Why GP Surgeries Should Automate Ordering: The Hidden Costs of Manual Procurement

Introduction

Managing medical supplies in a GP surgery is more than just placing orders—it’s about ensuring the right products are available at the right time without unnecessary waste or excessive costs. However, many practices still rely on manual procurement methods, which can be time-consuming, inefficient, and prone to errors.

Automating the ordering process can save GP surgeries valuable time, reduce costs, and improve supply chain reliability. In this article, we’ll explore the hidden costs of manual procurement and why automation is the future of medical supply management.

The Challenges of Manual Procurement in GP Surgeries

Many GP practices still manage their medical supplies through spreadsheets, paper-based records, or supplier portals that require constant oversight. While this may seem manageable, the inefficiencies quickly add up. Common issues with manual procurement include:

• Time-consuming processes – Staff must manually track inventory, request approvals, and place orders, taking time away from patient care.
• Risk of human error – Miscalculations, forgotten orders, or duplicate purchases can lead to supply shortages or excess stock.
• Inconsistent pricing – Without automated price comparisons, practices may end up paying more than necessary for the same products.
• Last-minute ordering – Running out of essential supplies can result in urgent, often more expensive, rush orders.

These challenges not only affect operational efficiency but also have direct financial implications for GP surgeries.

The Hidden Costs of Manual Procurement

1. Wasted Staff Time Practice managers and administrative staff spend hours managing procurement instead of focusing on patient care and operational improvements. An automated ordering system can free up valuable time, allowing staff to focus on more critical tasks.
2. Overordering and Stock Wastage
   Without accurate tracking, GP surgeries may order more supplies than needed, leading to wastage—especially for items with expiry dates, such as wound dressings and diagnostic kits. AI-powered systems help optimise order quantities, ensuring supplies are used efficiently.
3. Increased Expenses from Last-Minute Orders
   Urgent procurement often means paying higher prices for expedited deliveries or relying on alternative suppliers with less favourable pricing. Automating the ordering process prevents last-minute shortages and ensures cost-effective purchasing.
4. Lack of Supplier Price Comparison
   Manual procurement makes it difficult to track price fluctuations across suppliers. AI-driven procurement platforms can automatically compare prices, helping practices secure the best deals without manually checking multiple sources.
5. Compliance and Regulatory Risks
   Medical supplies must meet strict regulatory standards, and improper ordering can lead to compliance issues. Automated systems ensure accurate record-keeping and order tracking, helping practices stay compliant with healthcare regulations.

How Automation Transforms GP Surgery Procurement

1. AI-Powered Predictive Ordering
   Automated procurement systems analyse past usage patterns to predict future demand, ensuring that GP surgeries order the right amount of stock at the right time.
2. Real-Time Inventory Tracking
   AI-based dashboards provide instant visibility into stock levels, preventing shortages and reducing waste.
3. Smart Supplier Management

Automation enables practices to compare supplier prices and delivery times, helping them choose the most reliable and cost-effective options.
4. Cost Savings and Budget Control

By preventing overordering, automating price comparisons, and reducing emergency purchases, automated ordering helps GP surgeries cut unnecessary expenses and optimise their budgets.

Final Thoughts

Manual procurement processes may seem manageable, but the hidden costs quickly add up. By switching to an AI-powered automated ordering system, GP surgeries can save time, reduce costs, and ensure they always have the right supplies when needed. Want to streamline procurement and reduce unnecessary expenses? Contact Medulla Supplies today to learn how automation can transform your practice’s supply management.