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Receiving Procedure for Deliveries

Delivery Schedule

Deliveries are made daily except Saturdays

Monday to Friday: 4:30 - 5:00 AM

Sunday: 6:00 AM

Receiving Process

Ingredient Control Center (ICC) is responsible for receiving and putting away inventory. On Mondays, Wednesdays, and Fridays, when there is a heavier volume of deliveries, three ICC members are assigned. On other days, two people handle the receiving tasks, while one person also stocks items and prepares carts for lunch and dinner production.

The person cross-references the delivery with the Purchase Order (PO) and invoices to ensure that items, quantities, and qualities match what was ordered.

Handling Discrepancies

If any items are missing, damaged or incorrect, the receiving person reports the issue to the supervisor.

The supplier will prepare to return the wrong items on the next delivery or provide a credit memo.

Inventory Management Method

FIFO (First In First Out) to manage inventory and to ensure that older stock is used before new stock.

Suppliers

Primary deliveries

Gordon (Sunday) and Sysco (Tuesday and Thursday).

Other back up suppliers and some for disposable items, fresh products, milk (Agropur), special meals such as Kosher.

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Staff - Inventory Control Center

Fridges

Dairy Fridge

Vegetable Fridge for fresh vegetables.

Meat Fridge for fresh products, finished products and for frozen food storage when needed.

Freezers:

Cafeteria Freezer

Patient Freezer

Reach-In Freezers: Two additional freezers for ready-to-use complete meals.

Temperature Audits

Fridge and Freezer Temperature Check: Twice daily, at AM and PM by ICC staff, to ensure proper temperature control and food safety.

Dry Storage

Storage Rooms

Nourishment & Cafeteria

Disposables & Dry Foods Room (Main) for disposables (e.g., cutlery, napkins) and dry food items like snacks, canned goods, and drinks.

Aisles

Cart 5: disposables (e.g., cutlery, tea, coffee, knives, pudding).

Cart 4: snacks, canned drinks, bottled drinks, and canned fish.

Cart 3: peanut butter, jam, canned fruit, ticketed foods, cheese, and condiments.

Cart 2: sauces, canned fruits, cereals, cookies, desserts, and crackers.

Cart 1: powdered milk, soups, gelatin, beans, and sauces.

Storage Organization

Items are organized by weight, with heavier items stored on the bottom shelves and lighter items placed on top shelves to ensure safe and efficient access.

FIFO method

Manual Stock Count and Inventory Control

Weekly Inventory Count happens every Monday, and the reports sent to the office.

Requisition Form: Units requesting items must complete a requisition form for inventory tracking. The ICC tracks all inventory.

The requisition form helps track which units take what items. The supervisor calculates the inventory usage and charges each unit accordingly.

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Diet Office - Meal Planning & Screening

Staff

Dietary Technicians

Screen Patients

Use the CNST score system to assess dietary needs and preferences upon admission.

Generate Tally

Create a summary of required meals to guide production staff.

Assess Meal Tickets

Ensure diet orders are correct.

Modify portions or food items based on dietary needs.

Cross-check Meal Tickets & Trays

Verify that assembled trays match meal tickets.

Handle last-minute changes in diet orders.

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Cooking & Meal Preparation

Tally from the Diet Office guide the cook what to and how much to prepare.

Cooking schedules follow a 1-week menu cycle.

Standardized recipes, that are available at each station, guide preparation.

Main Equipment Used:

Steam kettle

Meat slicers

Pressure steamers

Deep fryer

Stoves

Gas convection oven

Cook & hold oven

Clamshell grill

Cooking - 1 Cook for patient & community meals

Starches like rice and potatoes are cooked.

Most foods are frozen, canned, or pre-made and require reheating or simple preparation.

Production shifts typically end by 3 PM (peak time: 6-2).

They record temperature audit for each item every day.

Bake Shop: Sandwiches & Nourishments - 2 Staff Members

1 Staff prepares AM, PM, HS snacks (fruit, cookies, yogurt, supplements, etc.).

1 Staff prepares sandwiches.

Cold Preparation (Desserts & Cold Meals) - 2 Staff Members

Portioning with the correct tools (5.5 oz cup for Jell-O, pudding, etc. )

Preparing Cold Items (Salads, Breakfast items (e.g., eggs, fruits), Desserts (e.g., canned pears, Jell-O, tarts, pudding), etc).

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Responsible Staff

One supervisor is responsible for managing the ordering process, ensuring that inventory levels are maintained and all necessary supplies are ordered on time. General Ordering Process Using CBORD

Inventory Review

The supervisor checks current stock levels in CBORD to determine what needs to be ordered.

Inventory control center (ICC) reports the physical counts which helps her to ensure the accurate forecasting

Production staff also reports any overstocking and shortages.

Generating Orders

The supervisor selects the required items in CBORD and generates an electronic order accordingly.

The system automatically compiles the list based on pre-set inventory levels and menu demands.

Placing the Order

Orders are submitted to suppliers through CBORD

Although some items are already patterned, she needs to ensure quantities and item specifications.

Orders are placed every day, with Monday and Wednesday being the busiest ordering days.

Supplier

Orders are sent to primary suppliers:

Gordon (Sunday deliveries)

Sysco (Tuesday and Thursday deliveries)

Backup suppliers are used for specific items like disposables, fresh products, milk (Agropur), and special meals (e.g., Kosher, Halal).

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Beltline Assembly

Meal trays are assembled before being sent to patients.

Meal Tickets show diet order, portion size, and restrictions for each patients, especially allergies and special diet orders are clearly highlighted.

They use standardized tools for portioning (75 g ladle for protein dishes, 125 ml ladle for vegetables & starches, 250 ml scoop for bean & rice casserole, etc.)

2 beltlines operate simultaneously, with 4 staff members working in A Area (2 Staff) and B Area (2 Staff) to serve different units.

The environment is cold to maintain food safety.

Trays are divided into cold and hot sections.

Meals are placed in Burlodge trolleys, which have built-in heating and cooling to maintain the correct temperatures until serving.

Food Safety

Temperature Audit, that is conducted daily by a runner for one unit to ensure meal accuracy ,to ensure hot and cold food remain at the proper temperatures before serving.

If meal is out of the safe range, it is either keeping reheated, or substituted with other items.

Staff wear PPE to prevent contact between allergens or unsafe food handling practices.

Portion Accuracy, that is conducted occasionally, to ensure correct serving sizes per dietary requirements.

Tray Accuracy, that is conducted occasionally, to ensure meals match diet orders and restrictions.

If errors are found, staff correct them immediately before serving.

Meal Delivery

Burlodge trolleys ensure food are kept within the right temperature.

Porters deliver the trays to units on schedule.

Daily menus are distributed with the lunch trays.

Meal Tickets on trays indicate meal item, portion size, and specific meal details so that patients know what they are eating.

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Staff

Porters: Responsible for delivering carts from each unit containing dirty dishes, utensils, and trays. Each cart includes a menu to track which items belong to specific meals or units.

Dishwashers: Two staff members sort and clean the dishes and utensils. They separate dishes by type (plates, cups, utensils, etc.) and place them in racks for washing. They work near the elevator for easy access to porters bringing the carts.

Pot Washer: One staff member is responsible for washing larger cookware, such as pots, pans, and cooking utensils. They work in a separate area designated for pot washing near the kitchen.

General Dishwashing Process

Sorting:

The dishwashers sort dishes by type (plates, soup cups, mugs, trays and utensils) to streamline the washing process.

Washing and Sanitizing:

Dishes are washed using an industrial Hobart FT1021 war conveyor dishwasher, which can handle over 8,000 dishes per hour.

The another staff sorts cleaned dishes and utensils near the belt line.

The dish machine's temperature and ph is recorded twice a day to monitor wash, rinse, and final rinse temperatures.

End-of-Day Cleaning:

The dishwasher is drained and cleaned at the end of each period (breakfast, lunch, and dinner) to maintain hygiene and efficiency.

Pot Washing Process

Larger cookware such as pots and pans require more intensive scrubbing and sanitizing.

The pot washer ensures all cookware is cleaned, sanitized, and returned for kitchen use.

Safety Measures

The dishwashing area is frequently wet, so staff must wear non-slip shoes to prevent accidents.

Some staff wear earbuds to help manage the constant noise from the dishwashing area.