Test #1 Review (Units 2-4)

Monday Feb 2nd @2:00PM (Multiple Choice, T or F, Short Answer and Chart of Abbreviations)

Are you able to define good management?

→ Management means getting people to work together to accomplish the organization’s goals and objectives utilizing resources efficiently and effectively.

→ Good management will increase client satisfaction leading to client retention (meaning they will keep coming back). To do this managers must have skills and knowledge to run a vet hospital effectively and efficiently. These skills are…

• Financial Management → i.e. ensuring the clinics has enough funds to not to bankrupt

• Facility Development & Maintenance → i.e. keeping things clean, stocked & up to code

• Personnel Training and Oversight → i.e. making sure staff is trained, supported & efficient

• Regulatory Compliance + Laws & Legislation → i.e. following licensing requirements and protocols (CVO)

What is the process of management?

1. Planning → determining the goals of the business & strategy to achieve them (i.e implement automated appointment reminders)

2. Organizing → developing the team framework to successfully implement the plan (i.e implement automated appointment reminders)

3. Directing → motivate team members to accomplish steps (i.e have staff meetings to see how things are going & encourage through recognition)

4. Evaluating → measure & analyze success (i.e calculate the retention of app to visits & check on product purchases)

What are the 4 major areas of responsibility for a practice manager?

1. Business Finance & Economics → the money aspect

2. Personnel & Human Resources (HR) → organizing hiring & training employees

3. Operations & Building Maintenance → ensuring the clinic runs smoothly & building is maintained via cleaning, restocking, protocols, relicensing, etc

4. Marketing & Client Relations → getting clients and keeping them while following practice guidelines

What are the requirements for a crash kit?

→ A crash kit must contain supplies needed for…

• Airway management

• Venous access

• Emergency drugs

• Dose charts

→ The kit should be…

• Organized

• Readily available

• Portable (cart)

• Put Back if Used

  • Near anesthesia induction area

  • Near oxygen & anesthetic machines

→ When storing drugs in the crash cart the bottles must be…

• Clearly labelled

• Stored in a consistent location

Note: Helps staff quickly locate drugs during emergencies

→ Technician must regularly do the following to maintain kit preparedness…

• Review a checklist

• Check quantities

• Check expiration dates

What are the 3 emergency drugs kept in a crash kit?

1. Atropine → Raises heart rate

2. Epinephrine → Increases heart rate & blood pressure

3. Lidocaine → Treats ventricular arrhythmias / local anesthetic

How often does the CVO do an accreditation inspection?

→ Inspections occur q 5 years (± if there is significant changes)

→ Audit is done @ least q 21-31 days

What are some areas that CVO reviews during an accreditation?

→ Inspectors check compliance w…

• Controlled drug audits

• General & medical records

• Pharmacy

• Radiology

• Anesthesia

• Treatment areas

• Safety & regulation

• Many other hospital areas

Note: ⚠ Failure to comply may result in loss of veterinary license

What are a few things you need to check when unpacking an inventory order?

1. Verify Drug

• Correct product & strength

• Correct quantity

2. Review

• Regular invoice

• Dangerous goods sheet

3. Record Drugs

• In narcotic log book (2 signatures)

4. Place drugs immediately into locked storage

Note: Inventory should be taken monthly to ensure all entries have been made as the DEA drug enforcement agency could ask for records at anytime for inspection.

Can you name a few reasons for discrepancies between recorded controlled drug amount and actual amount measured? ON TEST AS SHORT ANSWER ?

→ Hospitals are accountable for q drop so if there’s errors when recording controlled drugs it becomes a big issue. Some examples of discrepancies which could occur are…

• Math errors

• Small vol loss (0.1–0.2 mL lost in needle hub)

• Inaccurate measurements

• Spillage or leaking vials

• Incorrect or missing record keeping

What is the 80/20 rule?

→ 80% of sales come from 20% of inventory therefore focus on managing high-impact inventory items. Inventory should be considered an asset until sold for revenue.

Can you name some inventory challenges?

→ Common challenges include…

• Fear of running out

• Trying to please all clients

• Too many people managing inventory

• Storing inventory in multiple locations

• Back orders

• Not monitoring expiry dates

• Poor use of clinic software

• Not performing physical inventory counts

What are the challenges if inventory is too high or low?

Inventory levels are too low…

→ ⬇ sales

→ workflow interruptions

→ ⬆ ordering costs (bc of taxes)

Inventory levels are too high…

→ $$ gets wasted

→ capital tied up on shelves

→ ⬆ borrowing & interest costs

What are some examples of actual inventory costs?

→ Inventory costs include:

• Shipping

• Time

• Borrowed Funds

• Expired Products

• Theft

• Storage

Note: Inventory costs at least 10% of total inventory value

What is the definition of re-order point?

→ A reorder point is the level inventory drops to before reordering and is determined by…

• Rate of use

• Time needed to receive new product

Note: Rule of thumb = reorder when one month’s supply remains

What are the follow terms definitions?

Back Order

Lead Time

Purchase Order

Shipping Bill

Packing Slip

Minimum Order

Back Order → item unavailable at time of order therefore order is held so that it can be shipped once available

Lead Time → time between ordering and receiving the order

Purchase Order → list of ordered items @ 1 time

Shipping Bill → document from delivery company that is signed upon receipt of the goods

Packing Slip → list of items sent by supplier

Minimum Order → dollar amount required for free shipping

What are the different ways to organize a pharmacy?

→ There are 4 main ways a pharmacy could be organized…

1. Alphabetically

2. Therapeutic Use (our school does this i.e ear meds)

3. Dosage Form (grouped together i.e corticosteroids)

4. Level of Use (monthly preventions wouldn't be at front of shelves compared to ones used daily)

Practical setup:

• Tablets near counting area

• Liquids near sink

• Injectables near syringes

What are some common inventory strategies?

→ Carry the right assortment

→ Keep stock low

→ ⬆ turnover

A vet practice spends $600,000 on drugs and supplies during the year. At the beginning of the year the value or inventory on hand was $120000 and $89000 at the end of the year. What is the inventory turnover? Is the turnover rate acceptable given industry standards?

→ Answer…

Step #1: Average Inventory Formula = ($120000 + $89000) ÷ 2 = 104500

Step #2: Turnover Rate Formula = $600000 ÷ 104500 = 5.7 times per year ✅ (bc >4)

→ Inventory turnover is…

• the # of x’s inventory is used & replaced / year

• therefore ideal turnover is 4–12x / year

• ideal turnover time is 45–60 days

→ Math formulas…

Step #1: Average Inventory Formula = (Beginning inventory + Ending inventory) ÷ 2

Step #2: Turnover Rate Formula = Total Inventory Purchased ÷ Average Inventory

Step #3: Write Answer = You MUST Include Unit (Times Per Year)

→ An acceptable inventory turnover rate is…

• > 4x / year

• ⬆ Turnover = better inventory efficiency

What are some reasons for using tamper tape?

What is the general understanding of CDMV and VP purchasing groups?

What are the guidelines/rules for medical records?

What are the CVO’s guidelines for medical records?

What are the 6 critical components of the medical records as outlined by the CVO?

What is medical record ownership?

What are the confidentiality rules of medical records and exceptions plus why?

What is SOAP?

What are the names of the logbooks used?

Can you name a few consent forms?

What are the legal requirements of an informed consent form?