Must-Have Medical Office Supplies

Planning and organizing office supplies for your medical practice will bring up some planning strategies and some specific considerations. You might think it is no big deal, but you must be vigilant and properly supplied in order to avoid any hassles. Keep in mind, there is a difference between medical supplies and medical equipment. 

For the purpose of this article, medical office supplies relate to any necessities that are perishable, consumable or that might be depleted or worn out over time (like furniture). Medical equipment, therefore, refers to anything likely not needed to be purchased again, unless of course, they break. This includes instruments and items used for medical diagnostics. 

Must-Have Front Office Supplies

To begin with, your front office will need to be stocked with supplies to get the front office staff through each day. Some items may seem obvious, but it is good to have a checklist as you go through stocking your front office. 

• Desk and ergonomically inspired office chairs for the receptionist, secretary, and anyone else who spends time in the front part of your practice
• Wastebaskets – typically you want at least one basket with a lid for  disposing of food items, general trash cans and a recycling bin as well 
• Shelves and file cabinets
• Phone system with answering machine
• Secretarial organizers/trays/bins
• A generous supply of printing paper
• Writing utensils – pens (including a few red), pencils, markers or highlighters
• Shareable office supplies like tape, three-hole punch, stapler(s), calculator(s), and general notepad(s)
• Stationery – you will need a combination of supplies like manilla folders; claim, registration, and consent forms; letterhead, stamps and envelopes; business cards; prescription pads; laboratory slips; and an appointment calendar (even if you plan to schedule appointments online)

Reception Area Supplies

Keeping your patients comfortable and happy in the reception area might not take a whole lot of consideration, however, you do want to have a nice space for them to wait. It is important to consider who your patients are, their demographics and what would make them feel invited into your practice and have a pleasant experience. 

• Comfortable, upholstered armchairs, side/end tables, lamps/lighting, and tv sets
• Plants, mirrors, paintings, and sculptures for decoration
• Magazines, books, and toys for kids to keep them busy and entertained while they wait
• Water cooler, coffee station and disposable cups
• Hand sanitizers, wipes, disposable masks

Consultation & Exam Room Supplies

Most practices approach their consultation and exam rooms in very similar ways. They are typically somewhat plain, with access to educational materials at most. To begin with, you want to supply your exam rooms with the following:

• Bookcase or rack of medical literature handouts and pamphlets
• Comfortable chairs for patients and family as they wait
• A sterile wastebasket/container
• Cloth gowns
• Exam table paper
• Sheets for beds

General Supplies

General supplies could be found just about anywhere within your practice. These items are good to have on hand at all times. You must consider the full scope of having patients and staff in your practice during working hours. 

• Facial tissues, paper towels, and toilet paper
• Sanitary hand foam and soaps
• Sterile gloves, exam gloves, disposable masks
• Assorted medical supplies such as syringes/needles, gauze pads, band-aids, swabs, alcohol pads, thermometers, cotton applicators, and tongue blades

Whether you are opening up your very first practice and changing venues, you want to have a great checklist of items to get stocked and ready for opening day. This will also require you to shop around to get the best deals and prices. It may mean buying supplies from multiple vendors. You may even ask for suggestions from your current practice where they tend to find the best prices on these items. Do not forget to check out buying in bulk, buying on an automatic/recurring shipment, etc. This type of research might take some time, but it will be worth it, in the long run, to save money on supplies that you will need to continually purchase.

Lastly, remember that unforeseen circumstances, like a pandemic, can really put your whole approach into a whirlwind. Just be mindful of items, like toilet paper and sanitizing wipes, that can easily be wiped out when the media says. The bottom line is, be prepared and stay vigilant. You will find a flow to purchasing your must-have medical office supplies.