Auditing Your Supplier: 

5 Questions Every Practice Manager Should Ask

Key Takeaways:

• The Risk of Complacency: Treating medical suppliers as "set and forget" vendors exposes your practice to hidden risks.
• Redundancy Check: Does your supplier have a Plan B if their primary factory fails?
• Compliance Verification: TGA approval isn't just a logo; it requires active, batch-level documentation.
• The "Local" Test: Is stock actually in Australia, or is it sitting in a container overseas?
• The Service Standard: Can you reach a human when things go wrong?

In the busy ecosystem of a medical practice, the supplier relationship often runs on autopilot. As long as the boxes arrive (mostly) on time and the price is right, questions are rarely asked.

But in the post-pandemic landscape, "autopilot" is a dangerous setting. Supply chains are fragile, regulatory standards are tightening, and patient safety is non-negotiable.

As a Practice Manager, you audit your internal processes, your staff, and your financial records. When was the last time you audited the company responsible for your critical medical consumables?

At Clearview Medical Australia (CVMA), we welcome the scrutiny. In fact, we believe every medical facility should ask their current suppliers these five critical questions.

1. "What is your redundancy plan if your primary manufacturer fails?"

This is the question that exposes the "box movers." Many suppliers rely on a single factory in a single region to keep costs low. If that factory faces a lockdown, a raw material shortage, or a quality breach, your supply line is severed instantly.

Good Answer: A robust supplier should have accredited backup manufacturers and diverse sourcing options. At CVMA, we maintain redundancy in our supply chain to ensure that if Plan A is disrupted, Plan B is already in motion, which can help minimise any impact on your stock levels.

2. " Can you provide a valid ARTG certificate for this specific product?"

Many suppliers claim to be "compliant," but verbal assurances aren't enough. Some may hold an ARTG entry for one product but imply it covers their entire range, or they may be trading on expired entries.

Good Answer: Transparency is key. Your supplier should be able to produce a valid Australian Register of Therapeutic Goods (ARTG) certificate for specific products upon request. At CVMA, regulatory compliance is a non-negotiable requirement. We ensure all our medical devices are properly listed and meet Australian standards so patient care is never compromised.

3. "Is this stock physically in an Australian warehouse right now?"

"In stock" on a website doesn't always mean "in the country." Many suppliers operate on a drop-shipping model, meaning your "urgent" order is actually sitting in a shipping container weeks away from docking.

Good Answer: Your supplier should have a local footprint. CVMA utilises warehouses in different parts of Australia. When we say stock is available, it means it is on Australian soil, ready for our Optimised Expedited Shipping to get it to your door.

4. "How do you calculate your lead times?"

Ambiguous lead times (e.g., "5-10 business days") are a nightmare for inventory planning. Does that include processing time? Dispatch time? Weekends?

Good Answer: You need precision. A service-based partner offers Collaborative Forecasting. Instead of vague estimates, we work with you to predict your needs, replenishing stock well ahead of time so "lead time" becomes irrelevant—because the stock is already there.

5. "Who do I call when things go wrong?"

It’s 4:00 PM on a Friday. You have a critical shortage for Monday’s surgeries. When you call your supplier, do you get a generic "support@..." ticket number, or do you get a name?

Good Answer: Healthcare doesn't stop at 5 PM, and neither should your support. CVMA provides Dedicated Account Managers and 24/7 support protocols. We prioritise the needs of our Pathology, Hospital, and Aged Care clients because we know that behind every order is a patient waiting for care.

Is your current supplier passing the audit? 

If you found yourself unsure of the answers to these questions, it might be time for a second opinion. 

Contact Clearview Medical Australia today for a transparent discussion about how we secure your supply chain.​

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