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These tabs cover who your agency buys from, what you pay them, and what you keep in stock.

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Vendors

Vendor directory with W-9, BAA status, and performance ratings. Columns: Type · Contact · Email · W9 · BAA · Rating
A vendor who can access protected health information needs a business associate agreement before they do so. The BAA column is a HIPAA control, not administrative housekeeping — an unsigned BAA on a vendor with PHI access is a reportable gap. See HIPAA compliance.

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Vendor Payments

Payment records to vendors with method, amount, and reference tracking. Columns: Vendor · Amount · Method · Date · Reference · Status Reference is what lets you reconcile a payment against your bank record.

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Invoices

Invoice records with amounts, dates, and payment status tracking. Columns: Invoice # · Status · Date · Amount

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Supply Inventory

Medical and office supply inventory with SKUs, quantities, and reorder points. Columns: Category · SKU · Qty · Reorder · Unit Cost · Expires
Medical supplies with an Expires date should not be issued past it. Review expiring stock on a schedule rather than discovering it at the point of care.

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W-9 Forms

W-9 tax identification forms with business structure details. Columns: Tax ID · Structure Structure records the vendor’s business type, which determines their 1099 treatment.

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Onboarding a vendor

1

Add the vendor record

Set the type and contact details.
2

Collect the W-9

Record the tax ID and business structure. You need this before year-end 1099 reporting.
3

Determine whether a BAA is required

Any vendor who may see protected health information needs one.
4

Record the BAA

Set the BAA status once signed. Also visible under HIPAA compliance.
5

Rate performance over time

Keep Rating current so renewal decisions have evidence behind them.

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Managing stock

1

Filter on Qty below Reorder

This is your reorder list.
2

Check expiring stock

Filter on Expires within your review window.
3

Update quantities when stock arrives

Inventory only helps if quantities reflect reality.

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Troubleshooting

HIPAA compliance

Business associate agreements.

Assets

Equipment and maintenance logs.