You finally found a space to lease or buy. Perhaps your vision includes brand-new exam tables, the latest in EKGs, that fancy computer system and that beautiful oak desk you’ve had your eye on for months. But before you run out and spend that money, let’s take a look at your budget.
Some of us opened offices with a nice loan but allows us to buy everything we want. However I think most of us opened offices on a shoestring. I know I did. In my case it didn’t make sense to take at huge loans to start a practice. So when it came time to outfit my office I knew I needed to spend my money wisely. The tips I’m about to share with you is just one way that you can find supplies for your office. I’m sure others will have other suggestions. Your job is to take all of the suggestions and do what works for you.
Stop for a moment though. Before you start looking for medical equipment and supplies, office equipment, computer systems and the like, you need to make a list of what it is you think you’re going to need. You might want to do this on the computer because I guarantee that this list will be revised dozens of times. Some of the supply houses will most certainly be willing to supply you with a list. Here is one supply list I found (sorry I don’t remember where) that you can download in an Excel format. (This list will download to your computer when you click on the link).
Here’s what I did. I walked through the rooms of the office and started jotting down what I needed in each area. How are patients and staff going to move through the office and what will you need to do your work? For example: in the reception area we needed phones, fax machine, copier/printer/scanner (yep, we got an all in one), chairs, mat for chair, paper, pens, computer, shelves, files, etc. Next: exam rooms…when through the same process – what do I need in these rooms, and so forth.
Here is the first list I made. I didn’t use it as we didn’t end up in that space. My final list, for our office turned out to be much different, but it will give you an idea of my first draft.
If you are still working, think about keeping a notebook in your pocket and as you go through your day, jot down what you are using/needing on a daily basis.
In Part II, I’ll go into where I started spending money. Stay tuned.
(c) Barbara C. Phillips, NP
Comments 7
Thank you so much for this list. I do have a pretty detailed list when I worked at TakeCare, and I did the ordering for the medical and office supplies. I can also use Biowaste, for red bags, cardboard containers, and sharp pickups. I am just trying to get the big stuff in there first, like reception furniture, printer table for all in one machine, wall shelving, utility carts that are multi purpose for storage, lab supplies and drawing, etc. Where do you keep your mini fridge? I do not have any built ins at all. No plummed in water. No counter tops or cupboards.
So I am going to buy a portable sink, that plugs in, heats the water, and transfers by pump, clean water from a 5 gallon tank up through a hose, and through the faucet, to wash your hands, back down the “drain” into the “dirty” 5 gallon container. Then once a week, you just roll it out, and put fresh water in. This way a sink can be in the exam room which is so important to me, and patients.
Question? Do you have a place where you order prescription pads? Express scripts? I filled out all the information, and need to fax everything. Thank you. Carla
Author
Hi Carla,
I ordered scripts through http://www.MedicalArtsPress.com . However, the smallest amount I could order will probably last me 3 years. If you are using Amazing Charts, you will find that you will not need many scripts. I saw a place recently where I could order a much smaller amount, I’ll see if I can locate that link. I know one of our local printers also prints of prescription pads for several offices, you might check with printers in Portland…I’m sure you’ll find someone local.
Our mini fridge was in our central “work area”, but we are not using it that often since I no longer carry immunizations, and it’s now in the “staff room/kitchen”. I needed to make more space for my super MA to perform her magic.
I only have one 2 exam rooms without plumbing and one of those is being used for acupuncture, the other is not yet open as an exam room. I’ll try and post pictures soon.
Oh yes…re waste. Our local garbage service also does medical waste. They supply the boxes and red bags for pickup.
Barbara
Hi Barbara,
I always seem to get so much info from you. Now if I can just get the time to get this practice together. I am using Amazing Charts, so I think I can just print off some copies but I did just order some fairly easy from a website called: FileRx.com so I think that will last me a while. I would love to see your pictures of your exam rooms. I agree, my practice is being opened on a shoe string. I think though it will be about 8,000.00 when all is said and done. But that will be over a period of 4 mos, so not too bad. If you have the best hints on credentialing other than filling out those reams of paper, I would love to hear it.
I am going to be doing housecalls, and got a call from an RN who has opened her own Foster care home, and she would like me to be the pcp for one of her patients with mobility issues. She has a partial femur fx due to osteoporosis. I think I will take her on. She has Medicare, but I can wait to bill for services provided for up to a year before getting credentialed. Do you know if now we only need the NPI number or do we need to fill out the Medicare lengthy packet again? Thanks, Carla
I am testing, I did submit a comment. I found an rx site called FileRx.com. I am still getting my practice furnished. I will get pictures when I get some pictures in there. Thanks for all the feedback.
I found a great “new office checklist” for supplies in Medical economics, clip and copy section, however, it would not let me just copy the url address. So I am going to try to just copy the entire list here: I apologize if it is so long.
FURNISHINGS
AND EQUIPMENT
Waiting room
Chairs, 12
End tables, 2
Magazine racks, 2
Books for kids and adults
(discretionary)
Pictures/art work
(discretionary)
Plants (discretionary)
Table lamps, 2
Patient education rack
Wastebasket
Computer with patient-ed
CD-ROM
Computer table
Workstation chair
Front office
Chairs, 4
Printer/copier/scanner/
fax machine
Clock
Wastebaskets, 2
Calculators, 2
Electric pencil sharpener
Clipboards, 7
Appointment book
Petty cash box
Locked change box
Fire extinguisher
Desktop computers, 2
Bathroom
Paper towels, 1 case
Towel dispenser
Soap, 1 gallon
Soap dispenser
Toilet paper, 1 case
Employee lounge
Chairs, 4
Table
Wastebasket
Microwave oven
Coffee maker
Soft drinks, 1 case
Water cooler
Refrigerator
Coat rack
Doctor’s office
Desk with locking drawer
Executive desk chair
Side chairs, 2
Pager
Desk lamp
File cabinet (four drawers)
Dictation equipment
Lamp
Pictures (discretionary)
Plants (discretionary)
Wastebasket
Bookcases
Coat hook for door
Desktop computer
Printer
Exam/tx rooms
Desktop computer central to
3 exam rooms
Exam tables, 3
Rolling chair/stools, 3
Side chairs, 3
Chart holders, 3
Cabinets, 3
Waste receptacles (general), 3
Waste receptacles
(infectious), 3
Coat hook and clothes
hanger, 3
Mayo stands, 3
Otoscope, 3
Ophthalmoscope, 3
Gooseneck lamp, 3
Mercury
sphygmomanometer, 3
Aneroid
sphygmomanometer, 3
Adult scale
Pediatric scale
Electrocardiograph
X-ray view box, 3
Bedpans, 6
Procedure room
Audiometer
Tympanometer
Vision screener
Spirometer
Holter monitor
Flexible sigmoidoscope/supplies
Fetal Doppler
Adult Doppler
Portable suction unit
Portable O2 unit
Wheelchair
Waste disposal container
(general)
Waste disposal container
(infectious)
Coat rack for door
X-ray view box
Exam table
Pediatric table
ED resuscitation kit
First aid kit
Crash cart
Tonometer
Ear lavage equipment
Rolling stool
Side chair
OFFICE SUPPLIES
1/3 cut file folders, 3 cases
File folder labels
(plain white) 4 cases
“Payment at time of Serviceâ€
sign, 2
Phone message pads, 2
Post-it Notes (large and
small), 2 packs
Correction fluid, 4 containers
Cellophane tape, 1 case
(12 per case)
Staplers, 4
Staples, 12 boxes
Paper clips
(large and small), 12 boxes
Copier paper, 5 reams
Rolodex , 2
Scissors, 2
Glue sticks, 3
Desk calendars, 3
Pens (black ink), 2 dozen
Pencils (#2), 2 dozen
Erasers, 4
Dictionary
Medical dictionary
ICD-9-CM manual
CPT manual
Vertical chart holders
for desks, 2
Scratch/note pads, 12
Standard lined note pads, 12
Large manila envelopes, 24
Large rubber bands, 1 case
Return-address stamp
Organizers for inside desks, 3
In and out bins, 6
Time cards/clock
(or computerized version)
Stacking bins, 8.5 x 11 in.,
for insurance desk, 10
PRINTED MATERIALS
Business
Letterhead stationery, 2 boxes
Letterhead envelopes, 2 boxes
Business cards, 2 boxes
Continues
New-office checklist
Checklist (continued)
Thank-you notes, 2 boxes
HIPAA forms, 2 pads
OSHA compliance package,
2 pads
New patient information forms,
2 pads
New patient medical history
forms, 3 pads
Prescription pads, 12
Practice opening
announcements, 12 pads
Medical records
Medical chart files, 5 cases
Chart holders, 3
Chart cabinet, six shelves,
3-4 ft. wide
Section dividers, 5 boxes
Alphabetical name and year
tabs, 5 boxes
CLINICAL SUPPLIES
Injections and medications
Medicine cups, 1,000
Insulin syringes, 2 boxes
(100 per box)
Tuberculin syringes, 2 boxes
1 cc syringes, 2 boxes
2 cc syringes, 2 boxes
5 cc syringes, 2 boxes
10 cc syringes, 2 boxes
27 gauge needles, 2 boxes
25 gauge needles, 2 boxes
22 gauge needles, 2 boxes
20 gauge needles, 2 boxes
18 gauge needles, 2 boxes
Ampules or vials, 2 cases
Sterile water,
12 500-ml bottles
Sterile saline for injection,
6 500-ml bottles
Sterile saline for irrigation,
6 250-ml bottles
Alcohol wipes, 6 boxes
Bandages, 6 boxes
Antiseptic, 6 bottles
Instruments
Clamps, 3
Curettes, 3
Forceps, 3
Mosquitoes, 3
Hemostats, 3
Tissue forceps, 3
Sutures, 1 box (12 per box)
Needle holders, 3
Probes, 3
Retractors, 3
Scalpels, 3
Tissue scissors, 3
Brushes for wounds, 3
Physical examination
Exam table paper, 5 cases
Towels, 1 case
Examination gowns, 5 cases
Drapes, 5 cases
Facial tissues, 36 boxes
Lubricants, 3 tubes
Flashlight, 3
Rubber gloves, 10 boxes
Specimen containers: urine,
stool, blood, 2 cases
Tape measure
Tuning fork, 2
Tongue blades, 2 boxes
Percussion hammer
Speculum, 5
Vital signs
Oral thermometer, 2
Axillary thermometer
Rectal thermometer
Stethoscope, 2
Alcohol wipes, 4 boxes
(200 per box)
Specialty exam and
treatments
Eye or ear
Snellen eye chart
Color plates
Sterile eyedropper, 2
Sterile bulb syringe, 2
Cotton balls, 1 case
Basins, 5
Water thermometer
Musculoskeletal
Bandaging, 3 boxes
Roller bandages, 1 case
Elastic bandages, 1 case
Slings, 6
Clips, 6
Applications for heat or cold,
1 case
Ice bag, 3
Water bag, 2
Washcloths, 12
Heating pad, 2
Protective covering, 2
Anatomical models/charts,
1 set
Integument
Betadine, 3 16-oz bottles
Hydrogen peroxide,
3 16-oz bottles
Sterile 4×4 gauze, 1 case
Sterile dressings, 1 box
Sterile nonstick dressings,
1 case
Adhesive tape, 6 rolls
Disposable bags, 6 boxes
Sterile ointment, 3 tubes
Transfer forceps, 2
Minor surgery tray, 2
Sponges, 4 sleeves
Respiratory
Laryngeal mirror
Nasal dropper, 2
Bulb syringe, 2
Emesis basin, 6
Nasal packing, 1 box
Cardiovascular
Electrocardiograph paper,
2 packs
Electrode gel, 1 tube
ECG mounts, 2
ECG leads and sensors,
2 boxes
Gastrointestinal
Hemoccult tests, 1 box
Culture and smear materials,
1 box
Anoscope
Urinary and male
reproductive
Urine specimen containers,
2 cases
Urinometer
Reagent strips, 1 bottle
Midstream urine containers,
2 cases
Slides, 2 boxes
Culture medium plates, 2
Sterile applicators, 1 box
Sterile swabs, 1 box
Fixative
Clean catch instructions
Female reproductive
Vaginal speculum, 2 boxes
Applicator, 1 box
Slides, 2 boxes
Pap fixative
KOH solution
Perineal pads, 1 box
Uterine dressing forceps
Fetoscope
Diaphragm fitting rings
We are just at the start of this, can anyone give us a cost estimate for equipment, and for a year of supplies? Thank you,
Author
That’s difficult to do as there are so many variables, including:
– What kind of practice are you starting? Family practice is going to be different from urgent care or from a mobile practice or a wound care practice.
– What kinds of procedures will you be doing? Injections? Casting? Sutures?
– How many patients do you anticipate you’ll see per day and how many days will you be open?
Basically, you’ll need to make a list of what you think you will need and do some projections. Shop around to get ideas of cost as they also will vary.
You’ll likely base it on what you are currently doing and what you anticipate you’ll be doing in your new practice. Many often find that their projections were higher than they anticipated.
Good luck!