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Never run out of clinic supplies again
A shared stock sheet that highlights low items, a quick form for staff to flag what's running out, and a monthly order list drafted for you.
When to use it
Every month before the supplies order
Step by step
Build the stock sheet
Ask your AI assistant for a layout, then create it in Google Sheets.
Prompt to copyDesign a simple stock tracking sheet for a small medical practice's admin and consumable supplies. Give me the column headings (item, category, supplier, unit, current stock, reorder level, usual order quantity, last ordered, notes), 15 example rows for typical items like [examples: printer paper, specimen bags, gloves], and plain-English instructions for adding conditional formatting in Google Sheets that turns a row red when current stock is at or below the reorder level.Let staff flag low stock
Make a short Google Form with an item dropdown and a 'how many left' box, linked to a new tab in the same sheet. Pin the form link in your team chat.
Set a monthly reminder
Add a recurring Google Calendar event a few days before your order deadline called 'Check stock and draft order'.
Draft the order list
When the reminder pops up, copy the red rows and the latest form responses into your AI assistant and ask: 'Turn these into an order list grouped by supplier, using the usual order quantity, and flag anything requested twice this month.'
Check and place the order
Review the list against your budget and your practice's ordering process before sending it to suppliers.
What you get
Order for MedSupply Ltd: Specimen bags x 500, Nitrile gloves (M) x 10 boxes. Order for OfficeWorld: A4 paper x 5 reams, toner x 1. Flagged twice: gloves (M) - consider raising reorder level.
Tips
- Keep this sheet for supplies only; patient information never goes in it.
- If items keep running out, ask the assistant to suggest new reorder levels from three months of form responses.