Monitoring Supplies: Well Worth the Extra Effort
Everything from groceries to healthcare is more expensive than it used to be. What is worse, we have no choice but to pay for it and go on. However, this trend is alarming enough that we need to stop and take a serious look into where the costs can be lowered.
Dental supplies are one of the main culprits. Those costs have noticeably gone through the roof! Especially if you have a multi-doctor practice and each doctor has a preference for everything they use, from composite to gloves. That doesn’t even consider the preferences of the hygienists and assistants.
Ordering supplies was always routine: If we ran low on something, we ordered more and might order a couple more of something so that we didn’t have to order again so soon. No big deal.
That way of ordering supplies isn’t cutting it any longer. We need to plan and budget.
How to Reduce Costs with Your Supply Budget
Here are ways that we have learned to reduce costs with our supply budget:
1. Take Inventory
First, look at what you have in stock. A complete inventory of everything is best to start with.
Are you ordering too much, and it expires on the shelf instead of being used? These may be items that are no longer being used, and you didn’t realize it.
2. Talk to Your Providers
Ask the providers if they agree to use some of the same products so you don’t have to order a different brand/type for each one. This will help cut costs and make it easier to order.
3. Check with Supply Reps
Consult with your supply reps to see if their company has its brand of products. These can usually be purchased at a cheaper rate and can be of the same or comparable quality as the more expensive ones.
Ask the rep for samples of the less costly products and see if you like them; if so, you can switch.
4. Look Out for Sales
If you order from multiple supply companies, watch for the sales each one runs. If you want to “stock up,” that would be the time.
5. Get Exclusive Discounts
If you use multiple supply companies, it would be worth your while to have a conversation with each rep and ask if you switch all your business to their company, would they offer an across-the-table discount?
6. Make an Exchange
If you have something in stock that you aren’t going to use, ask your rep if you can exchange the product for something you will use. Even if they don’t give you the full purchase credit, it would be better than expiring on the shelf and getting thrown away.
Always Look for Ways to Save on Supplies
There are multiple ways to lower your supply expenses if you just put some effort into it.
A good guideline for a supply budget is 7% of the previous month’s collections.
It does take more time to shop around and monitor the spending and the inventory, but it is well worth your effort and will significantly help your practice’s bottom line.
About the Author
Kay Thompson, DAADOM
Kay started on her dental journey when she was a little girl and used to play “Dentist” with her dolls in her mom’s kitchen, using the utensils in the utensil drawer as her “instruments.”
After completing the Dental Assistant Program at St. Louis Community College in Kirkwood, MO, she worked in the dental field as an assistant for 20 years. Then, she became a Practice Administrator for the last 13 years.
She is excited about being an AADOM member and in 2020 she earned her Fellowship (FAADOM). In 2023, she earned her MAADOM and her DAADOM in 2024.
Away from the practice, she loves doing mission work and is active in her church, riding motorcycles and ATVs with her husband, and spending lots of time with their 3 daughters and 7 grandchildren.
