Checklist template

Medical supply and inventory management for clinics

A ready-to-use checklist with 111 items in 6 sections, covering Stock levels, Expiry, Ordering, Storage, Samples, Records. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 111 Items
  • 91 Yes / No checks
  • 6 Scored ratings
  • 121 Points

Use this template How audits work

1. Stock levels 20 items

  1. Each stocked item has a minimum and maximum quantity written on its bin or shelf label Yes / No 1 pt
  2. Par quantities were reviewed against usage within the last 12 months Yes / No 1 pt
  3. A two-bin or reorder-card system signals when an item reaches its minimum Yes / No 1 pt
  4. Reorder cards or empty bins found during the walk had already been passed to the person who orders Yes / No 1 pt
  5. Quantities on the shelf matched the inventory record for 10 items sampled Yes / No 1 pt
  6. Exam gloves are on hand in every size on the stock list Yes / No 1 pt
  7. Syringes and needles are on hand in every gauge and size on the stock list Yes / No 1 pt
  8. Rapid test kits (strep, influenza, pregnancy) are above their minimum quantity Yes / No 1 pt
  9. Wound care items (gauze, dressings, closure strips, suture kits) are above their minimum quantity Yes / No 1 pt
  10. The reserve of masks, gowns and gloves covers the number of days set by company policy Yes / No 1 pt
  11. Minimum quantities of respiratory test kits and masks are raised for the respiratory illness season Yes / No 1 pt
  12. No item on the stock list was at zero at the time of the visit Yes / No 1 pt
  13. No item sampled was above its maximum quantity Yes / No 1 pt
  14. Items no longer used by the providers have been removed from the stock list Yes / No 1 pt
  15. Stock held at the nursing station is counted within the same system as the main supply room Yes / No 1 pt
  16. Clinical employees asked reported no visit delayed by a missing supply in the last month Yes / No 1 pt
  17. Items found at zero stock during the visit Number
  18. Items found above their maximum among 10 sampled Number
  19. Days of glove stock on hand at current usage Number
  20. Stock levels against par in the supply room Rating
    • Within minimum and maximum for all items sampled 5 pts
    • Some items under or over 3 pts
    • Stock-outs or heavy overstock 1 pt

2. Expiry 18 items

  1. Expiry dates in the supply room are checked monthly Yes / No 1 pt
  2. The monthly expiry check is recorded with the checker's initials Yes / No 1 pt
  3. Stock is arranged so the earliest expiry date is taken first Yes / No 1 pt
  4. Items expiring within 90 days carry a colored sticker or are listed on a short-date sheet Yes / No 1 pt
  5. Short-dated items are moved to the busiest rooms or to another clinic before they expire Yes / No 1 pt
  6. No expired item was found among 20 items sampled in the supply room Yes / No 1 pt
  7. Sterile packs sampled have intact, dry wrapping Yes / No 1 pt
  8. Suture material sampled is within its expiry date Yes / No 1 pt
  9. Blood collection tubes sampled are within their expiry date Yes / No 1 pt
  10. Test strips and control solutions carry the date opened Yes / No 1 pt
  11. Opened test strips and control solutions are within their use-by period after opening Yes / No 1 pt
  12. Bottles of saline, sterile water and skin antiseptic are within their expiry date Yes / No 1 pt
  13. Expired stock is placed in a marked quarantine bin away from usable stock Yes / No 1 pt
  14. Expired or short-dated items eligible for vendor credit are returned Yes / No 1 pt
  15. Items in the emergency cart are included in the monthly expiry check Yes / No 1 pt
  16. Expired items found among 20 items sampled Number
  17. Date of the last recorded expiry check of the supply room Date
  18. Control of expiry dates Rating
    • No expired stock and rotation in place 5 pts
    • Isolated expired items found 3 pts
    • Expired items found in several locations 1 pt

3. Ordering 19 items

  1. A named employee places supply orders, with a named backup Yes / No 1 pt
  2. Orders are placed on a fixed weekly or biweekly schedule Yes / No 1 pt
  3. Orders are placed from the company's approved catalog or contracted distributor Yes / No 1 pt
  4. Purchases outside the approved catalog carry the approval required by company policy Yes / No 1 pt
  5. Order quantities are calculated from the minimum and maximum levels, not estimated Yes / No 1 pt
  6. Orders above the spending limit set by company policy are approved by the clinic manager before they are sent Yes / No 1 pt
  7. Each delivery is checked against its packing slip on the day it arrives Yes / No 1 pt
  8. The packing slip is initialed and dated by the employee who received the delivery Yes / No 1 pt
  9. Shortages, damage and substitutions are reported to the distributor within the claim period Yes / No 1 pt
  10. Refrigerated deliveries are put away before any other items Yes / No 1 pt
  11. Deliveries are not left in hallways or the reception area Yes / No 1 pt
  12. Backordered items are tracked on a list with the expected date Yes / No 1 pt
  13. A substitute product is approved by a clinician before it replaces a backordered item Yes / No 1 pt
  14. Invoices are matched to the packing slip before they are approved for payment Yes / No 1 pt
  15. Standing orders with distributors were reviewed within the last 12 months Yes / No 1 pt
  16. Providers' requests for new products go through the company's product approval process Yes / No 1 pt
  17. Rush or next-day orders placed in the last 30 days Number
  18. Items currently on backorder Number
  19. Ordering and receiving of supplies Rating
    • Scheduled, approved and checked at receipt 5 pts
    • Scheduled but receipts not always checked 3 pts
    • Ordered ad hoc with no receipt check 1 pt

4. Storage 20 items

  1. The supply room door is closed to patients Yes / No 1 pt
  2. Supplies are stored at least 6 in (15 cm) off the floor Yes / No 1 pt
  3. Top-shelf stock is below the sprinkler clearance required by the local fire code (commonly 18 in / 45 cm) Yes / No 1 pt
  4. The bottom shelf is solid or lined so floor cleaning does not splash stock Yes / No 1 pt
  5. Outer shipping cartons are removed before stock enters the clean supply room Yes / No 1 pt
  6. Clean and sterile supplies are stored in a separate room or cabinet from soiled items Yes / No 1 pt
  7. Sterile packs are not crushed, bent or held with rubber bands Yes / No 1 pt
  8. Each bin or shelf position is labeled with the item name and its reference number Yes / No 1 pt
  9. Liquids are stored below dry goods Yes / No 1 pt
  10. Heavy cartons are stored between knee and shoulder height Yes / No 1 pt
  11. Needles and syringes are stored in a locked room or cabinet Yes / No 1 pt
  12. Nothing is stored under sinks or beside the hopper Yes / No 1 pt
  13. Disinfectants and other chemicals are stored apart from patient care supplies Yes / No 1 pt
  14. Oxygen cylinders are chained or racked upright Yes / No 1 pt
  15. Full and empty oxygen cylinders are stored in separately marked positions Yes / No 1 pt
  16. Latex-free alternatives are stored in a marked location Yes / No 1 pt
  17. The supply room temperature is within the range printed on the stored products Yes / No 1 pt
  18. Aisles of the supply room are clear, with no cartons blocking shelves Yes / No 1 pt
  19. Supply room temperature at the time of the visit (°F or °C) Number
  20. Organization of the supply room Rating
    • Labeled, clean and easy to pick from 5 pts
    • Mostly organized, some unlabeled or misplaced stock 3 pts
    • Disorganized, stock on the floor 1 pt

5. Samples 16 items

  1. The clinic has a written policy on which product samples may be accepted from vendor representatives Yes / No 1 pt
  2. Vendor representatives sign in at the front desk Yes / No 1 pt
  3. Vendor representatives hand samples to a designated employee rather than stocking shelves themselves Yes / No 1 pt
  4. Each sample delivery is entered in a receipt log on the day it arrives Yes / No 1 pt
  5. The receipt log shows the product, quantity, lot number and expiry date Yes / No 1 pt
  6. Samples of non-drug products (dressings, glucose meters, braces, infant formula) are recorded in the same way as drug samples Yes / No 1 pt
  7. Only samples of products approved by the medical director are accepted Yes / No 1 pt
  8. The quantity of each sample product on hand is within the limit set by company policy Yes / No 1 pt
  9. Samples are kept in one designated location, apart from purchased stock Yes / No 1 pt
  10. Quantities on hand matched the sample log for 5 products counted Yes / No 1 pt
  11. Sample stock is included in the monthly expiry check Yes / No 1 pt
  12. Expired samples are returned to the representative or sent for disposal, with the removal recorded Yes / No 1 pt
  13. Two employees asked knew that samples may not be taken for personal use Yes / No 1 pt
  14. Demonstration devices left by vendors are tagged as not for patient use Yes / No 1 pt
  15. Sample products found on hand that are missing from the receipt log Number
  16. Control of vendor samples as inventory Rating
    • Logged on receipt and counted 5 pts
    • Logged with count differences 3 pts
    • Samples accepted without a log 1 pt

6. Records 18 items

  1. A full count of the supply room is taken on the schedule set by company policy Yes / No 1 pt
  2. Differences between the count and the record are investigated above the tolerance set by company policy Yes / No 1 pt
  3. Count sheets are signed by the counter and a second employee Yes / No 1 pt
  4. Product recall notices received in the last 12 months are filed with the action taken Yes / No 1 pt
  5. Shelves were checked for each recalled lot, with the result recorded Yes / No 1 pt
  6. Lot numbers are recorded for items the company requires to be traceable to a patient Yes / No 1 pt
  7. Supplies discarded as expired or damaged are recorded with their value Yes / No 1 pt
  8. Monthly supply spending is compared with the clinic's budget Yes / No 1 pt
  9. Supply cost per patient visit is reported to the clinic manager Yes / No 1 pt
  10. Stock transfers to or from other clinics are recorded Yes / No 1 pt
  11. Safety data sheets are on file for the chemicals in the supply room Yes / No 1 pt
  12. Packing slips and invoices are kept for the period set by company policy Yes / No 1 pt
  13. Supply spending last month as a percentage of budget (%) Number
  14. Value of supplies discarded as expired last quarter (dollars) Number
  15. Date of the last full count of the supply room Date
  16. Name of the employee responsible for supplies Short text
  17. Overall management of supplies and inventory Rating
    • Par levels, expiry checks and records all in place 5 pts
    • Stock available but checks or records incomplete 3 pts
    • Stock-outs, expired stock or no records 1 pt
  18. Corrective actions required Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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