SMILE
Johns Hopkins University
Baltimore, MD USA
QSE 5: Purchasing and Inventory - Policy
Purchasing and Inventory Policy
Approval Signature: Laboratory Director
Policy Number
Doc10-14AppE
Effective Date
30-Jul-08
Last Review
27 July 2010
Supersedes
New
SMILE Comments: This document is provided as an example only. It must be revised to accurately reflect your lab’s specific
processes and/or specific protocol requirements. Users are directed to countercheck facts when considering their use in other
applications. If you have any questions contact SMILE
Policy
The laboratory purchases and maintains an inventory of equipment,
supplies, and reagents used in the path of the laboratory workflow.
Purpose
This policy provides direction for the processes and procedures to
effectively work with the Purchasing Department to manage purchase and
inventory processes.
Responsibility
The Purchasing Department is responsible for vendor payment and delivery
arrangements.
The Laboratory Director reviews and approves contract of services to
referral laboratories and other services or facilities.
The Laboratory Supervisor is responsible for vendor identification and
selection and order processes.
The Lead Technologists are responsible for inventory maintenance.
The Laboratory Supply Manager is responsible for receiving and storage of
inventory.
Selection and Use of
Referral Laboratory
Services
The laboratory has an established procedure for evaluating and selecting
referral laboratories.
Vendor Selection
The laboratory has a system for selecting vendors of equipment, supplies,
and services.
Purchasing Supplies
and Reagents
The laboratory works with the Purchasing Department to purchase supplies
and reagents.
Receiving, Inspecting,
Storing, and Managing
Supplies and
Reagents.
The laboratory has processes and procedures for receiving, inspecting,
storing, and managing the inventory of supplies and reagents used in the
path of workflow.
Supporting
Documents
The following processes support this policy:
 Use of Referral Laboratory Services
 Identifying and Selecting Vendors
 Purchasing Supplies and Reagents
 Handling Supplies and Reagents
106738225
Version#: 1.0
Page 1 of 5
SMILE
Johns Hopkins University
Baltimore, MD USA
Use of Referral Laboratory Services - Process
Process for Use of Referral Laboratory Services
Who’s Responsible
What Happens

Laboratory Director

Laboratory Supervisor

Purchasing Department

The laboratory has
processes to ensure that
the referral laboratory’s
performance meets all
required regulations and
standards.
The laboratory enters into
contract with a referral
laboratory
Procedures

Use of Referral
Laboratories

Referral Laboratory
Test Menu
Referral Laboratory
Representatives

Laboratory Test Menu

Laboratory Supervisor

Use of Referral
Laboratories

Laboratory Director


Laboratory Supervisor
Use of Referral
Laboratories

Purchasing Department

Completing Purchase
Orders

Referral Laboratory
Representatives
The laboratory maintains
a listing of all referral
laboratories it uses

Laboratory Supervisor

Use of Referral
Laboratories
The laboratory maintains
a log of all samples sent
out to referral laboratories
and a record of all tests
conducted on each

Laboratory Supervisor


Technicians/Technologists
Use of Referral
Laboratories

Specimen Tracking and
Handling
Result reports include the
name and address of the
referral laboratory and all
of the essential elements
of the referral laboratory’s
report without alterations
that may impact clinical
interpretations

Laboratory Supervisor


Technicians/Technologists
Use of Referral
Laboratories

Result Reporting
The laboratory has
processes for evaluating
and selecting referral
laboratories
106738225
Version#: 1.0
Page 2 of 5
SMILE
Johns Hopkins University
Baltimore, MD USA
Identifying and Selecting Vendors - Process
Process for Identifying and Selecting Vendors for Supplies and
Reagents
Who’s Responsible
What Happens
Inventory lists are created
from equipment/methods
in use
Possible vendors are
identified and evaluated
Vendors are selected
106738225

Lead Technologist

Purchasing Department

Laboratory Supervisor

Laboratory Supervisor

Quality Manager

Lead Technologists

Purchasing Department
Version#: 1.0
Procedures

Test-Specific SOPs

Test Menu

Equipment-Specific
Operating Manuals

Purchasing
Department Policies
and Procedures

List of Approved
Vendors

Purchasing
Department Policies
and Procedures

List of Approved
Vendors
Page 3 of 5
SMILE
Johns Hopkins University
Baltimore, MD USA
Purchasing Supplies and Reagents - Process
Process for Purchasing Supplies and Reagents
Who’s Responsible
What Happens
Need for purchase of
supplies or reagents is
identified using inventory
lists

Lead Technologist

Laboratory Supply
Manager
Purchase order is
completed


Purchase order is
submitted and processed
106738225
Procedures

Inventory of Supplies
and Reagents
Lead Technologist

Laboratory Supply
Manager
Inventory of Supplies
and Reagents

Completing Purchase
Orders

Laboratory Supervisor


Lead Technologist
Completing Purchase
Orders

Laboratory Supply
Manager

Purchasing
Department
Procedures

Purchasing Department

Inventory of Supplies
and Reagents
Version#: 1.0
Page 4 of 5
SMILE
Johns Hopkins University
Baltimore, MD USA
Handling Supplies and Reagents- Process
Process for Handling Supplies and Reagents
Who’s Responsible
What Happens
Procedures
Supplies and reagents
are received in the facility

Facility Receiving
Department

Facility Receiving
Department
Procedures
Supplies and reagents
are received in the
laboratory

Quality Manager


Laboratory Supply
Manager
Receiving Supplies and
Reagents in the
Laboratory
Received
supplies/reagents are
documented on inventory

Laboratory Supply
Manager

Receiving Supplies and
Reagents in the
Laboratory

Inventory of
Supplies/Reagents

Receiving Supplies and
Reagents in the
Laboratory
Acceptability of
reagents/supplies is
determined
Unacceptable
reagents/supplies are
handled
Acceptable supplies and
reagents are labeled and
stored for future use
Supplies and reagents
are put in use
106738225

Laboratory Supervisor

Quality Manager

Laboratory Supply
Manager

Quality Control of
Supplies and Reagents

Technicians/Technologists

Parallel Testing

Laboratory Supervisor


Quality Manager
Receiving Supplies and
Reagents in the
Laboratory

Laboratory Supply
Manager

Quality Control of
Supplies and Reagents

Technicians/Technologists

Quality Manager


Laboratory Supply
Manager
Receiving Supplies and
Reagents in the
Laboratory

Technicians/Technologists

Inventory of
Supplies/Reagents

Quality Manager


Laboratory Supply
Manager
Receiving Supplies and
Reagents in the
Laboratory

Technicians/Technologists

Inventory of
Supplies/Reagents

Test-Specific SOPs
Version#: 1.0
Page 5 of 5