ral Hygiene
fO
Tardieu, J Oral Hyg Health 2015, 3:4
o
&
Journal of Oral Hygiene & Health
Journal
Health
DOI: 10.4172/2332-0702.1000183
ISSN: 2332-0702
Research
Short Article
Communication Open
OpenAccess
Access
Introduction to a Dental and Medical Inventory, Order and Traceability
Management Software
Philippe Tardieu1,2*
1
Manager, ANPA Medical Supplies DMCC, Dubai, UAE
2
College of Dentistry, New York University, Dubai, UAE
Abstract
All clinics are facing the same issues related to items orders, traceability, inventory, real time evaluation of the
inventory, expire dates management, price of same items sold by different distributors, medico-legal constraints,
consumption evaluation of all Items or of some dedicated items, export of payment details to accountancy, etc.
The aim of this paper is to define these needs, specific to medical practices. It is also analyzing the solution
offered with a new on-line software (Easy Stock-in®) to get an answer to these problems.
Keywords: Management; Inventory; Order; Traceability; Supplies; you load on this web site are crypt and only visible by you and by the
Accountancy provider. In the same way e-mails must be crypt and secure using a SSL
protocol.
Introduction
Beyond these levels all your data must be backed up in a secure
Inventory management has been already covered in the industry place. Today you should not need to take care about this; all this part
since many years. It is established that stock management is mandatory should be done automatically.
to avoid conflict in between demand and supply. Buffer stocks minimize
the risk to be short on stock when needed to treat patients. And we Easy Stock-in online software
know that productivity can be improved by production on stock. This Easy Stock-in [8] has been designed to simplify this management
is what is called the safety stock [1]. in real time.
To implement this kind of management, we need to set up a certain - It is not necessary to install the software on a computer, all is
number of processes to evaluate the ideal amount of stock: not too accessible on-line.
much to avoid freezing too much money and enough to answer to the
clinic activity [2,3]. - It is not needed to make back ups. Your data are stored on a Server
in Europe and backups are done every 10 minutes.
Inventory managements are specific to the medical field, such
as David R. Sinclair introduced in his article about the Inventory - You can access to your data from everywhere in the world as long
management and the safety stock disposable airway devices [4]. as you are connected to the Internet.
But until now most of the clinics are not equipped with any efficient - You can use any computer or any tablet.
program allowing the management of stocks and orders. Paper tables - You can use any currency
and paperwork solutions are still widely used today in the majority of
clinics, when they are managing the stock. And this is very far from Structure of the program
being a good solution: human fault rate is high, process and tracking Easy Stock-in is set up with 4 types of buttons with a different color:
the inventory is not possible, real time reports are not available, there blue for the Everyday practice, yellow for the reports, orange for the
is no protected access, no automatic back-ups, no tool to log who has customized reports and green for your settings.
been doing what.
Everyday practice (Blue) (Figure 1)
Today software based systems bring the advantages of having the • Planning orders
most efficient control with less effort and time spending. Big companies
such as SAP have been starting such developments for industries [5]. In Planning Orders, you can check the containts of each Lot. For
Some other software has been developed in the frame of Universities,
such as for Kadir Has University [6]. Some others have been developed
*Corresponding author: Dr. Philippe Tardieu, Alabama Dental Center, Al Wasl road-
to manage stocks in hospitals [7].
Al Manara Junction, Villa No. 879, PO Box: 346576 Dubai, UAE, Tel: +97143948222;
E-mail: [email protected]
An important point to check in software developments is the
security which must be at it’s highest level when dealing with patient’s Received July 02, 2015; Accepted July 27, 2015; Published August 03, 2015
information. All information exchanged on the internet is open. This Citation: Tardieu P (2015) Introduction to a Dental and Medical Inventory,
means that when you send an e-mail, your e-mail can be viewed by any Order and Traceability Management Software. J Oral Hyg Health 3: 183. doi:
10.4172/2332-0702.1000183
one, when you send information through a “standard” web site, it is
exactly the same. To allow the protection of your data, the web site must Copyright: © 2015 Tardieu P. This is an open-access article distributed under the
terms of the Creative Commons Attribution License, which permits unrestricted
be secured. You can identify a secure web site when the URL is starting use, distribution, and reproduction in any medium, provided the original author and
with https:// instead of http://. This means that all information’s that source are credited.
J Oral Hyg Health
ISSN: 2332-0702 JOHH, an open access journal Volume 3 • Issue 4 • 1000183
Citation: Tardieu P (2015) Introduction to a Dental and Medical Inventory, Order and Traceability Management Software. J Oral Hyg Health 3: 183.
doi: 10.4172/2332-0702.1000183
Page 2 of 7
example a Lot is equal to “1 box of masks”, one line will be edited for order from A to Z. A customized report allows sending this information
one box of 50 masks. The number of items in inventory at the time of to the accountancy. A field automatically shows how many days you
ordering is automatically displayed. This will avoid orders Items which have in between the date of order and today or the date of order and
are already in stock somewhere (Figure 2). the date of delivery.
• Sent Orders Management • Basket
In the details of Sent Orders Managements, the date of delivery, the This tool allows setting up the list of all used Items for an intervention
amount of the invoice and the details of payments allow following your with the details of prices and the total amount. This is interesting to
do if you want to separate the honorarium from the amount of used
items during an intervention. It is also used to evaluate the amount of
components used to fabricate prosthesis for example (Figure 3).
The Basket is done in such a way that you can select one or several
items included in a basic package (for example 6 gloves have been
used out of a box of 50 gloves). And the price will be automatically
calculated.
Figure 1: Everyday practice.
• Stock and Traceability (Figure 4)
Figure 2: Planning orders.
Figure 3: Add Intervention.
Figure 4: Stock and Traceability..
J Oral Hyg Health
ISSN: 2332-0702 JOHH, an open access journal Volume 3 • Issue 4 • 1000183
Citation: Tardieu P (2015) Introduction to a Dental and Medical Inventory, Order and Traceability Management Software. J Oral Hyg Health 3: 183.
doi: 10.4172/2332-0702.1000183
Page 3 of 7
The background of the expired Items is displayed in red color to Quick inventory is used for example when you want to get at a
avoid mistakes. glance the number of implants you have in stock without going around
in the drawers to count them.
Reports (Yellow) (Figure 5)
• Dynamic Inventory Report
• Today’s Inventory
The Dynamic Inventory Report allows monitoring the value of the
The total amount of the Search on Items is displayed on top of the
inventory over 24 months. The amounts are calculated at the end of
page. The lists can be exported and printed.
each month and the charts and lines allow you evaluating the trend
• Quick Inventory (Figure 6) (Figure 7).
Figure 5: Reports.
Figure 6: Quick inventory.
Figure 7: Dynamic inventory report.
J Oral Hyg Health
ISSN: 2332-0702 JOHH, an open access journal Volume 3 • Issue 4 • 1000183
Citation: Tardieu P (2015) Introduction to a Dental and Medical Inventory, Order and Traceability Management Software. J Oral Hyg Health 3: 183.
doi: 10.4172/2332-0702.1000183
Page 4 of 7
• Compare prices This report allows taking the decision to re-order some Items or to
use them fast before the expiry date.
This allows comparing the prices of a same Item sold by different
distributors. Customized Report (Orange) (Figure 9)
• One month Expiry date notification (Figure 8) • Analytic Consumption Report
This report gives the list of expired Items and Items on the way to Analytic Consumption Report allows monitoring your consumption
expire in less than one month.
Figure 8: One month Expiry date notification.
Figure 9: Customized Report
Figure 10: Analytic Consumption Report.
J Oral Hyg Health
ISSN: 2332-0702 JOHH, an open access journal Volume 3 • Issue 4 • 1000183
Citation: Tardieu P (2015) Introduction to a Dental and Medical Inventory, Order and Traceability Management Software. J Oral Hyg Health 3: 183.
doi: 10.4172/2332-0702.1000183
Page 5 of 7
based on several search criteria: by category, by distributor, by item, by • Items
location, by status, by period, etc. (Figure 10).
You can import a list of new Items in one time. The import will
• Export paid invoices to accountancy come from a CSV or a XLS file (Figure 12).
This report allows sending all details about invoices, payments to • You can add a picture in Item’s fields (Figure 13).
the accountancy in one time.
To easily find pictures to add in your Items details, just go to Google
Settings (in Green) (Figure 11) Images and search for the name of your Item. You will then be able to
Figure 11: Setting Menu.
Figure 12: Select fields to link.
Figure 13: Edit item.
J Oral Hyg Health
ISSN: 2332-0702 JOHH, an open access journal Volume 3 • Issue 4 • 1000183
Citation: Tardieu P (2015) Introduction to a Dental and Medical Inventory, Order and Traceability Management Software. J Oral Hyg Health 3: 183.
doi: 10.4172/2332-0702.1000183
Page 6 of 7
make a screen shot of your picture and import it in your Items details. • Automated email settings (Figure 16)
• Lots, Basic packaging and Minimum quantity to order make This page allows you automatically select your reports when you
things easy to implement (Figure 14) want to receive by e-mail.
• Minimum Inventory Notification and Number to Re-order
• Items location (Figure 17)
allows you to be warn before you find that you have no more Items in
stock (Figure 15) Most of users use the Location by room. This allows making analytic
In this case, a new line will be automatically opened in Planning search by room (or practitioner) activity in Analytic Consumption
Orders. It will be present until your Items will be identified as Received. report.
Figure 14: Basic Packaging.
Figure 15: Minimum Inventory Notification.
Figure 16: Automated email setting.
Figure 17: Item Location.
J Oral Hyg Health
ISSN: 2332-0702 JOHH, an open access journal Volume 3 • Issue 4 • 1000183
Citation: Tardieu P (2015) Introduction to a Dental and Medical Inventory, Order and Traceability Management Software. J Oral Hyg Health 3: 183.
doi: 10.4172/2332-0702.1000183
Page 7 of 7
Conclusion 2. David FR (1996) Distribution, Replenishment Inventory Planning. 1996: 263-
319.
This new online software created by dentists for dentists is 3. Desmet B, Aghezzaf EH, Vanmaele H, Springer Series in Advanced
answering the problems related to order and stock management Manufacturing 2010, Intelligent Techniques for Safety Stock Optimization in
specific to medical practices. Networked Manufacturing Systems. 2010: 367-421.
All the tools are accessible online and the intuitive way to work 4. Sinclair DR (2010) Inventory management and the safety stock of disposable
airway devices. 57: 706–707.
with it allows a very fast and easy implementation whatever size is the
dental practice. 5. Gerhard K, Peter M, Alexander Z (2002) Supply Chain Management Based on
SAP Systems SAP Excellence, Recent Developments in Order and Supply Chain
All users of this program have been surprised by the amount of Management based on SAP Systems. Springer Publication. 2002: 168-173.
money stuck in inventory. Based on this information, users have been 6. Taner A, Emrah B, Emrah Ar, Zeki B (2013) Innovations and Advances in
able to modify their protocol of decision to order items in a better Computer, Information, Systems Sciences, and Engineering, Lecture Notes
way. It is a real satisfaction to get access to much information in one in Electrical Engineering, A Software Architecture for Inventory Management
click. Substantial savings have been done on expenses by all users. Full System 153: 15-27.
version access to Easy Stock-in is available on the web site of ANPA 7. Sitra M, Akiko N (2011) Takuji Health and Technology, Establishing an
MEDICAL SUPPLIES DMCC [9]. inventory-based medical equipment management system in the public sector:
an experience from Uganda. 1: 47-56.
References
8. Easy Stock-in web reference
1. Tmm G, Herbert K (2012) Comprehensive Logistics, 2nd edition, Inventory
Management, 2012: 271-327. 9. ANPA Medical Supplies DMCC, Dubai, UAE [email protected]
J Oral Hyg Health
ISSN: 2332-0702 JOHH, an open access journal Volume 3 • Issue 4 • 1000183
