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Every month we send out an ‘Order Desk Memo; it’s how we keep you informed about supplies and important notices. When the order form is changing, we will include the new one here. But you can always find the most recent Order Form in our NSP portal!
The order date is the day you submit your order; we use this date to gauge the timing of orders.
We work hard to process orders as quickly as we can. See the Receiving Map to give you an idea about location and amount of time it will take for supplies to get to you. Factors outside our control can happen, like shortage of drivers, weather, trucks that break down, or regional areas with limited courier service. This is why OHRDP recommends keeping a 2-week supply of inventory should any issues arise.
It is extremely helpful to OHRDP if the person completing and submitting the order form always includes both their first and last name, as well as the full name of their organization. It saves time on our end, and it’s appreciated.
Refer to the Order Form for the denomination of units per package. Then use the Supply Catalogue to determine if there are smaller boxes or packages that go in a larger box. The Supply Catalogue is helpful for this!
Do not hesitate to contact us if you have any questions about ordering amounts, or if you would like to see samples before ordering a full box.
Each program site is very different in how they require their delivery to take place. If there are special instructions for delivery it is important that you communicate them to us in the Special Delivery Instructions area on the Order Form so we can make sure the drivers are aware. We will always do our best, but there may be situations where your special delivery request may not be possible.
If you are new to using the OHRDP Order Form or have questions about using it, give us a call at 1.866.316.2217. A staff person will be happy to walk you through it so you become comfortable ordering harm reduction supplies. You can also refer to the Instructional Video: Completing the Order Form.
Forecasting serves as the base for estimating future demand for supplies, be it near future or distant.
You collect the best information possible using both quantitative and qualitative data.
Yes, service users can inform drug, supply, and community trends.
Networking in this field is vital, new relationships not only create strong supports and alliances, but also serve as important channels of information about trends and issues.
We work hard to process orders as quickly as we can. See the Receiving Map to give you an idea about location and amount of time it will take for supplies to get to you. Factors outside our control can happen, likeÂ shortage of drivers, weather, trucks that break down, or regional areas with limited courier service. This is why OHRDP recommends keeping a 2-week supply of inventory should any issues arise.
A good place to start is to know when the delivery is coming, have the staff ready to meet the delivery, and have the packing slip and order form hand to compare to the packing slip.
If you can see major damage to boxes/content during delivery, you can refuse to take it. Tell the driver you are refusing to take the damaged supplies, take pictures, and call us.
If the damage is found after the driver leaves, contact OHRDP immediately to arrange a new delivery (Call 1.866.316.2217). Send us photos and complete the damaged supplies form found on the NSP portal.
If you find or if a service user reports a supply defect with a supply distributed through OHRDP, it is important that you communicate with OHRDP within two business days of discovering the defect. Keep the supply in question on hand (do not dispose of it) as OHRDP may request to see some pictures or receive the actual supply in question. You will be requested to complete and submit a Supply Defect Report Form.
Always record the Lot Numbers and Expiry Dates. In case of a recall, this will help you to quickly locate the stock not to be used. This will also help to decrease the chance of stock expiring on shelves.
We recommend keeping a 2-week supply of safety inventory for you and your community agencies.
Safety inventory makes sure supplies are available during unexpected increases in demand or delivery delays. Make sure to rotate your safety inventory (FIFO), moving it forward to be used, and newer stock to the back.
Reach out to us so that we can request a location update on your order with our medical distributor and respond accordingly.
No. Supplies can only be shipped by OHRDP to the core NSP that oversees the allocation of harm reduction supplies for the region, unless under special circumstances.
Items should never be placed directly on the floor.
This protects against floods, pests, and the development of mould.
“FIFO” means “First In, First Out”. New inventory always goes to the back of your storage and older inventory moves forward to be used first. FIFO means there is less chance of inventory expiring on a shelf.
Make sure labels are facing outward so people can easily find the supplies they need. Another suggestion is to store supplies in ‘families’ with similar purposes. Example: keeping all inhalation supplies together and injection supplies grouped separately.
Two identical plastic bins are used alternately. Both bins are filled with supplies. Workers use the first bin until it is emptied. Once the first bin is empty, they start using the second bin. The empty bin acts as a signal to refill. This way supplies continue to flow without pause.
Cleaning, sweeping, mopping, and dusting should be done on a quarterly basis of your storage area. This helps prevent build-up of dust. Keeping dust under control is important because you can’t sanitize dusty surfaces. Keeping your storage sanitized is important when working with medical supplies.
It was created in 2006 in response to the rate of Hepatitis C and HIV infection among people who inject drugs.
Not many people get into the harm reduction field to manage inventory. But good inventory management practices is important to make sure your program always has the supplies your community needs.
Keeping an eye on what’s going on in the community, and making sure you always have enough to meet demand is important. Being able to identify when you’re going to be short on something is key to staying on top of inventory.
This toolkit is a one-stop-shop of information and resources to support you and your team. It can be used for training, knowledge refresh, or to make sure you have processes and practices in place. Having good inventory practices means you’ll have more time to devote to community members.
Taking the time to organize your storage space means others can find what they need, and place supplies where they belong.
Tell them to use the ‘Find Supplies’ search engine on the OHRDP website!
When kit-making, bundle kits in groups of five or 10 with an elastic band. This makes preparing orders for community agencies easier.
Graphing helps you see the story your data is telling you.
If possible, install shelving or racks in your storage area for efficient use of space and to help keep you organized.