Healthcare clinic operations · Operations
Medical supply reorder
Keep every room stocked without running out or overspending. The weekly count shows what is below par, an AI agent turns it into an order, the practice manager approves the spend, and the supplier confirms delivery and back-orders through a shared link.
- Duration: 3 to 7 days
- How often: Every week
- Steps: 7 steps
- AI agents: 1 AI agent
- Approvals: 1 approval
Free plan, no credit card needed.
What changes with this template
Without it
Someone notices the gloves have run out when the last box is opened.
Whoever has time places an order, with no check on the budget.
Expired stock sits at the back of the shelf.
A back-order is discovered when the delivery arrives short.
With it
A weekly count against par levels shows shortages before the shelf is empty.
The practice manager approves every order before it goes to the supplier.
Every count and every delivery checks expiry dates.
The supplier confirms the delivery date and back-orders through a shared link.
The template, step by step
Each step says who does it: someone on your team, an AI agent, or the client through a shared link. An approval keeps every later step locked until it is given.
- Done by your team
- Done by an AI agent
- Done by the client, through a shared link
Starts when
The weekly stock count is due. The supply coordinator starts a run for the clinic and the week.
- 1
Count stock and check expiry dates
Day 1Supply coordinator · Team
Count each item against its par level in the storeroom and the treatment rooms, and take out of use anything that expires this month.
Checklist
- Storeroom counted
- Treatment rooms counted
- Expired and short-dated items removed
Fields to fill in
- Link to the count sheet (required)
- Items below par (required)
- Items removed for expiry
- 2
Draft the order
Day 1Order drafter · AI agent
The order drafter turns the items below par into an order, with the quantity that brings each item back to par, using the par levels, pack sizes and prices in its instructions.
Fields to fill in
- Draft order (required)
- Estimated order total
Checked by: The practice manager checks the quantities and approves the spend in step 3.
- 3
Check the order and approve the spend
Hidden from the shared linkDay 2Practice manager · Team
Check the quantities against recent use and the monthly budget, remove what is not needed and approve the order.
Checklist
- Quantities fit the coming weeks
- Within the monthly supply budget
- Not already on an open order
Fields to fill in
- Approved order total (required)
Approval: No order goes to the supplier until the practice manager approves it.
- 4
Place the order and share the link
Day 2Supply coordinator · Team
Place the approved order with the supplier and send the supplier contact the shared run link to confirm the delivery.
Checklist
- Order placed
- Shared link sent to the supplier contact
Fields to fill in
- Order number (required)
- 5
Confirm delivery and back-orders
Days 2 to 3Supplier contact · Shared link
Through the shared link, the supplier confirms the delivery date and notes any item that is back-ordered or replaced by another product.
Fields to fill in
- Confirmed delivery date (required)
- Back-ordered or replaced items
- 6
Receive and check the delivery
Delivery daySupply coordinator · Team
Check the delivery against the order: quantities, expiry dates and items that need the fridge. If something is missing or damaged, mark the run as blocked and note what is missing.
Checklist
- Quantities match the order
- Expiry dates checked
- Fridge items stored straight away
- Damage reported to the supplier
Fields to fill in
- Delivery issues
- 7
Put stock away and update the count
Delivery daySupply coordinator · Team
Put new stock behind the old so the oldest is used first, update the count sheet and pass the delivery note to finance to match the invoice.
Checklist
- Older stock moved to the front
- Count sheet updated
- Delivery note passed to finance
Done when
The approved order is delivered, checked and put away, expired stock is out of use and the count sheet is up to date.
Make it yours. Rename steps, change owners and add checklist items, fields or approvals. The template is a starting point for the way your team works.
The AI agents in this template
An agent only works on its own steps, and a person on your team checks what it did. Anything an agent writes to a connected app waits for approval unless you allow it.
Order drafter
Turns the weekly count into an order that brings every item back to par.
What it does
- Reads the items below par recorded in step 1
- Uses the par levels, pack sizes and prices in its step instructions
- Writes the draft order and an estimated total into its step
- Completes its step, so the practice manager can review it
Checked by: The practice manager checks the quantities and approves the spend in step 3.
Questions this template answers
Count against par levels on a fixed day, order only what brings each item back to par and check every delivery. Steps 1 to 7 run that cycle every week, with one supply coordinator owning it.
Set a par level for every item and count against it every week, so shortages show before the shelf is empty. Step 1 records the items below par, and step 2 turns them into an order the same day.
Have one person approve every order against the budget before it is placed. Step 3 is an approval gate: no order goes to the supplier until the practice manager approves it.
Check expiry dates at every count and every delivery, and take short-dated stock out of use straight away. Step 1 removes items that expire this month, and step 6 checks the expiry dates of everything delivered.
Let AI turn the count into an order with quantities, and keep the approval with a person. In step 2 the order drafter drafts the order from the items below par, and in step 3 the practice manager checks it and approves the spend.
Ask the supplier to confirm the delivery date and any back-ordered or replaced items as soon as the order is placed. In step 5 the supplier records both through a shared link, so there is time to find another source.
Run this workflow in OKiDO
Set up the steps, owners and approvals once, then start a run for every new case.