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Ordering Dental Supplies

Ordering Dental Supplies

Assigned To: Jessica Myers, Sarah Dungan, Dan Tietz, Karen Morgan

Category: Finance & Compliance

Department: Instructors, Procurement

SOP Rule: Cadence

Status: Approved and Implemented

Purpose

Defines the process for ordering dental supplies to ensure instructors have necessary materials and inventory is properly managed.

Scope

Applies to instructors, procurement managers, and supply coordinators responsible for supply management and ordering.

Trigger

  • Upcoming lab sessions require supplies
  • Inventory levels fall below required thresholds

Process Overview

1. Inventory Review

  • Conduct weekly inventory checks
  • Complete Instructor Inventory Form during CPR classes
  • Identify missing or low stock items

2. Submit Purchase Requests

  • Submit supply request form before end of shift
  • Ensure requests are submitted weekly (by Saturday)
  • Include all required supply details

3. Review and Approval

  • Procurement Manager reviews submitted requests
  • Adjust quantities based on class size
  • Approve or request additional information

4. Order Placement

  • Supply coordinator places orders via Amazon or JotForm
  • Ensure timely ordering for upcoming classes

5. Delivery Tracking

  • Print and post order form in supply cabinet
  • Track deliveries and mark received items
  • Highlight missing or backordered items

6. Order Completion

  • Confirm full delivery of all items
  • Remove completed order form
  • Escalate missing items after 4 weeks

Key Rules

  • Inventory must be updated regularly
  • Requests must be submitted on time
  • Orders must be tracked until completion
  • Missing items must be escalated appropriately

Completion Criteria

  • Supplies ordered and delivered
  • Inventory updated accurately
  • Requests processed and approved
  • All materials ready for class use

Tools and Systems

  • Instructor Inventory Form
  • Purchase Request Form
  • Google Sheets (Inventory tracking)
  • Amazon (Ordering platform)
  • JotForm (Supply ordering)

Revision History

  • Version 1: 05/15/2025
  • Version 2: TBD
  • Version 3: TBD