The Making Of Smile & Co. #2 — Episode SEVEN: Supply Ordering, Storage, and Building the Buzz

Dr. Ashley Joves and co-host Collin Al-Samarrie sit down in person to break down how supply ordering, storage, and pre-opening marketing looked different the second time around, from Folsom's early over-ordering mistakes to the systems built into Roseville from day one.

What You'll Hear in This Episode:

Folsom vs. Roseville: Ordering Then and Now
Why Ashley's first round of ordering in Folsom followed a rep's list rather than her own procedures, including oral surgery kits she rarely used. How writing down every procedure and every item involved, down to the smallest supply, shaped ordering for Roseville from the start.

Upgrading the Basics
The jump from Ya Bang Bang high speeds and single-use burs in Folsom to engraved Brasseler bur blocks in Roseville. Why joining the Kois and Synergy buying groups changed the hygiene instrument game, and the switch from PDT scalers to HuFriedy.

Centralized Storage vs. Scattered Cabinets
Why Folsom ended up with a she-shed for overflow and supplies spread across multiple cabinets, and how Roseville's single centralized supply closet with open shelving and a painter's tape system changed the game. Why open shelving beats hidden cabinets for avoiding expired product.

Basecamp vs. the Tag System
Ashley and Collin compare two ways to track low supplies, a shared Basecamp task list versus a physical tag system. Collin breaks down why Basecamp won out for her, one centralized login, visibility across both locations, and no more chasing down missing tags.

The Supply Budget Formula
Ashley breaks down the spreadsheet method from her Net32 blog: keeping lab supplies around 3 to 4% of collections, working backwards from the previous month's numbers, and why that number holds the whole team accountable, not just the back office. Read the full breakdown on Net32.

Why Buy-More Deals Aren't Always a Deal
The real cost of buy three get two promotions when product sits and expires before it's used. Why Septocaine is the exception and how excess PPE from re-gloving mid-procedure quietly eats into supply costs.

Handing Off the Ordering
Ashley's approach to finding the right person for supply ordering, documenting the system first, and setting spending checks so the role doesn't fall back on the owner. The maintenance rule for small fixes versus owner approval, and why Sirona chairs are a hard no for DIY.

Building the Buzz Before Opening
Coming soon signage, neon A-frames, and weekly social media updates during construction. Joining the Roseville chamber, a ribbon cutting, a farmers market appearance, and partnering with a neighboring wedding venue's bridal fair for lead generation.

What's Coming Next
A first look at the SOP binder Ashley has been building, currently 77 pages and still growing, covering both Folsom and Roseville with front office documentation still to come.

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