Inventory must balance availability with waste. Too little stock delays care and creates emergency orders. Too much stock ties up cash, hides expiration problems and increases the chance of damaged or obsolete supplies.
Divide inventory into practical categories
- Medications and vaccines
- Controlled or restricted items where applicable
- Laboratory reagents and test kits
- Surgical and anesthesia supplies
- Bandaging and wound-care materials
- Cleaning and disinfection products
- Office and client-communication supplies
Set a par level and reorder point
A par level is the target amount kept on hand. A reorder point is the level that triggers a new order. Both should reflect average use, supplier lead time, package size, storage limits and the consequence of a shortage.
| Item | Average use | Supplier lead time | Reorder decision |
| High-use consumable | Review weekly | Short | Reorder before normal weekly use consumes remaining stock |
| Critical emergency item | Low or irregular | Variable | Maintain safety stock based on risk |
| Short-dated reagent | Depends on test volume | Moderate | Order smaller quantities more often |
| Low-use specialty item | Rare | May be long | Consider referral or special order instead of routine stock |
Use first-expire, first-out
New deliveries should not automatically be placed in front of older stock. Arrange products so the earliest valid expiration date is used first, while ensuring packaging and storage conditions remain appropriate.
Weekly inventory routine
- Review critical shortages and items below reorder level.
- Check high-cost and high-use items.
- Review open purchase orders.
- Inspect refrigeration or temperature records where applicable.
- Remove damaged, contaminated or questionable stock.
- Investigate unexpected differences between recorded and physical stock.
Monthly inventory routine
- Count selected categories or perform a full cycle count.
- Review items expiring in the next defined period.
- Adjust par levels using actual usage.
- Review dead stock and low-use items.
- Check supplier performance and backorders.
- Review inventory adjustments, wastage and unexplained losses.
Reduce overstocking
- Start with conservative opening quantities
- Use usage data rather than staff estimates alone
- Avoid bulk purchases when expiration or storage risk is high
- Standardize brands and sizes where clinically appropriate
- Assign one person or role to approve unusual purchases
- Separate personal preference from documented demand
Frequently asked questions
How often should inventory be counted?
Critical, high-value and fast-moving items should be reviewed frequently. A cycle-count system can check selected categories each week and complete the entire inventory over a planned period.
Should every exam room hold full stock?
Usually not. Standardized room par levels reduce delays, but excess room stock can hide shortages and expirations. A central replenishment system is more controlled.
Internal links to add
- Complete Veterinary Examination Room Checklist
- Veterinary Clinic Cleaning Schedule
- Veterinary Clinic Software Features Every Small Practice Needs
Sources and references
- FDA – FDA Regulation of Animal Drugs: https://www.fda.gov/animal-veterinary/resources-you/fda-regulation-animal-drugs
- AAHA/VMG – Financial Framework for Practice Management: https://pages.aaha.org/hubfs/Chart%20of%20Accounts/VMG_AAHA-COA-Book-10-1-25.pdf
