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201610287

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UWHC,

Policies,Administrative,UWHC,Department Specific,Surgical Services,Administrative

Operating Room Inventory Management (1.38)

Operating Room Inventory Management (1.38) - Policies, Administrative, UWHC, Department Specific, Surgical Services, Administrative

1.38

UNIVERSITY OF WISCONSIN

POLICY & PROCEDURE

EFFECTIVE DATE

MARCH 1994
ORIGINAL
X REVISION
September2016
PAGE 1
OF 2
POLICY #

1.38
ADMINISTRATIVE MANUAL
NURSING MANUAL
OTHER Surgical Services
TITLE

OPERATING ROOM INVENTORY MANAGEMENT


I. POLICY

To establish a system for inventory management that addresses additions and deletions to inventory
maintained by the Surgical Services Department.

II. PURPOSE

A. To outline responsibilities and procedures for O.R. inventory management.
B. To identify individuals within the department who are responsible for inventory management and
decisions concerning inventory.
C. To explain the product data sheet and how to complete it when requesting additions to inventory.

III. PROCEDURE

A. To Monitor for Reduction and Deletion of Inventory
1. The Nursing Supervisor overseeing specialty team inventory should monitor inventory levels and
make adjustments to decrease inventory when possible.
a. Inventory levels will be reviewed at least annually. The Nursing Supervisor works with the
Surgical Services Business Manager, Inventory Control Supervisor, and Implant Coordinator
to oversee inventory levels.
2. Items not utilized within the last six months should be targeted for reduction or deletion.
a. The following options should be considered:
i. Use up existing inventory before replacing with new inventory.
ii. Complete replacement at a specific time from all using areas.
iii. Return or trade unused items to vendor for credit or useable inventory.
iv. Use items for teaching purposes.
v. Sell or trade to others.
vi. Discard, destroy or donate.
3. Inventory levels will be adjusted based on past usage or future predictions.
a. Inventory standard levels will be set up whenever possible.
4. Communicate the inventory adjustment. Route memo to Inventory Control Supervisor/designee,
Implant Coordinator, Surgical Materials Coordinator, Procurement Agent, Business Manager,
other users of the item.
a. Memo should contain product name, number, UWH inventory number, date of deletion, and
person who authorized.
B. Requests for Additions to Inventory and Consignment
1. The requesting individual will complete a “Product Addition to Inventory” sheet and a “Product
Change Form”. Submit the form to the Business Manager and specialty team nursing supervisor.
a. Forms are available from O.R. Materials Management Office on a shared drive.
b. Inventory standards will be set up whenever possible.

UNIVERSITY OF WISCONSIN

POLICY & PROCEDURE

EFFECTIVE DATE

MARCH 1994
ORIGINAL
X REVISION
September2016
PAGE 2
OF 2
POLICY #

1.38
ADMINISTRATIVE MANUAL
NURSING MANUAL
OTHER Surgical Services
TITLE

OPERATING ROOM INVENTORY MANAGEMENT


2. Each request will be reviewed for approval by the OR Asset Management Committee.
3. The OR Asset Management Committee can refer changes to the Surgical Services Capital and
Supply Management Committee for surgeon review.
4. The Procurement Agent will add the items to inventory if approved.
5. If approved for addition to inventory the Nursing Supervisor and inventory control staff in charge
of the service requesting item facilitates addition to inventory.
C. Back Order Situations
1. If a product is on back order, Procurement will inform the individual who placed the order of
back order status along with the expected date of availability. The individual will work with
Procurement to determine whether a substitution should be ordered, and provide information to
Procurement regarding possible options.
D. Rush Orders (Next Day Delivery)
1. When a need is identified to obtain an item for immediate use, the Nursing Supervisor or delegate
will phone (263-4329) or fax the OR Procurement Manager with the information for a RUSH
order.
a. Rush orders must be kept to a minimum to avoid additional emergency shipping fees.
b. All rush orders must go through the Procurement Manager to approve correct pricing and
delivery.
c. A PeopleSoft electronic requisition will be entered and used for these items and the word
RUSH or “need by date” is entered on the electronic request.
E. In-house vendor and loaner sets kept in-house in the Loaner Inventory Work Station in CS (C6/106).
1. Vendor will retain ownership; will be completely liable for any damage due to things like fire,
flood, water damage, etc. Vendor is responsible for checking and maintaining stock. Vendor will
supply instrumentation never used on animal tissue.
2. Hospital provides storage carts and replaces used items via purchase order shipped through dock.
F. Case specific loaner products are brought in for the surgical procedure and returned to vendor.
Purchase orders are usually billed only with no replacement stock.

REVIEWED BY

Surgical Services Policy and Procedure Committee, September 2016
Kristi Bartos, Business Operations Manager, September 2016
Carol Smithson, Director Business Operations & Finance TAC, September 2016
Bridget Shaffer, Director Perioperative Services & Emergency Department, September 2016

SIGNED BY

Rhonda Beane, MSN, RN
Director, Surgical Services Department