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Dental bill format for Inventory

welcome to your dental inventory and ordering course I'm your trainer Tiger Safarov CEO of Zen supplies I'm super excited to have you get your life organized get your inventory organized and have a new refreshed feeling within your down practice so let's get started first why is it important if three main reasons it's time for the inventory makeover running out of supplies expired products dental supply budget is over five percent of the collections which is the industry standard not everybody's office goal but it starts at five percent so you could probably relate to this you open up the cabinet's there's a lot of storages there's a lot of different places where things are stored it's a lot of clutter and most importantly if we go through the practice and we put everything in the bin of all the expired products you can see that this bin is about worth $1,600 a staggering number of expired products and the offices if you are not organized physical space let's start right here so the main principle of organizing this physical space is have a single place for supplies stuck what you need only foot two to three weeks and space has to be open to be to see so that's sufficient let's take a look this is how most of our office is at Zen start this is the before picture you can see right here and this is after organized with Tippa bins which we'll get to in a second everything is visible you can see exactly the stock levels and most importantly you don't keep more than you need to this picture to me looks a little bit like a warehouse this picture to me likes looks like a Starbucks very efficiently organized a small store super effective and this is again another good picture of how the supplies should be organized a show for the bulky stuff like the cabbie wipes and you know the cutting roles the cutting tips and things like that and the gauze and you can see the tip our bins for all the rest of the products this is how the main storage should look like in the physical space for example this is another good example if you don't have the space for this to put the tip up in somewhere like a closet you can put all of your supplies in sterilization but again all your doors will need to get removed everything has to be visible the trays go up in the space between the lower cabinet and opera cabinet will get filled with tipper bins which again we can help you design all these doors as we discussed we'll have to get removed this is one of the biggest things we always discuss with the offices please write it down if you're watching right now you can save at least 1% so let's just say your office is doing $17,000 a day let's just say your total collections or net productions is going to be about not a hundred thousand dollars a month right so hundred fifty thousand dollars a month so imagine this if you hundred fifty thousand dollars a month in collection a hundred thousand dollars a month in collection let's just stay with that number one percent is one thousand dollars right so by removing these doors from your sterilization cabinets you can save about a thousand dollars a month just that alone I know it's not aesthetically pleasing I know some of you will say tiger don't understand design I came from that world I know exactly what it looks like to me I think a dental practice number one has to be efficient so the efficiency is when you can see things for example next time you go back home hopefully tonight go to your pantry room take a look does your pantry room have the doors or when you walk in its pretty much wide open and you can see all your cereal boxes in the shelf so that's the same concept you want to apply in your dental practice guys no cabinets no doors shelves where you can see everything that needs to go in and you can see we're designing where the the trays will go into the cabinet and staved instead of being on a countertop and that's before and that's after you can see how clean that looks just take a look how clean that is look at the tip a bins that go right in the middle between the bottom cabinet and the upper cabinet beautiful very efficient very visible now what happens inside the treatment rooms right so we organize our main storage what I just showed you what happens in the treatment rooms same concept take a look at this image right here you can see that you have room to put little orange and yellow doggies in the dark keys and things like that you have the gloves but most importantly you don't keep too much stuff in the rooms and ideally to have the checklist in each treatment room write it down tip number two have a checklist in each treatment room which I'm going to have the samples for to have specifically the items that need to go in the treatment room and the quantities that need to be stored in that same treatment room so this image is perfect you can see there's only ten carpenters of lidocaine there's septic Ain there are needles but there is not a lot here some offices will go with a carts like this you see in the middle but again that is the checklist right on top of it with quantities on the right side and the products in the middle so that we control what gets restocked or on a daily basis or in a weekly basis so what's important to know how busy the practices the practices that are more busy tend to keep supplies in the rooms which is totally fine use the checklist stock operators or sterilization once a day or once a week build the system use checklist will be included in the resources understand the restrictions of your practice dental versus hygiene supplies use mobile carts to store specialty supplies like and oh implant ortho et cetera you step up bins use ours an 11 promo code to get 11 percent discount when you go to some plastics comm which we're going to reference at the bottom inventory control so we talked about organizing in the physical space right your main storage your treatment rooms now let's talk about the control itself there's three ways of organizing your inventory control in three famous ways right tags with rubber bands spreadsheets or you can manually manage products and orders and nothing which is most of the offices are using and that's unfortunate that's what about the change here was then supplies inventory control you can have your tip up bins that you can purchase from some plastics which is again will be a reference at the bottom and you can see how well it's all organized take a look beautiful right all your products visible all in the same space you will see the shelf okay next step use the checklist just like we discussed the items stock quantity in either a weekly check or a daily check depending on how you decide to do either the daily restocking inventory over your treatment rooms or the weekly inventory control with Zen supplies it's actually a lot easier you will see that all the products will be loaded in Zen and it's when it's the time to place an order you're just simply going to click the button called restock inventory and the system will calculate the difference between what you said you need to have and what do you actually have in the office that again Zen will help you take control of and it's simple as sent order for approval the entire order gets approved or sent out to the distributors of your choice next step is ordering so we covered the physical space we cover the cover the inventory control checklists having the proper organization knowing when you're restocking in the rooms and also we talked about using the Zen supplies are now ordering important elements of ordering establish pio process what software to use and how to choose so let's dive in what is the PIO number this is probably the single most important thing that you can implement to get control of your budget so tip number three implement purchase order so what does it mean every time your lead assistant or if you are a lead assistant you're putting on order together you need to put a total in the list of all the products you need into this purchase order which is again the spreadsheet is included in the resources at the end of the call and also it's part of the Zen supplies so this purchase order needs to get filled out with product numbers quantities and submitted for approval either to your doctor or if you're the doctor you need to create a system through the again through the list of spreadsheets that will go into approval to you specifically organized you know exactly what you're going to be spending and the beauty of it is you can run the total of this purchase order against the budget that's allocated for that month I know it sounds tedious but Billy me saving money on supplies is not an easy process and with tools like this purchase order or Zen supplies it's going to get a lot easier approval process super important you can see this is dr. Ben Johnson literally approving every single order that his assistants are submitting for approval literally right here this is how dr. Johnson right here in this picture went from 11 to 5% this is truth you can call them up you can go on our website and see the testimonial in this single most important act or the step that dr. Johnson has implemented is approving every single order himself when you're doing $200,000 in net production each month going from 11 to 5 is a major saving and to spend eight to ten minutes with Zen supplies when you have purchase orders as a spreadsheet you're probably gonna spend about an hour that's gonna save you a lot of money so again please PLEASE doctor's office managers get on a habit of approving every single order that gets out the door I understand you would love to delegate it to your assistants assistants are busy assisting dental professionals right they're busy assisting so ordering should be approved by either the doctor or the office manager or the controller or somebody within that space I hope you wrote it down right that was tip number four every single order needs to be approved by a doctor so what to use software is on the market to help with ordering obviously Zen supplies it's one of the best so wingo the entire cure meant clicks on area table air table is a spreadsheet on fire I would highly suggest to use it I would actually put it as a number two right after Zen supplies full disclosure we have no idea on their features nor we have any product knowledge about our competitors I just wanted to list the companies out there that you can call up get the demos and then compare them to Zen supplies and if they do what we do fantastic if we don't just sign up with us or just use air table that's going to be the easiest thing that you can implement so wise in supplies very quick the orders come for approval and just like I said dr. Johnson will sit and approve every single order was in just by going into this page either restock approval or the quick order approval it really doesn't matter but the approval process is here when we'll look at the quantities that's right in the middle right here and then we'll look at the options available through Zen supplies you either have inventory products or what would recommend other products available through exact match or the lowest price so this is the lighter game that's available through one of the big distributors and then exact same manufacturers available through a company called Safeco and then same light again different manufacturer is available through a company called dental city and you can see that how different the prices are right and so that's all done through Zen supplies you can choose and the biggest part is you select proceed to checkout and then just place your order and orders to all different vendors are sent out to the Zen supplies and it goes against the budget which in our demo account we're already over the budget so we cover physical space we covered inventory control we covered ordering and what ways of and systems to use and now we're going to talk about how to control your budget okay so again let's take a look establish Bo process orders have to be approved to review the budget before submitting to distributors how to set the budget and free goods now I talked to you about dr. Sean Mirabelle in that introduction video dr. Sean Mirabelle went from I believe 9 to 5 percent by simply setting the budget again in Zen it's a lot easier you put the collection so you put the percentage where you want to be and at the top screen it's gonna calculate the total how much is left for that month or you can establish a Pio process which we get a link in the references everything you need to know about spreadsheets and how to run the spreadsheets for the practice to make sure that you have that budget and it's all organized now that's your tip number 5 establishing the budget right how do we calculate the budget how do we calculate it collections or net productions of the previous month or the average of the last three months multiplied by five percent or below and then the next big step is making sure that you categorize your budget the right way that's your tip number six guys come on well ready giving you six golden nuggets of the full inventory control and how to get under five percent categorizing the proper way ortho its lab specialty implant its lab specialty jet cam OLAP specialty so dental supplies are separate lab is separate right so combined you're looking to have it about eleven to twelve percent between your dental supplies in the lab so your dental supply should be at about 5 percent lab budget should be at about six percent right give and take now ortho implant CAD cam should be dedicated to the lab ok so three reasons why free goods aren't really free that's your nugget number seven golden nugget number seven these are the three reasons it's in our blog do not purchase things with with free goods I know a lot of you gonna disagree with me I know we're fighting a lot on this with certain distributors and manufacturers to make sure that there are no free Goods offered through Zen supplies again they are you can track them you can see them but we're not huge fans of it and we're trying to give you the reasons number one which I take it from my offices that are most effective offices that I'm learning from right all Braden Oh Nicholas dental care and so far and so on never purchase free goods and the reason you do not want to use frigates is number one you want to use the fresh product I mean come on guys if it's impression material if it's cement if it's restored if it's lytic in anesthetics you want to have the fresh product if it is three plus one what's the likelihood that that plus one will get used reason number two if you only need to buy one or two boxes and you see a special three plus one legisla it's late again instead of buying light it came for thirty bucks right one box that's all you need it there's three plus one special you spend $90 to get the plus one and you over the budget now you can't spend things or the dollars on other products and remember how we have that budget left right it's not rubber budget it has to be strict budget that everybody needs to follow and so if you have the room and budget to buy it yeah maybe it's okay right I still don't agree with that but the reason number three we can find on our blog but these two reasons why free goats aren't free we are highly suggesting you guys to take a look and take it to heart now how to control the budget within Zen you can clearly see in Zen supply as that as a budget summary we'll give you all the statistics and the numbers but what most importantly we're giving you the numbers on the screen right here we give you a breakdown of what you spent what you should have spent well you're over an overhead so far what are the categories that you're spending on what are the distributors that you're spending on so it's all available through Zen easy to use and your budget left is always shown at the top right corner so how to negotiate and where to order we recommend sites and distributors that are listed right here so dental city Pure Life so again that's not a negative number eight right so all these companies don't buy just for the big boys buy from the companies that we recommended Zen supplies to our our clients dental city Pure Life staff quit derma tax cuts dental TM global GPS DDS down site take screenshot of this call these companies say that he heard them about them from Zen if you resent clients you don't need to call them we connect them automatically you guys will see them connected to your orders right away consider buying joining some of the buying groups synergy Allah dental partners and things like that right so Zen is not taking any commission or any financial contribution from any of these companies so I want you guys to know that we're trying to help have the options to call them up negotiate so how do you negotiate know your numbers prepare spreadsheet with all products you have that you purchased in the past and the prices the worst thing you can do is to co-op with somebody and say I want cheaper products they'll say how much they pay us I don't know right not a good strategy use above listed distributors to contact and solicit pricing we gave you the list you know what you're paying call them up and try to get a 15% discount make sure to do it two to three times until you get competitive price yep call them all get the numbers call them again don't tell him what you got I hate when people put numbers against each other just say what else can you do like I'm closer to make a decision now some of them will force you to what only with them right maybe to sign a contract it's your decision if it makes financial sense sign it make sure that it's the pricing that's offered you for the entire year for 12 months locked in then it's a good deal when you go should ask for unit price with no free goods and make sure to have it in writing how long the prices are locked for so literally at least an email dr. stone so your prices are locked in for 12 months that's a spreadsheet with all of your pricing and make sure when you get the invoices you always reference back so in your spreadsheet make sure you have a master list in one of the tabs that you can reference the prices double check all invoices right to purchase orders to avoid the price creep happens all the time now how to negotiate where to order resent supplies we make it super easy for you guys when you're approving the order the one column will show you all the prices within your inventory what you submitted for approval and one will show you exact match for exact same products at the lowest price it will be same product might be different manufacturer a lot of times same manufacturer available through Zen preferred vendors all right so action steps organize your physical space we talked about dedicated main stockroom either it's the storage or sterilization and daily stock purchased Tippa bins career checklist for every four restocking ops and sterilization restock rooms only once a day or once a week establish pio process for ordering and again have your doctor's approve every single order one of the most single most expensive most actionable steps to get your budget down not expensive this is probably the least expensive is have you a doctor office manager approve every single order doctor would be the best to be honest we've seen greater results when doctors approved the orders said budget at five percent or below order supplies every two weeks right every two weeks police orders use provided above suppliers for better pricing and double check invoices when packages arrive to avoid the price creep so here are all the references and we'll make sure to include all the the references after the video that you can download this thing so you can screenshot this or schedule the demo right so we would really really appreciate if you give you can schedule the demo at Zen supplies calm slash sales or you can schedule the demo with me Zen supplies calm slash Tiger I can't wait to talk to you guys I hope it was helpful we gave you eight actionable golden nuggets that you can implement today like literally we gave you the list but give you all the nuggets go to it guys I'm super excited for you either your setup was in or not this is gonna be an exciting moment once you implement all eight golden nuggets that we shared here with you so go ahead and share this video with your friends make sure that your friends don't spend more than 5% on supplies be the hero in your community make sure that everybody save money stay organized and imagine how great you're gonna feel once your friend calls you back and says hey dr. awesome thank you so much for recommending this video thank you so much for recommending Zen supplies I can't wait to just hug it out with you and begin how much I'm grateful to you so I'm grateful to you guys thank you until next time