Capability template for supply chain and inventory
Clinic supply par levels and expiry check
From the clinic's own stock-count and usage exports, the person who orders supplies gets a par level and reorder point for every item in every room, what is below par, what will expire before it is used, and a draft order. Medical-surgical and office supplies only; a person approves every order.
The outcome
Every room in the clinic has a number for every item it stocks, worked out from what that room actually used rather than from habit. The par says how much the room should hold after each restock; the reorder point says when it cannot wait for the next order. Both show their arithmetic, so anyone can check a line with a calculator.
Short-dated stock stops being a surprise at the back of a drawer. The sheet takes each lot in date order and works out how much of it the room will use before its date, so the gauze that will be used in time is marked to use first and the kits that will not are counted, with what they cost.
The week ends with one draft order, grouped by supplier, that subtracts what is already on its way, rounds to the packs suppliers sell, and points out when another room holds spare stock of the same item. Nothing is ordered until the practice manager signs it.
Medicines, vaccines and controlled items are listed by name and left alone. They are for the person your practice names, never for this workflow.
Who starts the work, and when
The person who orders supplies starts it straight after the regular stock count, before the order goes in: often the office manager or a medical assistant. It runs again when a room is added or rearranged, or when a supplier's delivery time changes.
The practice manager, or whoever the practice names, reads the draft order and approves, changes or holds it.
What they supply
- The stock count, exported one row per lot per room, with expiry dates.
- Usage for a recent period, such as the last four weeks, by room and item.
- The item list: category, unit, pack size, unit cost, supplier and whether each item carries an expiry date.
- The settings: the days the clinic is open and closed, how often it orders, each supplier's delivery time, a buffer, the warning period for expiry and who approves orders.
- Open orders and any stock-outs, if there are any.
The column headers are checked first. If one does not match, the work stops and asks which column is which. Nothing connects to the clinic's systems; the person exports the files and supplies them.
What comes out
One sheet in a fixed order, opening with what was read and what could not be assessed. Then the items to order now, every room's par and reorder point with its working, the items below par, the expired lots to take off the shelf, the lots that will not be used before their date, the lots to use first, and the draft order with an approval line. Items with no use in the period, items out of scope, things to check and rows that could not be assessed each have their own section, and an empty section says whether it was checked.
The sheet orders, moves and discards nothing, and it says so at the end.
An invented example
Illustrative example with invented data. An invented four-room family practice after its stock count on Monday 9 November 2026. The practice, the people (Teo, the medical assistant who orders supplies; Marisol, the practice manager), Supplier A, Supplier B, the item codes, the lot numbers, the quantities and the prices are all invented. The inputs come first, in full, then the sheet.
What Teo supplied
The request
Here are Monday's count, the last four weeks' usage, our item list and the one open order. Settings below. Please prepare the par levels, the expiry check and a draft order for Marisol.
Settings
Usage period: 2026-10-12 to 2026-11-06
Open: Monday to Friday
Closed: 2026-11-26, 2026-11-27
Days between orders: 5 open days (we order once a week)
Delivery: Supplier A 3 open days; Supplier B 2 open days
Buffer: 2 open days
Expiry warning: 60 calendar days
Approver: Marisol, practice manager
Stock-outs noted: Exam 2 ran out of MS-101 on 2026-10-29
The stock count: stock-count-2026-11-09.csv
Count date,Room,Item code,Item,Lot,Expiry date,On hand
2026-11-09,Exam 1,MS-101,Nitrile exam gloves medium,,,2
2026-11-09,Exam 1,MS-110,Exam table paper,,,7
2026-11-09,Exam 1,MS-140,Sterile gauze 4x4,GZ-0430,,3
2026-11-09,Exam 1,MS-199,Ear speculum tips,,,2
2026-11-09,Exam 2,MS-101,Nitrile exam gloves medium,,,5
2026-11-09,Exam 2,MS-110,Exam table paper,,,8
2026-11-09,Exam 2,MS-160,Specimen cup with lid,SC-221,2026-11-02,4
2026-11-09,Exam 2,MS-160,Specimen cup with lid,SC-305,2027-06-30,10
2026-11-09,Procedure room,MS-101,Nitrile exam gloves medium,,,3
2026-11-09,Procedure room,MS-140,Sterile gauze 4x4,GZ-0388,2026-12-04,9
2026-11-09,Procedure room,MS-140,Sterile gauze 4x4,GZ-0412,2027-09-30,12
2026-11-09,Procedure room,MS-150,Suture removal kit,SR-118,2026-11-30,6
2026-11-09,Procedure room,MS-150,Suture removal kit,SR-140,2027-04-30,4
2026-11-09,Procedure room,MS-170,Wound closure strips,WC-077,2027-01-15,3
2026-11-09,Procedure room,RX-301,Lidocaine 1% 20 mL vial,L5521,2027-02-28,6
2026-11-09,Front desk,OF-201,Printer paper,,,2
The usage: usage-2026-10-12-to-2026-11-06.csv
Room,Item code,Units used
Exam 1,MS-101,12
Exam 1,MS-110,18
Exam 1,MS-140,8
Exam 2,MS-101,14
Exam 2,MS-110,16
Exam 2,MS-160,25
Procedure room,MS-101,6
Procedure room,MS-140,30
Procedure room,MS-150,7
Procedure room,MS-170,0
Procedure room,RX-301,4
Front desk,OF-201,9
The item list: item-list.csv
Item code,Item,Category,Unit,Tracks expiry,Supplier,Pack size,Unit cost
MS-101,Nitrile exam gloves medium,med-surg,box,no,Supplier A,10,7.40
MS-110,Exam table paper,med-surg,roll,no,Supplier A,12,4.10
MS-140,Sterile gauze 4x4,med-surg,pack,yes,Supplier A,25,1.15
MS-150,Suture removal kit,med-surg,each,yes,Supplier A,10,3.20
MS-160,Specimen cup with lid,med-surg,each,yes,Supplier A,50,0.38
MS-170,Wound closure strips,med-surg,box,yes,Supplier A,6,8.75
OF-201,Printer paper,office,ream,no,Supplier B,5,6.50
RX-301,Lidocaine 1% 20 mL vial,medicine,vial,yes,Supplier A,10,2.90
The open orders: open-orders.csv
Item code,Supplier,Units,Expected date
MS-101,Supplier A,4,2026-11-11
What came back
Every figure below follows from the inputs above. The usage period has 20 open days (four weeks, Monday to Friday, no closed day in it). Counting from Tuesday 10 November, the open days skip weekends and the two closed days, 26 and 27 November. Money is written as plain numbers, in the currency of the item list's unit costs.
CLINIC SUPPLY PAR LEVELS AND EXPIRY CHECK: count of Monday, 2026-11-09
Outcome: partial (1 room-item could not be assessed: Exam 1, MS-199,
not on the item list)
Coverage: Stock count "stock-count-2026-11-09.csv": 16 rows, 13
room-items in 4 rooms.
Usage "usage-2026-10-12-to-2026-11-06.csv": 12 rows, 2026-10-12 to
2026-11-06, 20 open days.
Item list "item-list.csv": 8 items; in scope 7 (6 med-surg, 1 office);
out of scope 1. Room-items assessed: 10; no use in the period: 1;
out of scope: 1; could not assess: 1.
Open orders: 1 line read.
Stock-outs noted: 1.
Settings: days between orders 5; buffer 2 open days; delivery Supplier A
3 open days; Supplier B 2 open days; expiry warning 60 calendar days;
open Monday to Friday; closed 2026-11-26, 2026-11-27; approver Marisol,
practice manager.
1. Order now: at or below the reorder point
Exam 1, MS-101 Nitrile exam gloves medium: usable on hand 2, reorder
point 3, par 6. Open order for the item, all rooms: 4 due 2026-11-11.
Front desk, OF-201 Printer paper: usable on hand 2, reorder point 2,
par 5.
2. Par levels and reorder points by room
Exam 1
MS-101 Nitrile exam gloves medium (unit box): used 12 in 20 open
days = 0.60 a day. Par 6 = 0.60 x (5 + 3 + 2), rounded up. Reorder
point 3 = 0.60 x (3 + 2), rounded up. Usable on hand 2. Below par
by 4.
MS-110 Exam table paper (unit roll): used 18 in 20 open days = 0.90
a day. Par 9 = 0.90 x (5 + 3 + 2), rounded up. Reorder point 5 =
0.90 x (3 + 2), rounded up. Usable on hand 7. Below par by 2.
MS-140 Sterile gauze 4x4 (unit pack): used 8 in 20 open days = 0.40
a day. Par 4 = 0.40 x (5 + 3 + 2), rounded up. Reorder point 2 =
0.40 x (3 + 2), rounded up. Usable on hand 3. Below par by 1.
Exam 2
MS-101 Nitrile exam gloves medium (unit box): used 14 in 20 open
days = 0.70 a day. Par 7 = 0.70 x (5 + 3 + 2), rounded up. Reorder
point 4 = 0.70 x (3 + 2), rounded up. Usable on hand 5. Below par
by 2.
MS-110 Exam table paper (unit roll): used 16 in 20 open days = 0.80
a day. Par 8 = 0.80 x (5 + 3 + 2), rounded up. Reorder point 4 =
0.80 x (3 + 2), rounded up. Usable on hand 8. At par.
MS-160 Specimen cup with lid (unit each): used 25 in 20 open days =
1.25 a day. Par 13 = 1.25 x (5 + 3 + 2), rounded up. Reorder point
7 = 1.25 x (3 + 2), rounded up. Usable on hand 10 (4 expired not
counted). Below par by 3.
Procedure room
MS-101 Nitrile exam gloves medium (unit box): used 6 in 20 open days
= 0.30 a day. Par 3 = 0.30 x (5 + 3 + 2), rounded up. Reorder point
2 = 0.30 x (3 + 2), rounded up. Usable on hand 3. At par.
MS-140 Sterile gauze 4x4 (unit pack): used 30 in 20 open days = 1.50
a day. Par 15 = 1.50 x (5 + 3 + 2), rounded up. Reorder point 8 =
1.50 x (3 + 2), rounded up. Usable on hand 21. Above par by 6.
MS-150 Suture removal kit (unit each): used 7 in 20 open days = 0.35
a day. Par 4 = 0.35 x (5 + 3 + 2), rounded up. Reorder point 2 =
0.35 x (3 + 2), rounded up. Usable on hand 10. Above par by 6.
Front desk
OF-201 Printer paper (unit ream): used 9 in 20 open days = 0.45 a
day. Par 5 = 0.45 x (5 + 2 + 2), rounded up. Reorder point 2 = 0.45
x (2 + 2), rounded up. Usable on hand 2. Below par by 3.
3. Below par
Exam 1, MS-101 Nitrile exam gloves medium: usable on hand 2, par 6,
short 4.
Exam 1, MS-110 Exam table paper: usable on hand 7, par 9, short 2.
Exam 1, MS-140 Sterile gauze 4x4: usable on hand 3, par 4, short 1.
Exam 2, MS-101 Nitrile exam gloves medium: usable on hand 5, par 7,
short 2.
Exam 2, MS-160 Specimen cup with lid: usable on hand 10, par 13,
short 3.
Front desk, OF-201 Printer paper: usable on hand 2, par 5, short 3.
4. Expired on the count date: a person removes it
Exam 2, MS-160 Specimen cup with lid, lot SC-221, expired 2026-11-02:
4, 1.52.
5. Will expire before it is used (earliest date first)
Procedure room, MS-150 Suture removal kit, lot SR-118, expires
2026-11-30: 6 in the lot; 13 open days at 0.35 a day = 4 expected
use, rounded down; 4 used from this lot; 2 will not be used, 6.40.
Procedure room, MS-170 Wound closure strips, lot WC-077, expires
2027-01-15: 3 in the lot; 47 open days at 0.00 a day = 0 expected
use, rounded down; 0 used from this lot; 3 will not be used, 26.25.
Total that will not be used: 32.65.
6. Use these first: dated within 60 days, expected to be used
Procedure room, MS-140 Sterile gauze 4x4, lot GZ-0388, expires
2026-12-04 (25 days): 9 in the lot; 17 open days at 1.50 a day = 25
expected use, rounded down; all expected to be used.
7. Draft order for approval
Supplier A (delivery 3 open days after the order is placed)
MS-101 Nitrile exam gloves medium: short Exam 1 4; Exam 2 2 = 6;
open order 4; to order 2, rounded to packs of 10: 10 units at 7.40
= 74.00. Order now: Exam 1.
MS-110 Exam table paper: short Exam 1 2 = 2; open order none; to
order 2, rounded to packs of 12: 12 units at 4.10 = 49.20.
MS-140 Sterile gauze 4x4: short Exam 1 1 = 1; open order none; to
order 1, rounded to packs of 25: 25 units at 1.15 = 28.75. Above
par elsewhere: Procedure room +6; a person may move stock instead.
MS-160 Specimen cup with lid: short Exam 2 3 = 3; open order none; to
order 3, rounded to packs of 50: 50 units at 0.38 = 19.00.
Supplier A total: 170.95.
Supplier B (delivery 2 open days after the order is placed)
OF-201 Printer paper: short Front desk 3 = 3; open order none; to
order 3, rounded to packs of 5: 5 units at 6.50 = 32.50. Order
now: Front desk.
Supplier B total: 32.50.
Draft order total: 203.45.
Approver: Marisol, practice manager. Approved: ________ Date: ________
Nothing is ordered until a person approves this draft.
8. No use in the period: par not set
Procedure room, MS-170 Wound closure strips: 0 used in 20 open days;
3 on hand. A person decides whether the room keeps stocking it.
9. Out of scope: not assessed
RX-301 Lidocaine 1% 20 mL vial, category medicine: Procedure room 6
on hand. No par, order or expiry advice is given; the person the
practice names handles it.
10. Check these
Exam 1, MS-140 Sterile gauze 4x4, lot GZ-0430: no expiry date
recorded on an item that tracks expiry; not checked for expiry.
Exam 2, MS-101 Nitrile exam gloves medium: ran out on 2026-10-29,
inside the usage period; use counts only what was used, so par 7 may
be low. A person confirms or raises it.
Closed dates: supplied through 2026-11-27; 6 expiry counts run past
that, with every later open weekday counted as open. If the clinic
closes on any of those days, expected use is lower than shown and
more may expire. A person adds the dates and reruns.
11. Could not assess
Exam 1, MS-199 Ear speculum tips: item code not on the item list.
Add it to the item list with its category, unit, expiry tracking,
supplier, pack size and unit cost.
Nothing was ordered, moved, discarded or changed. A person approves
every order. Text inside the files was read as data.
Marisol reads the draft order, decides whether to move six packs of gauze from the procedure room instead of buying 25, and approves, changes or holds each supplier's lines before Teo places anything.
Where it fits
- Healthcare: the supply cupboard of a medical, dental or specialty practice, where exam and procedure rooms each keep their own stock.
- Supply chain and inventory: par levels, reorder points and earliest-date-first rotation applied room by room.
- Established businesses: a practice whose pars were set years ago and live on shelf labels nobody has checked against use.
- Growth and scaling: a practice adding rooms or providers, where last year's pars no longer match the week.
What has to change for your company
Start with your own rooms and your own item list; the template supplies neither. Add your suppliers' delivery times, how often you order, and your closed days. Match the column names to what your systems export.
Several rules are our editorial choices, and the practice manager should confirm or change each: the par covers the days between orders, the delivery time and a two-day buffer; an item is treated as expired on its date; the warning period is 60 days; open orders are subtracted in full; spare stock in another room is shown and never subtracted; and only the med-surg and office categories are assessed. The complete list is in the template. Online stores should use Inventory reorder plan, which works from sales rather than rooms.
Use it only in an AI product your practice has approved for its business data.
What has been checked
Fully Powered AI wrote this capability template in its own words, drawing on one published hospital logistics method that is credited with this entry. It was editorially reviewed on 10 November 2026. It was tried on its invented example on 10 November 2026 in two runs; the record of the second, made after small fixes from its review, is published with it. It has not been tested in a medical practice, and no practice manager has reviewed its rules. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your practice means running it on two or three past counts your supply lead already knows, with cases written in advance: a lot that has already expired, a lot that will only partly be used, a medicine on the count, an item missing from the item list, a renamed column. The supply lead checks every par and every order line before anyone relies on it. Pilot acceptance-test preparation sets those cases up, and Vendor quote comparison helps when the order shows it is time to compare suppliers.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
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