Pharmacy Inventory Management Notes

Maintaining appropriate inventory is essential for the daily operations of a pharmacy.
Pharmacy technicians must understand all aspects of inventory control pertaining not just to medications but also to the necessary supplies (e.g., vials, needles, labels).

Too Much Inventory:
- Increases the risk of medication expiration before use.
- Potential for diversion of medications.
- Capital is tied up in unsold inventory.
Too Little Inventory:
- Can lead to delays in medication for patients.
- Can result in partial fills of prescriptions which affects patient care.

Reorder Points (ROP): Minimum stock level at which a medication should be reordered.
Reorder Quantities (ROQ): Amount of medication to order once ROP is hit.
Computer software: Used to review trends, set ROP/ROQ automatically.
Shelf Organization:
- Shelves must be clearly labeled with medication descriptions, order numbers, and ROP/ROQ

Review and edit computer-generated orders as needed.
Manually log items that need to be ordered.
Accurately fill out DEA222 order forms for all C2 substances, requiring signature from an authorized pharmacist.
- Max of 10 different items per order form.
Visually inspect stock levels for fast movers and emergency medications.
Notify Pharmacist: If an item is backordered or discontinued and try to procure from alternate sources.
Print copies of submitted orders for tracking incoming stock.

Verify: Supplier name, address, and quantity against purchase order.
Inspect shipments for damage and take notes on observations.
Report any discrepancies to pharmacy buyer/manager.
Prioritize products needing extra care (e.g., temperature-sensitive, controlled substances).
Use PPE (Personal Protective Equipment) when handling medications.

Ensure that received shipments match the purchase order (NDC number, brand, quantity, strength).
Sign and date invoice to confirm receipt.
Check expiration dates to comply with pharmacy standards.
Report new, discontinued, or backordered products to management to avoid inventory shortages.
Timely stocking of received orders is crucial.

Check expiration of new products against those in stock.
Implement First In, First Out (FIFO) method: Stock so that earlier expiration dates are dispensed first.
Inspect for unusual characteristics (e.g., broken seals or color changes) and report findings.
Communicate prescription patterns to purchasing team to avoid stock shortages.
Use ROP/ROQ as a guide while walking shelves for reorders.

Monitor expiration dates in addition to general ordering, receiving, and stocking.
Pull medications expiring within three months to prevent them from remaining on shelves.
Some medications can be returned post-expiration for credit; effectiveness and safety may decrease after expiration.
Institutional Settings: Monitor nursing units and automated dispensing systems for compliance.
Use color-coded stickers for signaling medications that are soon to expire.
Adjust ROP/ROQ as needed based on trends in expiration rates.

Maintain separate storage for hazardous drugs per USP Chapter 800 guidelines.
Label storage appropriately and ensure PPE is used when handling these medications.