| A | B |
|---|
| Administrative or Office Expense | An expense related to office administration and operations. |
| Clinical Expense | An expense related to supplies or services used in patient care. |
| Expense Management | Monitoring and controlling office costs to support financial and operational success. |
| Supplier Price Comparison | Comparing supplier prices to make informed purchasing decisions. |
| Waste Reduction | Reducing unnecessary use, expired supplies, or excess purchases. |
| Supply Shortage | A lack of needed supplies that may affect office operations or patient care. |
| Fixed Expense | A cost that usually remains the same each month, such as rent, salaries, insurance, or equipment leases. |
| Variable Expense | A cost that changes depending on clinic activity, patient volume, usage patterns, or business needs. |
| Budget | A financial plan that estimates income and expenses for a specific period. |
| Budgeting | Planning spending, monitoring financial performance, and comparing actual spending with planned spending. |
| Planned Spending | Expected spending outlined in a budget. |
| Actual Spending | The amount actually spent during a period. |
| Expense Tracking | Documenting office expenses to understand spending and support bookkeeping, taxes, budgeting, and audits. |
| Proof of Purchase | Evidence that a purchase occurred, such as a receipt or invoice. |
| Receipt Information | Details such as supplier name, date, items purchased, subtotal, taxes, and total paid. |
| Accounting Software | Software used to organize expenses and generate financial reports. |
| Purchase Order (PO) | A document used to request and authorize the purchase of goods or supplies. |
| Purchase Order Number | A unique number used to identify a purchase order. |
| Supplier Information | Information identifying the supplier used for a purchase. |
| Unauthorized Spending | Spending that occurs without the required approval or outside office policy. |
| Purchase Order Process | The workflow used to identify supplies, complete the PO, obtain approval, send the order, receive goods, match the invoice, and process payment. |
| Delivery Inspection | Checking a shipment to confirm correct items were received and nothing is missing or damaged. |
| Supplier Communication | Contacting a supplier about orders, delivery problems, or invoice issues. |
| Inventory | Supplies and materials kept in the clinic for daily operations. |
| Inventory Management | Maintaining enough supplies for patient care and office procedures while avoiding excessive stock, waste, and expired supplies. |
| Inventory Management System | A system used to track supplies and materials in the office. |
| Manual Inventory Log | A paper or manual record used to track inventory. |
| Spreadsheet Tracking | Using a spreadsheet to track inventory quantities and usage. |
| Inventory Software System | Software used to track inventory, usage patterns, and reports. |
| Barcode Scanning System | A technology-based inventory system that uses barcodes to track supplies. |
| Usage Pattern | A pattern showing how quickly supplies are used. |
| Inventory Report | A report showing inventory amounts, use, or reorder information. |
| Inventory Level | The amount of stock currently on hand. |
| Minimum Stock Level | The lowest amount of inventory allowed before supplies must be reordered. |
| Maximum Stock Level | The highest amount of inventory that should be kept in storage. |
| Reordering Supplies | Ordering supplies before they become critically low. |
| Supplier Delivery Time | The amount of time it takes for ordered supplies to arrive. |
| Usage Rate | How quickly a supply item is used. |
| Seasonal Demand | Changes in supply needs during certain times, such as flu season or special clinics. |
| Emergency Stock | Extra supplies kept for unexpected situations or delayed deliveries. |
| Inventory Rotation | Organizing supplies so older items are used before newer ones. |
| First In, First Out (FIFO) | An inventory rotation method where older inventory is used first and newer inventory is placed behind older stock. |
| Expiration Date | A date after which a product should not be used. |
