Supply and Equipment Inventory Management

Why Inventory Management Matters in a PT Clinic

A physical therapy clinic runs on supplies. Hot pack covers, electrodes, gloves, gait belts, and tape rolls must be available every time a therapist or aide needs them. When a supply runs out unexpectedly, patient care is delayed and staff spend time scrambling instead of treating patients. As a rehab aide, you will often be the person responsible for counting stock, flagging shortages, and starting the reorder process. Doing this accurately and on time is a direct contribution to patient safety and clinic efficiency.

Key Concepts: Par Level and Reorder Quantity

Par level is the minimum quantity of an item that must be on hand at all times to keep the clinic running without interruption. Your supervisor or clinic manager sets par levels based on how fast each item is used and how long it takes for a delivery to arrive. Par levels are posted on a reference sheet that you will use during every inventory count.

When the count of any item falls to or below its par level, that item must be reordered. The quantity you order is calculated with a simple formula:

> Par level − Current count = Order quantity

For example, if the par level for hot pack covers is 20 and you count only 14 on the shelf, the order quantity is 20 − 14 = 6. You would requisition 6 hot pack covers.

Some clinics set a separate reorder point above the par level so that new stock arrives before supplies dip too low, but in this course you will use the par level itself as the trigger.

How to Conduct a Physical Inventory Count

Step 1 — Prepare. Gather your inventory tally sheet, pen, and calculator before you begin. Make sure the storage area is tidy enough to count accurately. Do not move items between bins while counting.

Step 2 — Count systematically. Work through each bin or shelf in order. Count every unit of each item and write the number on your tally sheet immediately — do not rely on memory. Count each type of item separately; for example, count large gloves and medium gloves as different line items if the par sheet lists them separately.

Step 3 — Inspect while you count. As you handle items, look for:

• Expiration dates — electrodes, certain tapes, and disposable items carry expiration dates. Any expired item must be removed from the usable supply and set aside for disposal per clinic policy.
• Damage — torn packaging, cracked plastic, or visibly degraded items (such as dried-out hot pack covers) must also be pulled and noted on the tally sheet as "condemned" or "damaged." Do not count these toward your usable total.
• Correct storage — sterile or single-use items should be stored separately from reusable items. Flag any storage concerns to your supervisor.

Step 4 — Double-check your counts. For items where the count seems unexpectedly high or low, recount before recording.

Completing the Tally Sheet

The tally sheet has a row for each supply item and columns for: item name, par level, current count (your count today), expired/damaged units removed, and usable count. The usable count is what you actually have available — it does not include expired or damaged units. Use the usable count when calculating reorder quantity.

Completing a Purchase Requisition

A purchase requisition is the internal document used to request that the clinic order more supplies. It is not the same as a purchase order (which the business office creates). The requisition tells purchasing what you need so they can obtain it. A properly completed requisition includes:

• Item description — full name and size or specification (e.g., "Hydrocollator hot pack cover, standard size")
• Catalog or SKU number — found in the supply catalog; this prevents ordering the wrong product
• Quantity needed — the order quantity from your formula
• Unit cost estimate — the price per unit from the catalog
• Total cost estimate — unit cost × quantity
• Date and your name — so the supervisor knows who submitted it

Leave no fields blank. An incomplete requisition delays the order and can result in the wrong item being purchased.

Safety Considerations

Inventory management in a healthcare setting carries real safety responsibilities:

• Never use expired supplies on patients. Expired electrodes may not deliver current correctly; expired single-use items may be degraded or contaminated.
• Handle soiled or potentially contaminated items with gloves. If you find a supply item that has visible body fluid contamination, do not handle it with bare hands. Follow standard precautions and report it to a licensed staff member immediately.
• Report low stock for safety-critical items immediately. A shortage of gloves or gait belts is not just an inconvenience — it is a patient and staff safety issue that must be escalated the same day it is discovered.
• Proper storage protects supplies. Keep supplies off the floor, away from sinks, and in labeled, closed containers to maintain their integrity.

Your Role and Scope of Practice

As an aide, you perform the count, complete the paperwork, and submit the requisition. You do not have authority to place orders directly with vendors, approve spending, or discard clinical equipment without supervisor direction. Your job is to give the licensed staff and clinic manager accurate, timely information so they can make good decisions.