Procurement guidelines – buying/repairing equipment and items

Practice Leads

  • Admin: Chris Rushton

Date Reviewed

6th July 2016

Date of Next Review

September 2017

In delivery of the practice business the practice will need to buy a new item or organise the repair of an existing item. The following is to be used to ensure that items are correctly purchased and any financial impact from the purchase assessed.

  • Items below £100 each can be procured from a regular supplier.
  • Those over £100 should have two quotes/prices sourced to identify the best value.
  • If not able to obtain 2 quotes – i.e. specialist item, urgent need, as a repair so with the original manufacturer/supplier, likes to other manufacture/supplier item, then please first discuss with practice manager/a practice partner.

Stationary – paper, pens, batteries, printer cartridges.

A small stock of items is held in the admin back office cupboard which can be drawn from as required. An admin person completes all stationary purchases to replenish this stock and should be approached for stationary items requests not held. If you feel the stock level for an item needs reviewing, (i.e. holding a specific spare cartridge) please bring this to our attention. If you feel that some items can be sourced via company reps, then please discuss this with the practice manager. Do not hold your own stock this it could collectively create a lot of held stock and therefore our practice expenditure sat in a draw.

Clinical consumables/drugs – dressings, needles etc.

  • As with stationary, a central stock is held and the practice Health Care Assistant manages this.
  • Drug stock levels are managed by one of the practice nurses.
  • These stocks should be adequate until re-supply arrives, but minimise the amount of potential wastage through use by dates.

If you take any of this stock, please either complete the relevant stock book or advise the relevant person managing this stock of the items and amount taken. This is required for not only re-stocking but as part of managing certain POMS controlled drugs.

Other Items

This separates into two areas:

  1. a replacement of a broken item or
  2. a new additional item.

These requests should be made to the Practice Manager or Assistant Practice Manager.  These requests will be assessed as follows:

  • Necessary to continue the delivery of the practice. These are likely to be purchased and probably urgent.
  • Support the agreed practice development/training. Would require at least one partner (not the one making the request) to agree and also assessed against the expected financial position.

Paying for items

Payment to supplies will be by cheque which requires the signature of two partners. This thereby reduces the risk of fraud, supports probity and provides an audit trail with invoices being retained for annual final accounts.