How to Conduct a Physical Inventory. Instructions. Forms. And. Sample Memos

Transcription

1 How to Conduct a Physical Inventory Instructions Forms And Sample Memos Produced for NAILM Audio Conference Program July 20, 2006

2 CIRCULATING INVENTORY The total amount of linen required to operate a healthcare facility is referred to as the circulating inventory. The circulating inventory consists of the total of all the par levels of all the carts, closets and storage locations, plus the desired number of usage turns. Remember, a par level includes a safety stock factor. A usage turn is the average amount of product that actually gets used in a day. Here is a general example of how to think about how many turns there are in your hospital. EXAMPLE: One turn on the beds One turn circulating for the day One turn in the soiled linen One turn being processed at the laundry One turn in the linen room One-third to one-half turn for safety stock The circulating inventory is therefore 5 ½ turns of linen. The total turns you require in inventory depends on whether you have an on premise or commercial laundry and whether or not that laundry operates or delivers five, six or seven days a week. There is a guideline known as the rule of twelve which maintains that you can estimate the number of turns you need by subtracting the number of days you receive clean linen from the number twelve. If you receive linen five days a week, you will need at least seven turns. If you receive linen six days a week, you will need at least six turns. If you receive linen seven days a week, you will only need five turns. Circulating turns of scrub suits and baby linen often are higher than five to seven turns, sometimes as high as ten turns. This is due to their high loss rates and the fact that they are often in storage out of normal circulation. Surgery linen that is kept in packs may require higher turns as well as it is often out of circulation for a time as well. 2

3 INVENTORY METHODOLOGY Linen management information cannot be provided without accurate records. Regular inventories will provide the basic data needed to maintain par levels, inventory and production. Inventories should be conducted every six months to properly monitor changes in the linen system. Step 1: Select the date for the inventory Sunday is the best day to schedule an inventory for circulating linen for the following reasons: Sunday is the lowest census day of the week. Ancillary services are not operating at normal levels. The laundry is usually not operating, thus, there is less chance of linen slipping past counters. Transport of patients is at a minimum, Laundry personnel, those most familiar with linen identification, will be available to count, not process, linen. Step 2: Count Teams Required There are two basic ways to conduct a linen inventory: 1. Direct, or do it yourself 2. Indirect, have others (nursing and ancillary) count Direct means using count teams consisting of linen personnel who report to the Linen istribution Manager. The direct method is the most accurate method. Assign teams to two per 100 beds. Hospitals that use reusables in surgery and labor and delivery will need additional count teams (add 50% more count teams). Indirect, have other (nursing and ancillary) count. Indirect means having personnel from each department count linen. Unfortunately, some of these employees may become offended when asked to count linen. As a result, they may not follow the procedures and do a poor job counting. Assign teams of two if the indirect method is used. Step 3: Determine which items will be counted. Make sure this issue is addressed with the count teams. All items to be included should appear on the tally sheets. Step 4: Compile a list of people to be notified and send them memos. 1. Department heads and nursing units 2. Individuals doing the actual counting 3

4 Step 5: Assignment of Teams and Units Don t group good counters together and poorer counters together; mix them up. Assign the teams to begin counting nursing units in logical sequence for traffic flow. Then finish up with the ancillary units. You must know at all times exactly where each team is so they can be reassigned to other units. Keep the master schedule in a central location (probably the linen room) so it can be used to monitor progress. Each team should call the linen room after finishing the count on a unit. The team can then proceed to the next unit. If linen chutes are not in use and collection of soiled linen must be made by hopper pick up on units, this central point will act as dispatcher for the person who collects the soiled linen. Step 6: Establish a master schedule of the actual timing of the inventory. It is important to have a written plan to refer to in case of an emergency. Step 7: Gather materials needed (tally sheets, pencils, clipboards, instructions, inventory tags, etc.) Step 8: Conduct a training session to review count procedures. This should only take about 30 minutes. Materials needed will be:!samples of blank count forms!samples of completed count forms!chalkboard or flipchart!instructions for count procedure Explain that the purpose of an inventory is to count every piece of linen in the hospital. The counters will need to check bedside drawers, closets, bathrooms, etc. Include the gown on the patient, the pillow under his foot, and the extra blanket tucked at the foot of the bed. The teams should help each other out to ensure an accurate count. PROCEDURE: 1. Report to the unit secretary or charge nurse when you reach a unit 2. Ask if any areas or rooms are off limits. These areas will be counted last. 3. Post your inventory in process tag on the linen cart or closet and proceed to count the linen. 4. Systematically count all linen in patient rooms. 5. Have department staff count the off limit areas or have them accompany you. 6. Call the control center to report count completion, then proceed to next assigned unit. 7. Report to the Central Linen Room when you are finished with all units. IF YOU HAVE A QUESTION OR ENCOUNTER A PROBLEM CALL: 4

5 Step 9: The day of the count: 1. Distribute instructions for count procedure 2. Distribute tally sheets and supplies 3. Implement master schedule 4. Start the inventory early (7:00 a.m.) 5. No beds will be changed until the inventory has been completed. In case of an emergency bed change, the count team should be notified. 5

6 GENERIC SCHEDULE OF INVENTORY MONITORING DAY 1 DAY 15 DAY 29 1) Initial Count of Linen Room Inventory. 2) Confirm current levels are close to recommended Beginning levels. 3) Enter information into Column G of Form 2 at end of Exhibit C 1) Second count of core items. 2) Enter data into Columns H & I of Form 2. 3) Evaluate recommended replenishment quality. 4) Place appropriate order with vendor to arrive on Day 29. 5) If available, plan for injection from stored inventory on Day 29. 1) Injection of required replenishment. a) New product from b) Injections from stored inventory 2) Also start of new inventory cycle. 3) Repeat process with initial count in linen room for the new cycle, including injection of new product. 4) Enter data into Column G of Form 2. 6

7 CONDUCTING A LINEN INVENTORY (In-House Laundry) The following details the steps necessary to conduct a linen inventory. The first column explains the actions to be taken; the second column notes when the action should be completed. Once you ve established the inventory date, you can determine the dates for each action. Place a check mark by each action as it is completed. Try to schedule the inventory on the lowest census day of the week and when ancillary services are not operating at normal levels (such as on the weekend). Date inventory will be taken: ACTION #of weeks before Inv. Date Completed 1. Determined counting personnel 4-6 week (discuss with Dir. of Nursing if nursing will participate). 2. Director of Linen Distribution should 4 weeks address head nurses meeting; 1) discuss reasons for necessity of inventory 2) outline procedure, 3) discuss changes in linen delivery, and 4) answer questions 3. Prepare tally forms & master schedule 3 weeks 4. Assign count teams (2 per). Mix good 3 weeks counters with poorer counters. 5. Memo to department heads remaining 2 weeks them of inventory with schedule for posting on bulletin board. 6. Memo to physicians asking for scrubs. 2 weeks 7. Train count teams on what to look for 1 week and how to use the tally sheets. 7

8 ACTION # OF DAYS BEFORE INV. DATE COMPLETED 8. Linen distribution manager 3 days manager to call or visit each unit to remind them of inventory date. 9. Check all tally forms for accuracy. 3 days 10. Check supply of pencils, 3 days clipboards and counted cards. 11. If nursing personnel is to 1 day count, distribute tally sheets to floors after 4:00 p.m. with instructions as to time & procedure for counting. 12. After 4:00 p.m. count 1 day the following: a) Operating Room b) Central Supply c) Clean linen in the Linen Room. (mark with tape to indicate completion) d) Linen carts for delivery on Inventory Day 8

9 INVENTORY DAY No beds changed until inventory is completed. Count nursing units first, then do ancillary units. 6:00 a.m. - 7:00 a.m. - Remove all soiled linen from floors, chutes and holding areas. - Seal off linen chutes - Designate this as uncounted linen for commercial laundry - Distribute tally sheets to count teams 7:00 a.m. - 9:00 a.m. - Count teams begin counting linen in rooms, closets, holding areas, carts, etc. on floors & mark with counted card. - As each count team completes the floor inventory, call inventory control center to check for re-assignment. - As each floor count is completed, filled exchange carts will be sent to floors. 9:00 a.m. - 3:00 p.m. - Soiled laundry will be counted as it is processed through the system. - As last load of soiled linen begins processing, soiled laundry on floors will be collected and brought to soiled linen area. - Removed tape from linen chutes. - Results tabulated and entered on master list. 9

10 CONDUCTING A LINEN INVENTORY (Commercial Laundry) The following details the steps necessary to conduct a linen inventory when a commercial laundry is used for processing linen. The first column explains the actions to be taken; the second column noted when the action should be completed. Once you ve established the inventory date, you can determine the dates for each action. Place a check mark by each action as it is completed. Try to schedule the inventory on the lowest census day of the week and when ancillary services are not operating at nornam levels (such as on the weekend). Date inventory will be taken: ACTION #OF WEEKS BEFORE INV. DATE COMPLETED 1. Determined counting personnel 4-6 weeks (discuss with Dir. of Nursing if nursing will participate). 2. Director of Linen Distribution 4 weeks should address head nurses meeting; 1. discuss reasons for necessity of inventory, 2. outline procedure 3. discuss changes in linen delivery, and 4. answer questions. 3. Memo to manager at commercial 4 weeks laundry notifying of inventory. 4. Prepare tally forms & master schedule. 3 weeks 5. Assign count teams (2 per). Mix good 3 weeks counters with poorer counters. 6. Memo to department heads 2 weeks reminding them of inventory with schedule for posting on bulletin board. 7. Memo physicians asking for scrubs. 2 weeks 8. Train count teams on what 1 week to look for and how to use the tally sheets. 9. Phone call to commercial laundry 1 week manager to reconfirm time and cooperation. Discuss their responsibilities to ensure accurate count. 10

11 ACTION # OF DAYS BEFORE INV. DATE COMPLETED 10. Linen distribution manager 3 days to call or visit each unit to remind them of inventory date. 11. Check all tally forms for 3 days accuracy. 12. Check supply of pencils, 3 days clipboards and counted cards. 13. If nursing personnel 1 day is to count, distribute tally sheets to floors after 4:00 p.m. with instructions as to time & procedure for counting. 14. After 4:00 p.m. count the 1 day following: a) Operating Room b) Central Supply c) Clean linen in the Linen Room. (Mark with tape to indicate completion.) d) Linen cards for delivery on Inventory Day 11

12 INVENTORY DAY No beds changed until inventory is completed. Count nursing units first, then do ancillary units. 6:00 a.m. - 7:00 a.m. - Remove all soiled linen from floors, chutes and holding areas. Seal off linen chutes. - Designate this as uncounted linen for commercial laundry - Distribute tally sheets to count teams 7:00 a.m. - 9:00 a.m. - Count teams begin counting linen in rooms, closets, holding area, carts, etc. on floors & mark with counted card. - As each count team completed the floor inventory, call inventory control center to check for re-assignment. - As each floor count is completed, filled exchange carts will be sent to floors. 9:00 a.m. - 1:00 p.m. - Count clean linen delivered today from commercial laundry prior to placement on carts or shelves. - After soiled linen is picked up by commercial laundry, resume normal schedule of soiled linen removal from floors. - Remove tape from linen chutes. - Results tabulated and entered on master list. DAY AFTER THE INVENTORY - Count all clean linen returned by laundry. Laundry to designate end of uncounted linen. - Tabulate final results. 12

13 PRE-INVENTORY CHECKLIST Count Personnel Determined Teams Assigned Forms Prepared Head Nurses Addressed Schedule Completed Memos Sent Count Personnel Trained All Units Visited Clipboards, Pencils, Instructions Prepared 13

14 INSTRUCTIONS FOR LINEN INVENTORY 1. Report to the unit secretary or other department personnel when you reach a unit to begin the count. 2. Ask if any areas or rooms are off limits. These areas will be counted last. 3. Post your inventory in process tag on the linen cart or closet and proceed to count the linen. 4. Count all linen designated on attached form in each room; include all products on beds, in bathrooms, in bedside drawers and closets. Enter this under ROOMS column. 5. Count all clean linen remaining on linen exchange cart and enter total in CART column. 6. Count all clean linen in holding areas or in closets and enter under CLOSET column. 7. Have unit secretary or department personnel count the off limit areas or have them accompany you as you count it. 8. Total the count for each item across ROOM, CARTS, and CLOSET columns. 9. Mark linen on carts and in closets with counted cards. 10. Call linen room at to verify that count if complete and floor is ready to receive exchange cart. 11. Return form to, who will come by to collect your tally sheet. 14

15 SAMPLE MEMO TO NURSING STAFF WHEN LINEN PERSONNEL IS USED FOR INVENTORY COUNT To: All Department Heads From: Laundry Manager cc: Assistant Administrator Subj: Linen Inventory Director of Materials Mgmt. Director of Nursing On, the Linen Department will conduct an inventory count of all linen products in use so that inadequate amounts can be adjusted. A schedule of events is attached. In order for this inventory to proceed smoothly, the following changes in service will occur: 1. Linen carts will not be delivered until after the count is completed on each unit. This will take place between 8:30 a.m. and 9:00 a.m. 2. Please do not change any beds until after the clean linen carts have been delivered. This will ensure an accurate count. In case of an emergency bed change, please notify the count team and point out the soiled linen. Thank you for your cooperation and assistance. Please call me at should you have any questions or concerns. 15

16 SAMPLE MEMO TO NURSING STAFF WHEN THEY ARE TO DO THE FLOOR COUNT. To: All Department Heads From: Director of Laundry cc: Assistant Administrator Subj: Linen Inventory Director of Materials Mgmt. Director of Nursing As we have agreed, we will conduct an inventory count of all linen products in use in the hospital. The following events will take place: (Day prior to inventory) 4:00 p.m. - Tally sheets, clipboard, and pencils will be delivered to your unit for counting. - Instructions will also be included. (Inventory Date) 6:00-6:30 a.m. - All soiled linen removed from floors. - Linen chutes sealed off. 7:00-9:00 a.m. - count all linen in rooms, closets, holding areas, carts, etc. on floors. 8:30 a.m. - Clean linen carts exchanged after phone call from nursing unit that counted has been completed. - Linen supervisor will pick up tally sheet. - Normal service will resume. Thanks for your cooperation, disruption of linen service will be minimal. It is important that the count is as accurate as possible to determine current and future order levels. Should you have questions or concerns, please call me at. 16

17 SAMPLE MEMO TO PHYSICIANS ASKING FOR RETURN OF SCRUBS To: All Physicians From: Director of Laundry Subject: Linen Inventory On we plan to conduct an inventory count of all linen and apparel items used in the hospital. An accurate count is essential to project purchase levels. Please return any scrub suits you may have at home so that we may include them in our count. Scrub replacement is one of our highest costs and we need your help to reduce this cost. Return any scrubs to the soiled collection hamper or give them to at. Thank you for your assistance. 17

18 BENEFITS TO NURSING STAFF WHO ASSIST IN INVENTORY 1. Disruption to Unit is Minimal Takes much less time to count the floors and carts if each unit is responsible for its own linen. 2. Minimal Patient Disruption Patients will not feel uneasy if familiar figure comes in their room, pulls down coers to count linen and opens their nightstand drawers and closets. 3. Involvement can Ensure Accurate Count & Proper Inventory Levels Nursing will have input as to the amount of linen in system. Having an accurate count will ensure that adequate inventory is in the system and shortages are eliminated. 4. The Bulk of Linen counted Will Be Done By Linen Personnel If the schedule is followed, the amount of linen on the floors will be minimal, reducing the amount of time necessary to count. 18

19 CIRCULATING INVENTORY STATION INVENTORY TALLY FORM Station: Date: Counted By: Supervisor: ITEM DESCRIPTION ROOMS CARTS CLOSETS TOTAL 19

20 CIRCULATING INVENTORY INVENTORY SUMMARY TALLY FORM Date: ITEM DESCRIPTION STATION CODES 20

21 CIRCULATING INVENTORY MASTER SCHEDULER LOCATION 6:30-7:00 7:00-7:30 7:30-8:00 8:00-8:30 8:30-9:00 9:00-9:30 Note: Assign count teams to specific locations and times, then monitor progress. As the inventory progresses, reassign those count teams who complete their floor counts first to uncounted areas. All count teams should finish at approximately the same time. The goal is to minimize the amount of time spent by the counters on the nursing floors. 21

22 How to Conduct a Physical Inventory Hospital Examples 22

23 Date: May 28, 1997 To: All Areas Using Linen Services From: Director, Linen Services Re: Linen inventory There will be a linen inventory on Wednesday February 4th, 1998 at 7:00 a.m. at Hospital and Division. This should be completed by 8:00 a.m. The Ambulatory, M.S.B. and West Campus will start at 8:00 a.m. and be completed by 9:00 a.m. There will be an inservice for counters, February 2nd, 1998 at 10:00 a.m. in the Linen Services office, room 205. Please have someone from your area attend and pick up the inventory sheets. The inventory is one of the most important functions of Linen Services. Without an accurate inventory it is impossible to maintain an adequate supply of linen for all using areas. The count must be done during the assigned times so there can be a separation of counted and uncounted items. The only linen that must be counted is the linen in the using area and on the cart or closet. Drop extra linen down chute before 7:00 a.m. Thank you for bringing this to your staff s attention and your cooperation to assure a proper and meaningful inventory. If you have any questions call extension TS/ri 23

24 UNIVERSITY LINEN DEPARTMENT 1. TIME INVENTORY PROCEDURE Wednesday, February 4, :00 a.m. Patient Care. 8:00 a.m. Ambulatory, M.S.B 2. SOILED LINEN REMOVAL in Make sure all soil linen is removed from the floor by 7:00 a.m. and there is not any excess linen patient rooms. All chutes will be taped closed at 7:00 a.m. and remain closed until inventory is completed in your area. 3. COUNT ALL LINEN Nurse servers On patients Stretchers On employees scrubs Exam rooms Drawers Lockers Equipment rooms Closets Exchange carts Packs - count packs not items in packs DO NOT USE EXCHANGE CART LINEN WHILE YOU ARE COUNTING. IDENTIFYING INFORMATION ON INVENTORY SHEETS. Make sure area name is correct. A. Date inventory sheet. B. Sign name on inventory form C. Check form to make sure all items are listed that are used. D. Put total amount counted in column marked area total. E. Read Procedure Sheet. Pick up your inventory sheets from the person responsible for your area. Names and areas listed below. Pick up sheets Tuesday, February 3, 1998, Linen Office, Room 205, at 10:00 a.m. It is important that your counts are accurate and all linen is counted at the same time. (DO NOT COUNT REPAC) Thank you for assisting Linen Service in this very important function, as it will assist us in providing you better. Any questions call

25 TO: ALL DEPARTMENT MANAGERS/SUPERVISORS FROM: LAUNDRY AND TEXTILE SERVICES DATE: DECEMBER 2, 1996 RE: LINEN INVENTORY The Laundry and Textile Services department has schedules an inventory of all linen user areas for Tuesday December 17, All soiled linen should be in the soiled holding areas by 11:15 a.m. on December 17, Soiled linen will be collected by the laundry and textile personnel starting at 11:15 a.m. and will be completed by 12:00 p.m. The inventory will begin promptly at 12:00 p.m. In order to obtain accurate information concerning the amount of linen in circulation it is necessary for each user area to assign a representative to oversee this task. Please fill out the attached form and return to the Laundry department. There will be a short in-service on Thursday, December 12, 1996, in the auditorium at 10:00 a.m. Inventory sheets will be available at that time. If you are unable to send a representative, please call 2364 and we will deliver your inventory sheets to you on December 16, Personnel from your area assigned to perform the inventory will physically count the linen items on each; bed, towel rack, bedside table, dresser drawer, utility rooms, treatment areas, blanket warmers, nurse stations and linen storage carts or shelves. The total amount of each linen item counted will be marked on the inventory form for your area. RePak linen should not be counted. Please deliver completed inventory forms to Laundry and Textile Services, B North, By 4:00p.m. on December 17, If there is any questions call extension 2364 or

26 LINEN INVENTORY Please fill out and return this form to Laundry and Textile Services by December 9, Any questions please contact extension 1471 or extension DEPARTMENT: DEPARTMENT MANAGER: EXTENSION: CONTACT PERSON: EXTENSION: A short in-service is scheduled for Thursday, December 15, 2005, in the auditorium, at 10:00 a.m., to cover the procedures to be used in our upcoming linen inventory. Your inventory sheets will be available at that time. If unable to send a representative, please contact ext 1471 or 2364 to review procedures before the day of the inventory. 26