Ensuring that each clinic and all stations are adequately stocked with necessary supplies is vital to the success of our monthly spay-neuter clinics. The Supply Coordinator is responsible for ordering and inventorying supplies, stocking and distributing station supply kits, overseeing the usage, storage and logs for controlled drugs and supervising equipment maintenance.
Inventorying and Ordering Supplies
The Clinic Supply Coordinator inventories and orders clinic supplies as needed in advance of each Spay Day clinic, being sure to maintain a minimum 3-month supply on hand at all times. The supply area is organized in a way that makes it easy to determine the quantity and expiration date of each item in stock. The oldest supplies are always used first to avoid waste.
Useful hospital surplus items such as cotton towels, gauze, scrub solution, blades, suture, fluids, needles and syringes are evaluated and stocked. Donated supplies that Operation Catnip cannot use are forwarded to other charitable groups. Periodically, the Supply Coordinator polls clinic volunteers for input on needed supplies and equipment.
Before the Clinic
Stocking Clinic Supply Lists
The Clinic Supply Coordinator:
- Assures that all station kits are fully stocked
- Assures that adequate cleaning supplies are stocked, including paper towels, trash bags, disinfectant/deodorizer, brooms, mops and buckets
- Orders, logs, and stores controlled drugs
- Assures all equipment is in working order
- Supervises clinic set-up and distributes station supply kits and equipment
- Delivers a verbal clinic set-up report to the Clinic Supervisor
During the Clinic
The Clinic Supply Coordinator:
- Verifies the crash cart is fully stocked
- Brings refrigerated items to stations in temperature controlled containers
- Restocks supplies as needed throughout the clinic day
Overseeing Controlled Drugs
The Clinic Supply Coordinator oversees the distribution of controlled drugs, and replenishes controlled drugs as needed, making sure the clinic staff is never without access to the drugs. The drug box remains locked except when supplies are being distributed. The Supply Coordinator also maintains the drug logs, verifying that they are completed properly at the Anesthesia Station and the Medications Station, and that the vials used match what is recorded in the log.
Vials for all controlled drugs must be returned with the drug log. This includes empty vials, which are placed in properly labeled bags. The Clinic Supply Coordinator also stocks the crash cart with emergency controlled drugs prior to the beginning of anesthesia.
Supervising Laundering and Autoclaving
The autoclave, washing machine, and dryer are used throughout the clinic. All linens must be washed and folded before the next clinic, and the instrument packs must be autoclaved. The Clinic Supply Coordinator supervises the laundering of the surgical linens and fleece pads, the packing and autoclaving of the instrument packs, and the storage of supplies after cleaning.
After the Clinic
When the clinic is concluded the Clinic Supply Coordinator makes sure that all station supplies and kits are repacked and returned to the storage area. Items that need refrigeration are removed from the kits, and the Medical Director is asked to review and sign the controlled pain medication and anesthesia drug logs.