are required to be checked annually. The vendor we use is: _______________

Phone:

We have ___ fire extinguishers that they check.

The costs are:

$___ for a visit

$__ fuel charge per visit

$___ for each extinguisher that they check

= $____ total fee

3. Florist

They provide flowers for the greeter station weekly.

4. Uniforms

Admin team Uniforms – purchased through Lands End – ADA Member Advantage Program

10% discount all the time

At the ADA meeting, usually get an additional 5% discount through 12/31.

_________’s account number is ________.

These are the contact numbers for the ADA account.

__________:  phone

__________:  fax

Can either fax or call order in, cannot complete through the website.

www.landsend.com/business

 

 

Before we order next time, let’s compare with some other vendors:

www.corporatecasuals.com

www.thread-logic.com

www.Queensboro.com

We normally order: __________________

Purchased for:

Full time admin team members – get 2-3 & are expected to wear these daily

Greeters – get 2-3 & are expected to wear these daily

Accounting staff – get 1 & are expected to wear at least 1x/week

Other clerical staff:

High school students

To order Admin team Uniforms:

  1. _____ review the Lands End business outfitters catalog to choose top 3 choices for style & color
  2. Bring top 3 choices to ____ and Dr. _______, and let them confirm these are acceptable. One requirement is that our secretary team wear the same color on the same day in order to look more professional. So team can choose to order 2 shirts of the same color or one of each color.
  3. Give accepted choices to the secretary team with instructions.
  4. _______ place order & use coupon code.

Instructions for Admin Team in choosing uniforms

  1. Everyone must wear the same color each day. These shirts are expected to last one year.
  2. Full time admin team and Greeters receive 2-3 shirts paid by _________; Accounting staff and high schooler receive 1 shirt paid by ________. Staff can purchase more if they want.
  3. Choose a size that will fit you and look professional – not skin tight and not sloppy loose.

 

Assistant/Hygienist Uniforms – ordered through SmartScrubs

We spent $____ last year on uniforms.

For scrubs: www.jinjijeans.com

Color Schedule for Staff

Assistants – Scrub color

Monday – Wine or Navy

Tuesday – Seal blue

Wednesday – Khaki

Thursday – Green

Friday – Navy

Admin team  – Shirt & pants colors

Monday – Blue shirt / black pants

Tuesday – Green shirt / khaki pants

Wednesday – Blue shirt / black pants

Thursday – Green shirt / black pants

Friday – Green shirt / khaki pants

 

Doctor Uniforms – lab jackets through LandsEnd.com – watch for ADA discounts

  1. Drug Testing

For new hires before they start work. Our vendor is: ______________

Phone:

Hours:

Directions:

We use them for new hires drug testing and for existing employees accident/suspicious behavior drug & alcohol testing. Employees can show up for drug/alcohol testing without an appointment between 7:30 – 4:30 Mon – Fri.

If a test is positive, then a Medical Review Officer (physician) reviews the results a second time, calls the employee to verify any legal reason for the positive result and then calls us to tell us positive or negative. This result is defensible because they do the investigation. Results will be called to us the next day. We will be billed monthly for their services. They approve our BWC discount.

Costs – $___ per drug test and $___ per alcohol test.

 

  1. Name Tags and Wall plates.

Upon completion of level 1 a nametag and name plate for the wall plaques should be ordered.

Name tags are ordered from:

Nametags should be ordered with First name only, and correct # of holes for level 2 (2 holes) or whatever level the staff member is in.

Wall Plaques should be ordered with First and Last name from ___________

Stars – order as needed.

  1. Water Softener

Our vendor is ___________.

  1. Coordinate staff lunches

Every three months, when requested by the manager coordinate a lunch for the full staff meeting. Check the schedule and see how many staff will be present. Budget for lunch should be approx. $_____ per person.

We usually order ___________________   and they deliver. We bring paper plates, forks and paper towels plus a large trash bag. When our meeting is over, we clean up immediately and throw it out.

9. Ordering Oxygen and Nitrous

Document when the delivery was received __________.  DO NOT over order!

Our standard inventory is to have ____ full oxygen tanks for every ___ full nitrous tank.  We pay a $____ a day rental fee for each tank, empty or full.

When tanks are getting low a back staff member will let you know we are getting low. Have them check both kinds of tanks and report to you how many of each you need to order.

We order from:

Give your acct #

Tell them how many large tanks of each you need to order

 

Staff Birthdays and Anniversaries

For birthdays, we normally:

For work anniversaries, we normally:

Our budget is:

Oversees Thank you for Referring Program

Referral Program Instructions including a gift:

  1. Receive referred by patient report from ____.
  1. Cross a line through each patient that referred someone within their family. Last names can be different – so you must open the family file for each patient to see if the referred patient is listed.
  1. On a blank sheet of paper write the name of each patient left on the list. Leave plenty of room between names for work address and work phone numbers.

Sample list:

Thank You for Referring List  – Month of _________

Patient name:

Work phone:

Work address:

Home phone:  (if no work)

Home address:  (if no work)

  1. Pull these patient’s charts to find a work place and phone number. Expect to find just the company name (not a work address) – if you do not have a work number, then look in the yellow pages online (superpages.com) to get a company phone number.
  1. Call the work number or company number for each patient. The script for this call is:  “Hi ___, this is ____ with _____________.  Dr. ___________ asked me to call you to thank you for referring ___________ to see us.  He wants me to send you a surprise gift and I need to confirm your work address so it can come to you directly.  What is the best address for you at work?  Great – thanks!  So – keep an eye out for a delivery headed your way in a couple of weeks!  (No I can’t tell you what it is – it’s supposed to be a surprise!)  (Why do I need to send it to your work?  Dr. _____ thought it would be fun for you to receive your gift directly during the day to make sure it doesn’t have to sit on a front porch in the rain and get damaged.)
  1. Write down the work address on your list.
  1. Add this work address/phone into the dental software.
  1. When complete, meet with ____ to send the items.
  1. For those who do not have any work info, call them. The script for this call is:  “Hi Tom, this is Dave with Health Park Dentistry.  Dr. ________ asked me to call you to thank you for referring _________ to see us.  He wants me to send you a surprise gift that can arrive directly to you during the day – do you want this sent to your home or do you have a work address that would be better?

 

  1. Print the letters & have the dentist sign them. Pull the charts of the referring patients so the dentist can make a personal note to the patient on the letter also. Make sure you give the dentist a deadline & a cover note to return these letters to you within 1-2 days.

To print a Thank You letter and Mail the gift:

-Pull up the referred patient name

-Family file

-Quick letters

-Select GP Referred by patient

-Click Build/View

-Print

  1. Pack the letters into the boxes with 2 care cards inside. Put a return address sticker from a page of labels (not the label maker) on the box and use the label maker for the patient’s address. Use bright markers and write Thank You all over the box to make it look fun. Use the postage meter to print $2.44 stickers & put on the boxes. Then take Dave’s office credit card & these boxes to the post office to mail them.
  1. Track that these gifts were sent in Dentrix.

-Family File

-Double click Referred By box

-Click Analysis

-Click New Gratuity

Value $10.00

-Type- coffee mug

-ü Add to Journal

-Provider- Select Dr. _____

-OK

Referral Program Instructions NOT including a gift:

  1. Receive referred by patient report from ____.
  1. Cross a line through each patient that referred someone within their family. Last names can be different – so you must open the family file for each patient to see if the referred patient is listed.

Give Ortho referrals to _____ to handle.

  1. Print a Thank you for referring letter, insert 2 Care to Share cards & have the dentist sign them. Pull the charts of the referring patients so the dentist can make a personal note to the patient on the letter and sign the Care Cards. Make sure you give the dentist a deadline & a cover note to return these letters to you within 1-2 days. If you have these letters & charts ready before a management meeting (_________ mornings) then you can give them to ____ to take to the meeting.

To print a Thank You letter:

-Pull up the referred patient name

-Family file

-Quick letters

-Select GP Referred by patient

-Click Build/View

-Print

  1. Put the letter and 2 care cards inside the envelope. Mail.
  1. Track that these letters were sent in Dentrix.

-Family File

-Double click Referred By box

-Click Analysis

-Click New Gratuity

Value $0

-Type- Letter only

-ü Add to Journal

-Provider- Select Dr. _____

-OK

 

_____________________________         ____________________

Office Manager                                                         Date