Delegating Inventory Tasks: A Guide for Veterinary Practices

Why Delegate Inventory Tasks?

You might wonder—why delegate inventory management when there’s already an inventory manager in place? While it may seem efficient to have a single person handling all inventory tasks, relying on just one individual can put your practice in a difficult situation. Effective veterinary inventory management requires teamwork.

Some tasks require a two-person sign-off, while others—such as receiving and purchasing—are intentionally separated for sound accounting principles. Most importantly, inventory management is a dynamic process that directly impacts patient care. Whether dealing with an influx of IMHA cases on a Friday or an unexpected litter of Mastiff puppies, a well-coordinated inventory system ensures your patients have timely access to treatment while preventing overstocking and preserving capital for staff benefits or new equipment.

Delegate Inventory Tasks the Right Way

Clear roles and better workflows mean fewer surprises and less stress. Check out our guide for tips on making inventory management easier.

1. Understand the Roles and Responsibilities

To delegate tasks effectively, it’s important to first understand the key responsibilities of an inventory manager. These include:

• Receiving
• Stocking
• Counting
• Purchasing
• System Management
• Data Analysis & Improvement

2. Define the Tasks and Tools

The inventory manager oversees all primary responsibilities, but delegation can help streamline workflow. Below are key areas where delegation is beneficial:

Receiving

• The primary function of receiving is often handled by an inventory coordinator, which may be a part-time position or a secondary role depending on practice size.
• Other staff should be designated to receive shipments outside of normal hours.
• Example: If a UPS delivery arrives after hours, a designated team member should be able to accept and store packages appropriately.
• This process is essential for sound accounting practices, ensuring that receiving, purchasing, and payments are performed by separate individuals to prevent fraud.

Stocking

• Duties include shelving received items, rotating stock for expiration dates, and replenishing backstock.
• Properly stocking items prevents inventory discrepancies and medical errors.

Counting

• Inventory counts should be broken into manageable portions and assigned to specific departments.
• Department leads are ideal for overseeing counts in their respective areas.
• Example: A surgical lead will best distinguish between different implant plates.

Purchasing

• The inventory manager should always own purchasing decisions, using data to determine order quantities.
• Team members should contribute to this process through want lists to flag high-usage or urgently needed items.

System Management

• Practices use various systems for inventory tracking, and certain tasks, such as marking purchase orders as received, can be delegated.
• Practice managers should always review and approve pricing changes, as cost adjustments affect markup and client pricing.

Data Analysis and Improvement

• Effective veterinary inventory management involves leveraging data to optimize stock levels and reduce waste.
• Example: “Dr. Peddle, our system shows you’ve used 13 tabs of Diltiazem 60mg this year. We also have 30mg tabs on hand. Do we need to carry both sizes?”
• Controlled substances and discrepancy reviews should always require sign-off from a practice manager.

Once tasks are defined, create Standard Operating Procedures (SOPs) to ensure consistency and oversight.

3. Select the Right Team

To delegate inventory tasks effectively, it’s important to choose team members with the right skills and mindset. Here are some key qualities to look for:

Accuracy and Attention to Detail

• Stocking: Misplaced inventory can cause overstock, shortages, and potential medical complications.
  • Example: Confusing NeoPolyBac HCL ointment with NeoPolyBac ointment can lead to serious eye complications.
• Receiving: Proper documentation ensures that savings aren’t lost due to unrecorded deliveries.
• System Management: Entry errors can significantly impact financials, affecting COGs (Cost of Goods Sold) by several percentage points.

Positivity

• Inventory management is often underappreciated—people notice when supplies run out but rarely when shelves are stocked. Assigning team members who naturally build positive relationships enhances collaboration.

Adaptability

• The unpredictable nature of veterinary care requires flexibility in inventory management.
• External factors such as supply chain disruptions, weather events, and global shortages (e.g., IV fluid production in Puerto Rico) necessitate quick thinking and problem-solving.

Build a Better Veterinary Inventory System

Get our comprehensive guide to inventory job roles in veterinary medicine

4. Train the Team for Success

A structured approach to training ensures that team members are competent in their assigned tasks:

Three-Step Training Approach:

1. Trainer completes the task while the trainee observes
2. Trainer and trainee complete the task together
3. Trainee completes the task while the trainer observes

Key Training Elements:

• Clear objectives
• Empowerment
• Timely feedback
• Comprehensive training
• Necessary resources

5. Monitor, Encourage, and Evaluate

Regular internal audits should be conducted, such as spot-checking 10 random items weekly. If discrepancies exceed 10%, further training may be needed.

Provide consistent feedback and recognition to maintain motivation.

Identify process gaps to continuously improve inventory management efficiency.

Final Considerations

Just like medical care, veterinary inventory management is a team effort. To ensure success:

• Allocate time for training and task completion
• Reframe inventory responsibilities as essential, not punitive
• Delegate strategically to enhance efficiency and reduce errors

By implementing structured delegation, your practice can maintain a well-organized inventory system while effectively distributing the workload.

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