Make every unit traceable.
A receiving and inventory workflow that helps a practice answer what arrived, where it went and what needs attention.
Inventory control begins before a box reaches the treatment room. A practice should be able to connect each received unit to a supplier, purchase record, product identifier, lot, expiration date, storage history and final disposition. The workflow does not need to be elaborate, but it must be consistent enough that a different team member can reconstruct what happened.
1. Create a receiving hold
New deliveries should enter a clearly labeled receiving area rather than general inventory. The receiver compares the parcel to the purchase order, confirms the seller and carrier, photographs damage, and checks whether the shipment arrived within any labeled handling conditions. Questioned items stay physically separated and are not made available for use.
2. Capture the minimum traceability record
- Transaction: supplier, purchase order, invoice and delivery date.
- Product: exact name, presentation, identifier and quantity received.
- Traceability: lot or batch number and expiration date where provided.
- Disposition: accepted, quarantined, returned, destroyed or otherwise resolved.
Photographs can support the record but should not replace searchable data. Use consistent names and avoid free-text abbreviations that make a later recall search unreliable. If a product has a serialized or machine-readable identifier, capture it with a validated workflow appropriate to the product and system.
3. Check packaging and labeling
Compare the received presentation with current manufacturer and authorized-source information. Look for unexplained differences in spelling, language, print quality, seals, product codes, lot formatting or package contents. A mismatch is not proof of a counterfeit, but it is a reason to stop, isolate the item and investigate before use.
FDA has warned health professionals about counterfeit injectable products obtained through unlicensed sources. Receiving teams should know that a low price or familiar brand mark does not resolve the source question.
4. Follow labeled storage conditions
Document storage requirements from current product labeling rather than memory or category assumptions. Map each requirement to a real location, monitoring method and response plan. If temperature monitoring is required, define acceptable ranges, review frequency, alarm ownership, backup power expectations and the information needed to assess an excursion.
Do not silently return a questioned item to usable stock after a delay, damaged shipper or temperature alert. Record who evaluated the event, what evidence was reviewed and the final disposition.
5. Control access and movement
Limit inventory access to roles that need it. Record transfers between storage locations, satellite sites and treatment areas. Reconcile adjustments, damaged units and expired stock. For higher-risk or regulated products, follow all additional federal and state recordkeeping, security and reporting duties.
6. Rotate by expiration and status
Use first-expire, first-out where appropriate, but never let an expiration sort override quarantine or recall status. Run a regular short-dated report, flag items far enough in advance to act responsibly and document disposal through the required channel. Avoid moving expiration labels to a secondary container without preserving the product-lot link.
7. Prepare for complaints and recalls
A practice should be able to search inventory and usage records by product and lot, identify on-hand units, stop further use, notify the appropriate people and record the response. Keep supplier complaint and recall contacts accessible. Define who can release a hold and who communicates with patients or regulators when required.
A lightweight monthly audit
- Select a sample of units and trace each one back to its supplier and receiving record.
- Compare physical counts with the inventory system and investigate discrepancies.
- Review quarantine items, temperature exceptions and unresolved supplier cases.
- Check short-dated inventory and confirm recall searches are current.
- Record corrective actions, owner and due date.
The purpose is not paperwork for its own sake. A concise, reliable record helps the practice prevent questionable stock from entering use, respond faster when something changes and evaluate suppliers with evidence.
Authoritative starting points: FDA Drug Supply Chain Security Act, FDA Know Your Source, and FDA counterfeit Botox alert. Requirements vary by product and jurisdiction; this guide is not legal or medical advice.