The Assisted Living Program is an exclusive program offered by Clock Medical Supply. This program allows Assisted Living Facilities to buy medical products directly from Clock Medical Supply for their residents or patients and have them delivered to the point of care.
The key is the
flexibility
we offer.
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IVING
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Revenue
You set your own profit margin for each product or an across-the-board markup on all items.
Custom Shipping
All residents’ supplies are received with a custom label with the residents’ name. This allows you to combine and place several orders at one time to reach the minimum order amount to qualify for free freight.
Billing Solutions
We create the invoices with your logo for each resident and collect the correct sales tax
amount to take the burden off of you. We offer access to our website with more than 2,300 in-stock and 700 special order products available to the facility, the residents and their families as well. The website will reflect the facility’s markup pricing, which allows the residents and their family members to learn about the products, pricing, quality and availability anytime.
The facility must designate an individual as the Order Liaison. This individual is the appointed contact between Clock Medical Supply and your facility and is responsible for ordering for the facility both in-house orders and residents’ orders. The liaison will have two accounts available to them upon logging onto www.clockmedical.com to order. The first account is the ‘Resident Only’ account, which has the resident names attached for shipping and displays the marked up price that the resident will pay. This account is used to place Resident and Restock Orders. The second account, ‘Stock’ account, will only contain shipping locations for stock orders. The supply pricing is listed at the base product cost.
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There are three kinds of orders that can be placed by the Order Liaison on weekly order. The first, Resident Order, are orders for items that will be delivered to the resident, with resident labels on the delivery boxes and invoiced to them as well. The second, Restock Order, orders items to replenish the stock closet that have been used by a resident and are invoiced to them. The third kind, Stock Order, are orders for the items that the facility will not charge the resident (ex. trash can liners, cotton balls and gloves that are on the med cart).
All orders need to be placed and received by 10 a.m. Orders received before this cut-off time will be packaged, grouped together to be available for next day delivery. These orders are subject to freight charges if they do not meet the minimum order amount of $250 for all combined orders. Orders received after the 10 a.m. cut-off time will be packaged and grouped together the following day, will arrive to the facility two days after ordering and are also subject to freight charges if the minimum order amount is not met.
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Resident Orders for each individual resident of the facility. You may order any of the 3,000+ items on the website for your resident and they are all marked up to the pre-decided facility profit margin. Every Resident Order is packaged separately per resident with their name then grouped with all of the other orders to make delivery and
distribution simple.
Benefits for the Residents:
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Residents no longer depend on their family members to buy and/or deliver their medical products.
Residents will no longer have to pay expensive shipping costs when ordering products online or have to wait a week or more to receive their products.
Training on proper product use is available upon request.
Your facility should order supplies for all residents once a week and receive a weekly delivery.
Our account executives work with your facility to find products that meet your and the residents’ specific needs.
The products will come in an individually labeled box for each of your residents.
Steps to Placing the Order:
1. Place Resident Orders by logging into the website, choosing the ‘Resident Only’ ac-count from the ‘Acac-count’ page and ordering the items you need.
2. Once all of the items the resident needs have been placed in the cart, confirm the items and quantities that you desire are correct, then click the checkout button at the bottom of the page to move to step one.
3. Select the resident for whom you wish to place the order in the ‘Ship To’ drop down box.
If the resident is new to the facility, identify in the notes section (ex. NEW
Smith, John).
4. Key enter the resident’s name into the ‘PO Information’ field in the lower right-hand corner for future use.
5. Click the continue button to step two.
6. In the ‘Delivery Instructions’ field enter the rank of the total number of orders you are intending to place together in your weekly order. (Ex. Order 1 of 10, 2 of 10, etc.) (Including Restock and Stock Orders to be explained further)
7. Add notes about the order as you see fit.
8. Click the ‘Continue & Review’ button to move to step three. 9. Examine the entire order notes, purchase order notes, shipping
instructions, addresses and totals. When the information is correct, click ‘Place Order,’ then you are ready to go back and purchase the items for the next patient.
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When you are finished placing all of the Resident Orders, you are now ready to place your Restock Orders. These orders have two functions. Restock Orders bill the resident for products taken from the supply closet in order to fulfill residents’ needs if they run out of product between orders. This also applies to new residents who require medical products if they come into the facility between your normal orders. They also issue a distribution request for replacement product to compensate for the resident-used prod-ucts to the facility.
A ‘Stock Supply Sheet’ (8 1/2 X 11 piece of paper in the stock closet) will be hung in the
stock supply closet to record what supply was taken, quantity used, what date used and on which patient. The Order Liaison will then take the ‘Stock Supply Sheet’ and place Restock Orders to indicate products used from the stock supply closet for each resident recorded on the ’Stock Supply Sheet.’ Use the “Resident Order Process” (detailed on previous page) to complete a Restock Order with one addition in the checkout proce-dure. In step two, type ‘Restock’ in the delivery notes to indicate that this order is a Re-stock. If the resident is new to the facility identify in the notes section (ex. NEW Smith, John). Use “Resident Only Account” ship to for new residents. In addition, please con-tinue to number the orders in the delivery note area (ex. Order 1 of 10, 2 of 10, etc.). Additional helpful note: use the ‘AL-XXXX’ order number on the web if you are replac-ing an item that is usually only sold by the case (ex. sometimes you will sell just a ‘bag’ of briefs or a single roll of paper towels to the resident from the stock closet instead of the usual full case order). Select AL Supplier from the ‘Vendor List,’ located in the lower left-hand corner of any shopping page, to get the AL item list.
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Stock Orders are for items that the facility plans to not charge to the resident. Any products purchased on a Stock Order are invoiced to the facility at the base price. These orders are for items that the facility provides.
Steps to Placing Order and Checking Out:
1. Place Stock Orders by logging into the website, choosing the ‘Stock’ account from the ‘Account’ page and ordering the items you need.
If you just completed an order in the ‘Resident Only’ account, go back to your
home screen to switch to the ‘Stock’ account by clicking on your name in the top right of any screen.
2. Once you have everything you want in the cart, you can proceed through the check-out steps.
3. In step one, you will choose the stock location you wish to send the items to. If there is only one location (this is the norm), then it will be prefilled.
4. Indicate that it is a Stock Order in the ‘PO Information’ field on the lower right corner of the screen and proceed to step two by clicking ‘Continue.’
5. In step two, the delivery notes section should be filled with the last of the number of total orders (ex. Order 10 of 10) and any additional notes you need.
6. Proceed to step three to fully confirm the order.
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The process continues at Clock Medical Supply, where all individual Resident
Orders are filled, packaged and labeled. All Restock Orders are billed to the individual, and are all packed together into one or more packages labeled Restock. Stock Orders are also filled. Once the supplies are delivered to the facility, the Stock supplies and Restock supplies are all housed in the central supply or ‘Stock Supply Area.’ The Resident Orders are to be delivered to each patient.
Invoices for the facility’s residents are available on the website and marked-up appropri-ately. The facility needs to select a day to pull these statements for the residents, which should correspond with the facility’s billing needs. The website produced invoice should be attached to the resident’s facility statements.
Both Resident and Restock orders are billed to the individual residents under Resident Accounts. The Stock Orders are billed directly to the facility under the Stock Account. Statements for the Stock and Resident accounts will be sent electronically to the facility on a pre-assigned day. These statements illustrate the amount due to Clock Medical Supply. A copy of the electronic statement needs to be sent to Clock Medical Supply with the payment.
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URTHER
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XPLANATION
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The facility needs to use the ‘delivery instruction area’ on the website ordering page to number orders (ex. 1 of 10, 2 of 10, etc.). This will assure that all orders ship out to the facility together. Remember: the total number (like 10 in above illustration) is the sum of individual resident orders, restock resident orders and stock orders.
The patient’s name needs to be entered in the PO field when checking out. This will make things easier for the facility in the long run, acting as a cross reference for the facility to track purchases.
In order to earn free freight, the order must reach a minimum of $250. If the order does not reach the minimum freight requirement:
1. If there is a stock order with the order, all freight will be assigned to the stock order 2. If there is no stock order, freight will be
divided evenly and assigned to each order in the group.
Example: If there are three resident
orders, with a $7.50 total freight charge, each resident order will be charged $2.50 in freight.
If the resident is new to the facility and has yet to be entered into the system, identify in the notes section that the order is for a new resident and include their name. It makes the process smoother if new residents’ information is sent to Clock Medical Supply as soon as they join.
Benefits for the Residents:
Orders for individual residents of the facility
You may order any of the 3,000+ items on the website for your resident and they are all marked up to the pre-decided facility profit margin
Every Resident Order is packaged separately per resident with their name Medical supply needs will be met
Facility will be trained on proper use for medical supplies Weekly order delivery
Free shipping*
Benefits for the Residents’ Family:
No longer have to worry about order placement and delivery of medical products Decreased costs
Benefits for your Facility:
Orders are delivered the following day after order placement Orders are boxed and labeled per order type
Resident Orders are boxed and labeled individually
Free shipping*
