Size 312, or was it 13?
A patient's daughter phones for batteries for her father. She is not sure of the size. The receptionist looks up the patient, finds the aid model, checks the battery size, asks whether he also needs wax guards, finds out whether he is on a battery plan, takes a card payment over the phone, writes an envelope and posts it.
Five minutes, for a small order. Multiply that by the orders that come in each day, add domes in three sizes and wax filters specific to each manufacturer, and consumables become a quiet drain on the front desk.
Why a simple order takes so long
- The right battery size, dome type and filter depend on the exact aid model, which the caller rarely knows.
- Device details are in the patient record or Noah, not in front of the person taking the order.
- Some patients are on a battery plan or aftercare plan and should not be charged, others should.
- Orders are posted from the desk with handwritten envelopes and no record of dispatch.
- Stock of each size is counted by eye, so a popular dome runs out without warning.
What it adds up to
Reception time on low-value orders, wrong items sent and posted again, patients charged when their plan covers them, and stockouts of common items. Patients who find it hard to order from you buy online instead, and stop visiting the clinic.
| Order detail | Today | Built flow |
|---|---|---|
| Right item for the aid | Looked up on each call | Shown from the device record |
| Plan or chargeable | Checked by memory | Worked out from the patient's plan |
| Payment | Card over the phone | Online link or plan, no card read out |
| Postage | Handwritten envelope | Label printed, dispatch logged |
| Stock | Counted by eye | Reduced per order, alert at your level |
How we build consumables ordering
- Each patient's device record lists the consumables their aids use: battery size or charger, dome type and size, filter type.
- Patients or family members can order by replying to a text, using a short web page with their items already shown, or phoning the desk, where the receptionist sees the same list.
- The patient's plan decides whether items are free, discounted or charged, and payment is taken through a secure link via Stripe or your card provider where needed.
- Orders appear in one dispatch list with printed address labels, and the dispatch date is recorded against the patient.
- Stock counts reduce with each order, and a reorder alert goes to whoever orders from your suppliers when a line falls below the level you set.
- Patients on regular supply can be sent a reminder or a scheduled pack if they want one.
We draw device details from your practice management system or Noah exports, and keep the item list up to date when a patient is refitted.
Home visit and care home patients are included too. Their consumables can be added to the next visit's kit list instead of being posted, which saves a stamp and makes sure the items actually reach the resident.
What the desk notices
Most orders arrive with the right items already selected. Card details are not read out over the phone. Envelopes are printed rather than written. Stock problems show up before a patient is told something is out. And patients who order easily from their own clinic have less reason to go elsewhere.
Are consumables eating your desk time?
- Callers rarely know what size battery or dome they need.
- Card payments for small orders are taken over the phone.
- Patients on plans are sometimes charged by mistake.
- Popular dome sizes run out unexpectedly.
- There is no record of what was posted to whom and when.