Key Takeaways:
- Par levels help imaging departments avoid both shortages and excess stock.
- Use real usage data and delivery timing to calculate the right inventory levels.
- Adjust for storage space, expiration dates, and safety stock needs.
- Talk with staff and use technology to track usage and improve inventory control.
- Hitech Global Medical Services Co. supports smart stockings with fast delivery and simple tools.
In a busy imaging department, running out of syringes, contrast injectors, or gloves at the wrong time causes more than just a delay. It interrupts care, impacts scheduling, and frustrates staff. But overstocking creates its own problems—taking up shelf space, raising inventory costs, and leading to excess inventory that may expire unused.
That’s where par levels come in.
Par levels—or periodic automatic replenishment levels—are the baseline quantities of imaging consumables that your department should always have on hand. Setting these correctly is one of the easiest and most effective ways to improve inventory optimization in a healthcare setting. When done right, you get what you need, when you need it, without overspending or overstocking.
This guide will walk department managers through how to set, monitor, and adjust optimal par levels for everyday imaging supplies.
What Are Par Levels?
Par levels are the minimum amount of each inventory item your department should keep in stock to meet daily needs. It’s not a guess—it’s a calculated value based on actual use, delivery time, and backup supply.
Let’s break that down with a quick example:
- You use 100 syringes per week
- Your supplier ships within 2 days
- You want 3 days of safety stock for emergencies
In this case, your par level might be 150 syringes. That ensures you have what you need, plus a cushion in case of unexpected demand.
Why Par Levels Matter in Imaging
Unlike departments that use supplies in batches or on a fixed schedule, imaging centers run on patient volume that changes every day. That makes supply management more complex. Imaging consumables like syringes, injector parts, and contrast materials are used steadily, but not always at the same pace.
That’s why setting accurate par levels is essential. Without them, you face one of two problems:
- Excess stock that takes up storage space and raises carrying costs
- Or supply shortages that delay exams and hurt customer satisfaction
For department managers, getting this balance right means smoother operations and stronger supply chain control.
Step 1: Know What You’re Using
Start by collecting usage data. You can do this manually or through inventory management software. Track:
- How many units of each item you use daily or weekly
- Peak usage times (e.g., seasonal spikes or special programs)
- Items that expire quickly
- The difference in usage across imaging types (CT vs MRI)
Also, factor in downtime risks. If a single missing syringe delays ten scans, that’s a big operational hit. So even low-cost items should be monitored closely.
Step 2: Consider Safety Stock and Delivery Time
Once you know your average use, the next step is to calculate safety stock levels and account for delivery lead times.
Ask yourself:
- How fast can your vendor deliver in an emergency?
- Do you have buffer stock for delays due to natural disasters or busy seasons?
- How long can your department function with the current inventory if deliveries stop?
If your vendor delivers in 48 hours and you use 50 items per day, your safety stock should cover at least 100 items, with an extra cushion.
At Hitech Global Medical Services Co., we help hospitals set realistic par levels by offering same-day shipping and delivery within 24–48 hours nationwide. That fast turnaround helps reduce the need for large backup stock.
Step 3: Adjust for Storage and Expiration
Not all imaging consumables are stored the same way. Some require climate control. Others expire in months. Setting par levels without looking at storage costs or expiry timelines leads to waste.
Make sure to:
- Rotate stock using the “first in, first out” method
- Store short-life products in clear, easy-to-access areas
- Avoid stocking more than you can use within a product’s shelf life
If you have limited central storage or are already at max capacity, your par levels should reflect that. Overordering doesn’t help if half the product expires on the shelf.
Step 4: Involve Your Team
Your technologists, radiologists, and supply coordinators know more than the spreadsheet. Talk with the staff to find out:
- What products run out most often
- What items are commonly overstocked
- How supplies affect their workflow and exam timing
Getting real-world input helps fine-tune your plan. For example, you may learn that certain medical supplies are used more often on weekends or during morning shifts—insights that automated reports might miss.
Step 5: Use Technology to Track in Real Time
Manual counts work, but real-time data makes life easier. Use tools like barcode scanning, cloud inventory tracking, or inventory optimization software that connects directly with suppliers.
With these tools, you can:
- Set alerts when items dip below par
- Automatically create reorders
- Analyze seasonal trends and market trends for better demand forecasting
- Track usage per shift or department for more targeted planning
At Hitech Global Medical Services Co., we offer an easy-to-use online ordering system that helps you manage supplies with less guesswork. Our system also tracks previous orders, so you can monitor inventory levels and reorder with confidence.
Step 6: Review and Update Regularly
No par level stays perfect forever. Scan volumes change. Equipment gets upgraded. New protocols shift usage patterns. That’s why a quarterly review is smart.
Look at:
- Usage changes compared to previous periods
- Items you threw away due to overstock
- Delays or reschedules caused by stockouts
- Cost impact from rush orders
This kind of review keeps your inventory optimization sharp and supports better budget planning.
Final Thoughts: Smarter Stocking Supports Better Imaging
Getting par levels right for imaging consumables isn’t about doing more work—it’s about doing smarter work. It reduces waste, prevents scan delays, and helps department managers keep teams focused on what matters most: the patient.
By using a clear plan, asking the right questions, and leaning on supplier support, your department can run smoothly with fewer surprises.
Why Hitech Global Medical Services Co. Is a Trusted Partner
With over 40 years of experience in the imaging field, Hitech Global Medical Services Co. understands what imaging departments need every day. We help hospitals and clinics:
- Choose the right products for their scan volume
- Set and adjust optimal par levels
- Get fast delivery on short notice
- Access a full range of high-quality imaging consumables
- Track orders and reorders with a simple online system
We don’t just supply products—we help you plan better, waste less, and stay ready for every patient.
