Inventory Management: For When You Need to Know

Managing inventory is no small task, especially considering the budgetary constraints EMS agencies operate under, and the risks associated with dispensing controlled substances. UCapIt pharmaceutical dispensers and lockers, distributed through Bound Tree University, are one way to effectively control the flow of supplies and drugs within an EMS agency.

Tim Barnett, BA, NREMT-P and logistics supervisor for the Kanawha County Emergency Ambulance Authority in Charleston, WV, says UCapIt allows his agency to monitor which unit and employee is dispensing a variety of common supplies and track it back to a specific person or unit. “We’ve been using UCapIt for nearly one year and recently added a second set of vending machine and lockers to another part of the county to reduce travel time for restocking options. We’re planning to add a third set after July 1, 2013. That will allow access points for supplies in all areas of the county.

“Previously, if a unit ran out of a specific supply, they would have to make a trip to central supply to restock,” Barnett says. “With the vending machines and lockers in place, they have immediate access. At Kanawha County Ambulance we are very unique in how we have to maintain vehicle stock. We cover urban and rural areas. Having vending machines allows our urban and rural ambulances quicker access to supplies without having to travel several miles to restock at one central location.”

Initially, Barnett says he wasn’t sure how the vending machines and locker system would benefit the agency. But after the first set was in place, and supply access was available 24/7 without supervisor involvement after hours and on weekends, he quickly realized UCapIt was saving resources and money, and increasing efficiency.

“Budget numbers indicate we’re under budget in medical supplies and medications compared to this time a year ago,” he says. “In addition, we’ve been able to reduce central supply stock and we’re seeing a decrease in waste and expired items.”

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