Bachelor of Business Administration (Logistics and Transportation)

Practicum duration: 4 months

Email: vadirfan@gmail.com

UUM Supervisor: Dr. Azizi bin Romli

Employer Supervisor: Puan Nurul Amal Hayati binti Ismail

Internship Placement: Klinik Haiwan CT VET

Address: No.34 Jalan Medan Nusa Perintis 12, Taman Nusa Perintis 3 81550 Gelang Patah, Johor, Malaysia Johor

Inventory Management: Operations staff often manage inventory levels of medical supplies, medications, and other necessary items used in the clinic. This includes ordering supplies, monitoring stock levels, and ensuring that essential items are always available.

Facility Maintenance: They may oversee the maintenance of the clinic's facilities, ensuring that the premises are clean, organized, and compliant with health and safety regulations. This could involve coordinating with external service providers for repairs and maintenance tasks.

Staff Coordination and Support: They may assist in coordinating staff schedules, managing time-off requests, and providing support to veterinarians and other clinic staff as needed.

After that, Ms. Amal, my internship supervisor, provided a briefing where she explained the job scope for the operations department in more detail. For example, the operations department needs to conduct briefings for pet care assistants (PCAs) on how to handle equipment according to the established SOPs.

Ms. Amal has also introduced an inventory system at Klinik Haiwan CT Vet Gelang Patah, where the clinic uses the Kreloses website to perform inventory tracking and stock adjustments.

On Monday, the top management also held a meeting session known as the opening meeting with middle management. I was called to join this opening meeting as my first step in learning the tasks that need to be accomplished according to KPIs.

-Dalam opening meeting, CEO state that operation department has to present weekly the sales and update which product that has high demand. Slow moving product and expired products have to state as well to the CEO. Operation department as well have to recorded in percent of how many customers (regular and new) walk in the clinic weekly.

- Operation department have to contribute to future event which is Kempen Pemandulan Kucing that aim 500 cats in 2 days

At Pulai Mutiara, I have made visits to areas such as the surgery room, x-ray room, and inventory room. This was done to identify any damages to the facilities and will be reported to the head of department, Mr. Sufian.

Firstly, I have sent an email to JB Oxygen company to request the latest invoice regarding the medical oxygen ordered by CT VET Headquarters.

Additionally, I am asked to prepare the purchase request form and list the required cat food. Next, I will inform the Head of Department, Mr. Sufian, for further purposes.

The third task requires me to prepare an order for the branch in Ulu Tiram, and afterward, I need to deduct quantities for inventory items at HQ in Kreloses system.

The fourth task requires me to export the sales listing for March 2024 in Excel format and email it to the finance department for the respective purpose.

My fifth assignment requires me to follow-up with Dr. Nadz, who also serves as the CEO of CT VET, regarding the incentive payment for Ms. Rossie's grooming in February 2024.

Before we depart for the house call job, I was asked to prepare some medications required by Dr. Devi during the house call job.

After returning to the clinic, we collectively packed a total of 50 packs of basic necessities. This was done with the intention of seeking blessings and rewards in this noble month.

At 2:30 pm, team 1 and team 2 have moved to deliver to every house on the list of names provided.

Following that, Ms. Amal, my intern supervisor, asked me to check medications nearing their expiry dates and those already expired to report to Dr. Nadz, the founder of CT VET.

Medications that have expired need to be reported to Dr. Nadz before disposal. I was assigned to gather these medications in a box and deliver them to Mr. Sufiyan, the head of the department, for disposal.

Additionally, I need to package medications ordered and needed by the Ulu Tiram and Pulai Mutiara branches.

Due to the high number of boardings for cats and dogs, I need to involve myself directly to assist Dr. Tasha and Cik Amal in administering vaccines to cats and dogs that did not receive full vaccinations when they were sent to CT VET. The short-staff also makes it difficult for us to manage these cats and dogs.

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Today, I conducted an inventory of the new layout due to the addition of new shelving units to create more space for stock inventory at CT VET HQ. Afterward, I need to arrange all the products according to the layout that I proposed and was approved by Dr. Nadzirah and Cik Fyan.

1. Inventory and Layout Assessment: I began by assessing the new layout and shelving units. This involved measuring the space, ensuring that the new racks fit properly, and confirming that they meet the requirements for organizing our inventory efficiently.

2. Reorganizing Products: Once the layout was finalized and approved, I proceeded to rearrange all the products based on the new layout. This process included sorting and categorizing items, labeling shelves, and ensuring that all products are easily accessible and well-organized.

3. Quality Check: After organizing the products, I conducted a thorough check to make sure everything was correctly placed according to the new layout. I also ensured that the stock levels were accurate and that any discrepancies were addressed.

4. Documentation: Finally, I updated the inventory records to reflect the changes made. This step is crucial for maintaining accurate stock levels and ensuring that our inventory management system is up-to-date.

This new layout aims to enhance our operational efficiency by improving accessibility and organization, which should help streamline our inventory management processes.

Today, I am submitting the sales listing that I extracted from the Kreloses system to our external accountant, Mudarib. This sales listing includes several key details:

1. Transaction Date: The date when each sale was made.

2. Invoice Number: Unique identifier for each invoice associated with the sale.

3. Customer Details: Information about the customer, such as name, contact information, and any relevant address details.

4. Product or Service Description: Details about the items sold or services rendered, including quantities and specific descriptions.

5. Sales Amount: The total amount charged for each transaction, including any applicable taxes.

6. Payment Method: How the payment was made, such as cash, credit card, or bank transfer.

7. Discounts or Adjustments: Any discounts applied or adjustments made to the sale.

8. VAT or Other Taxes: Details of any VAT or other taxes applied to the transaction.

This detailed listing helps ensure accurate financial reporting and auditing, allowing the external accountant to review and process the sales data efficiently.

The purpose of this stock listing is to calculate the monthly profit for Klinik Haiwan CT VET. By providing a clear snapshot of the inventory levels at each branch, this report helps in assessing the financial performance and profitability of the clinic for the given month. It enables the management to evaluate how well inventory is being managed and to make informed decisions based on the monthly financial data.

This regular stock replenishment not only supports smooth day-to-day operations but also contributes to maximizing the clinic's monthly profits by avoiding lost sales opportunities and ensuring that they can meet the needs of their clients without delay.

The practical component aims to reinforce their understanding and ensure they can effectively implement the procedures and protocols discussed previously. This session will be closely monitored by the trainers to provide guidance and feedback, ensuring that each VA achieves a competent level of proficiency in handling and caring for animals.

All VAs from the three branches are required to attend and participate in this session. The training will cover detailed aspects of the internal anatomy, including the digestive, respiratory, circulatory, and musculoskeletal systems. It will involve theoretical knowledge as well as practical applications, such as identifying anatomical landmarks and understanding how internal structures relate to common health issues.

The training aims to enhance the VAs' ability to assist veterinarians more effectively by providing them with a comprehensive understanding of animal anatomy. This will improve their skills in performing tasks such as taking accurate medical histories, assisting in diagnostic procedures, and supporting surgical interventions.

By the end of the training, the VAs should be better equipped to contribute to the clinic's operations with increased confidence and competence in handling cases that involve internal anatomical considerations. This ongoing development is part of our commitment to ensuring that our team remains knowledgeable and skilled in providing high-quality care to our patients.

During these sessions, participants will engage in activities that cover various aspects of leadership, including decision-making, team dynamics, and conflict resolution. They will learn how to identify and address workflow inefficiencies, implement best practices, and foster a positive and productive work environment.

The goal of this coaching is not only to improve individual leadership skills but also to enhance overall operational efficiency at CT VET. By developing stronger leaders, we aim to ensure that our clinic operates smoothly and effectively, providing the best possible service to our clients and their pets.

JB Oxygen usually provides us with one oxygen tank and charges RM65 for each tank. Additionally, they apply a rental fee of RM28 per month for the oxygen tank. This rental fee covers the cost of maintaining and servicing the tank to ensure it remains in good working condition.

For our records and planning, it's important to keep track of these recurring costs and ensure timely replenishment of the oxygen tanks to avoid any disruptions in service. I will also need to verify the current inventory levels at both branches before placing the order to ensure we are ordering the correct amount.

The Clinic Adjustment Form is a critical tool for maintaining accurate inventory records and streamlining stock management. It allows us to clearly distinguish between medications that are available for sale to clients and those that are reserved for in-clinic use, such as for treatments and procedures. This segregation helps prevent errors and discrepancies between the physical inventory and the digital records maintained in the Kreloses system.

By implementing this adjustment form, we can systematically address any inconsistencies between physical stock and system records, ensuring that our inventory management remains precise and reliable. This process also supports better inventory control and contributes to the overall efficiency of clinic operations.

Handling these negotiations required me to engage directly with the suppliers, understand their terms and pricing, and make decisions that would benefit the clinic. I also had to ensure that the orders were placed accurately and that the delivery timelines were met. This experience not only improved my negotiation skills but also gave me a deeper understanding of the logistics involved in managing the clinic's supplies and inventory.

As this is her inaugural house call, I ensured that all necessary preparations were meticulously handled. This included organizing the essential equipment, medications, and any other materials required for the visit. I also briefed Dr. Tasya on the specifics of the house call process, helping her to feel more confident and ready to provide the best care for the pet. This visit not only highlights Dr. Tasya's progress and dedication to her role at CT VET but also reinforces the clinic's commitment to delivering comprehensive veterinary services directly to the homes of our clients.

In addition to this, I was also responsible for escorting the new Veterinary Assistant, Samh, to CT VET Pulai Mutiara for their training session. This training is crucial for Samh to become familiar with the clinic's procedures and systems.

In addition to handling the receiving process, I will have to inspect the quality and quantity of the delivered items to ensure they match the order. This includes checking for any damages, verifying the expiration dates, and ensuring that the packaging is intact. Once the inspection is complete, I will update the inventory system with the new stock levels and prepare the necessary documentation for the transfer of goods to the other branches.

After separating the packets designated for Pulai Mutiara and Ulu Tiram, I will coordinate with the logistics team to arrange timely delivery to these branches. It’s crucial that the right quantities are sent to each location to maintain balanced stock levels and meet customer demand. This process requires attention to detail to ensure that no mistakes are made in the allocation of stock, which could affect the operations at these branches.

Finally, I will communicate with the branch managers to confirm the receipt of the items once they arrive, ensuring a smooth and efficient distribution process across all branches.

After extracting the data, I need to compile it into a report format that is suitable for review. Once the report is prepared, I will submit it to our external accountant, Mudarib, who will use this information for financial analysis and accounting purposes. This task is crucial for maintaining accurate financial records and ensuring that our financial reports are complete and compliant with accounting standards."

This report is crucial for accurate financial tracking, inventory management, and ensuring that all branches are well-stocked with necessary supplies. After compiling the data from each branch, I will review it for accuracy and completeness before sending it to Mudarib for further processing.

In more detail, the process of replacing the X-ray dosimeters involves carefully removing the old dosimeters, ensuring they are properly packaged for safe mailing, and labeling them accurately before sending them off to APM Nuclear in Kuala Lumpur. This step is crucial to maintaining compliance with safety regulations and ensuring that the dosimeters are correctly calibrated for ongoing use.

Once the dosimeters are taken care of, my next task is to transport the stock orders to the Pulai Mutiara and Ulu Tiram branches. These orders were carefully compiled yesterday, ensuring that each branch receives the necessary supplies to continue their operations without interruption. I'll be responsible for making sure the items are delivered on time and in the correct quantities, contributing to the smooth functioning of both branches.

To ensure that the display is organized and appealing to customers, we will categorize the kibble food by brand and type, making it easier for customers to find what they need. Any remaining stock that exceeds the needs of the Gelang Patah branch will be carefully labeled and stored separately. This will facilitate efficient distribution to other branches, ensuring that each location has the appropriate stock levels to meet customer demand.

Throughout this process, I will coordinate closely with the team to ensure that all tasks are completed efficiently and that the stock is accurately recorded in our inventory system. This careful management of resources helps maintain smooth operations across all CT VET branches, ensuring that we can continue to provide high-quality products and services to our customers.

Upon receiving these medications, I must ensure that the inventory is accurately recorded and properly stored to maintain optimal stock levels. This process involves carefully inspecting the delivery to confirm that the correct quantities and specifications have been met. Additionally, I need to update the Kreloses system to reflect the new stock, ensuring that all branches have access to the latest inventory information. Proper organization and management of these critical medications are essential to avoid stockouts and ensure that our clinics can continue to provide necessary treatments to our patients without any interruptions.

The primary purpose of recording this data is to comply with regulations concerning controlled drugs, specifically Xylazine and Ketamine. These medications fall under the controlled substances category, and therefore, Klinik Haiwan CT VET is required to maintain detailed records. This includes documenting the owner's name, address, identification or passport number, the exact amount of medication consumed (measured in milliliters), and the veterinarian's signature.

These records serve as proof in case regulatory authorities or other relevant parties request to review the usage of Xylazine and Ketamine. By maintaining these records, the clinic ensures that all usage of controlled substances is properly accounted for, thereby safeguarding the clinic from potential penalties and ensuring compliance with legal and medical standards.

The surge in the number of surgeries means that every detail, from the pet owner's information to the specific anesthesia used, must be recorded meticulously. Ensuring accuracy in these records is crucial, as any oversight could lead to complications or penalties for the clinic. Therefore, I dedicated additional time today to go through each entry thoroughly, making sure that everything is in order and up to the standards required.

I successfully completed the task of extracting customer data from January 2023 to July 2024 within a short timeframe.

Given the complexity and volume of data spanning over a year and a half, this task required a high level of precision and attention to detail. I systematically reviewed and extracted the necessary information, ensuring that each entry was accurate and up-to-date. By efficiently managing my time and focusing on the task at hand, I was able to deliver the completed data set well within the expected deadline, thereby contributing to the smooth operation and record-keeping processes of the clinic.