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Resolve Dental Consultancy
Stock & Supplies Management SOP 2026
Stock & Supplies Management SOP 2026
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$49.00 AUD
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Complete Standard Operating Procedure for Ordering, Receiving, Storing and Auditing Stock in an Australian Dental Practice
A surgeon without the right instruments. A full appointment book and no anaesthetic cartridges. A sterilisation room that runs out of pouches on a Tuesday afternoon. These are not minor inconveniences — they are failures of operational leadership. And they are almost entirely preventable with a written stock management system.
The Stock & Supplies Management SOP 2026 is the complete standard operating procedure for ordering, receiving, storing, and auditing stock in an Australian dental practice — including a full par-level reference table for 28 core stock items, a monthly audit framework, a supplier management guide, and a ready-to-use order request form.
The SOP is structured across 7 parts:
Part 1 — Why Stock Management Matters More Than You Think The business case for a written stock system — including the fact that clinical and consumable stock represents $5,000–$15,000 in inventory at any given time in a single-chair practice, and that without a system, some items expire unused while others run out at the worst possible moment. Introduces the four core principles: par levels, FIFO rotation, one named person responsible, and regular auditing.
Part 2 — Roles and Responsibilities A clear responsibilities table for the Stock Manager (usually a senior DA), the Practice Manager, all clinical staff, and the Practice Owner — with a firm rule that stock ordering must be done by one designated person only. When multiple team members order independently, the result is duplicate orders, missed items, and uncontrolled spend.
Part 3 — The Ordering Process A five-step ordering procedure covering:
- Step 1 — Check stock levels against par levels: A weekly visual check every Monday morning, walking through the store room, sterilisation room, and each surgery systematically
- Step 2 — Complete the order request form: Every order documented before it is placed, with PM approval required for items over the practice's threshold
- Step 3 — Place the order with the supplier: Online wherever possible; written confirmation for phone orders; credit card rules for approved suppliers only
- Step 4 — Receive and check the delivery: Check against the packing slip, check expiry dates, inspect for damage, and note any discrepancies on the delivery docket before signing
- Step 5 — Store stock correctly: FIFO at all times, temperature-sensitive storage requirements, sterile/non-sterile separation, and the rule on controlled drugs and Schedule 4 medications
Part 4 — Auditing and Budget Management A two-tier audit system:
- Weekly visual check (every Monday, 10–15 minutes): Walk-through of all storage areas, flagging anything at or below reorder level
- Monthly stock audit (first Monday of each month, 30–90 minutes): Full physical count, expiry date check, total stock value calculation, and comparison with last month's count to identify unexplained discrepancies
Includes a monthly stock spend report template — total spend vs last month, total spend vs budget, items above expectation, expiry wastage, and supplier issues. Plus guidance on setting a monthly stock budget and sharing it with the Stock Manager.
Part 5 — Par Level Reference A complete par level reference table for the 28 most common dental practice stock items — with par level, reorder point, lead time, supplier type, and check frequency for each item across 8 categories:
- Anaesthetic (anaesthetic cartridges, disposable syringes and needles)
- Restorative (composite resin, bonding agent, glass ionomer cement)
- Impression materials
- Hygiene (prophy paste, fluoride varnish, floss)
- PPE (gloves, masks, eye protection, gowns)
- Sterilisation (pouches, bags, biological indicators)
- Disposables (cotton rolls, gauze, cups, bibs)
- Waste, radiology, endodontic, handpieces, infection control
Includes guidance on calibrating par levels to your specific practice based on 3–6 months of actual consumption data.
Part 6 — Supplier Management An approved supplier list template, guidance on annual supplier review and market comparison, and the key negotiation insight: most practices could save 5–15% on their annual stock spend simply by reviewing their supplier list, consolidating orders, and asking for better pricing. Suppliers expect this conversation.
Part 7 — Order Request Form A ready-to-use order request form to complete before placing every order — covering date, ordered by, supplier, PM approval, item name, quantity, estimated cost, reason for order, and packing slip confirmation. This form is the audit trail.
Who this is for:
- Practice Managers responsible for controlling stock spend and ensuring clinical materials are always available
- Senior Dental Assistants who manage day-to-day stock ordering and receiving
- Practice Owners who want a controlled, auditable stock management system
- Any practice that currently manages stock informally — from memory, habit, or whoever happens to notice something is running low
📄 Format: 10-page editable Microsoft Word document (.docx) — fully customisable with your practice name, stock manager details, par levels, and supplier information ⬇️ Instant digital download — available immediately after purchase
🦷 Built for Australian dental practices
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