Placing MA Supply Orders on Henry Schein

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

Category: Student Life Cycle

Department: Instructors, Procurement

SOP Rule: Cadence

Status: Approved and Implemented

Purpose

Defines the process for ordering medical assistant lab supplies to ensure timely and accurate delivery for scheduled labs.

Scope

Applies to instructors and procurement teams responsible for ordering and processing MA lab supplies.

Trigger

• Need for medical assistant lab supplies for upcoming classes

Process Overview

1. Identify Supply Needs (Instructors)

• Review upcoming lab requirements
• Complete inventory tracking during classes
• Determine items needed at least 2 weeks in advance

2. Submit Supply Request (Instructors)

• Complete Medical Supply Order Form
• Provide required quantities and details
• Submit request for procurement review

3. Review Requests (Procurement)

• Review submitted requests and inventory data
• Adjust quantities if needed

4. Access Henry Schein System

• Log into Henry Schein portal
• Select correct school location

5. Verify Shipping Details

• Confirm address using School Info Smartsheet
• Ensure accuracy before proceeding

6. Add Items to Order

• Select items from shopping lists
• Adjust quantities based on request

7. Checkout and Submit

• Review cart and order details
• Add PO number (Location - Date format)
• Submit order

8. Track Delivery

• Monitor deliveries and packing slips
• Track missing or backordered items
• Confirm full order completion

Key Rules

• Orders must be submitted at least 2 weeks in advance
• Shipping address must match School Info records
• PO format must be consistent
• All deliveries must be tracked until complete

Completion Criteria

• Supply request submitted and processed
• Order placed successfully
• Items delivered and verified
• Inventory updated accordingly

Tools and Systems

• Henry Schein Portal
• Medical Supply Order Form
• School Purchase Requests Spreadsheet
• School Info Smartsheet

Revision History

• Version 1: 05/14/2025
• Version 2: TBD
• Version 3: TBD