A hospital pharmacy serves both outpatients and wards. Stock errors here mean expired medicines, stock-outs or untraceable issues.
Core controls
| Control | Why |
|---|---|
| Batch and expiry on every item | Recall and expiry control |
| FEFO issue | First expiring, first out reduces waste |
| Ward issue linked to patient | Charges post to the correct account |
| Reorder list | Stock-outs avoided |
| Returns and breakage records | Clean stock figures |
| Narcotic and controlled drug register | Regulatory record keeping |
| Periodic stock audit | Physical stock matches the system |
Daily routine
- Check near-expiry list.
- Review reorder suggestions and raise purchase orders.
- Reconcile ward issues with patient bills.
- Close the counter and match cash with sales.
Monthly routine
- Cycle count high-value items.
- Review slow movers and dead stock.
- Check supplier rates and short supplies.
Reducing expiry losses
- Run a near-expiry list monthly and move stock to faster-moving areas.
- Return slow-moving items to suppliers while credit is possible.
- Set reorder levels from actual consumption, not guesswork.
- Avoid bulk buying for small discounts on items that sell slowly.
- Review loss through expiry and breakage as a monthly figure.
Related guides: Hospital Management Software in India (NexoraHMS)
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Control Pharmacy Stock and Expiry
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