General information for licensed practices, not legal, regulatory or medical advice. Confirm requirements with your state boards and your counsel.
This piece supports our complete guide to clinic sourcing and licensed single source supply.
Which supplies need regular inventory?
Group supplies by risk, then set a count frequency for each group. The counts below are a suggested starting point only, not a requirement. Adjust them to your state rules, accreditor and written policies:
| Category | Examples | Why it needs counting | Suggested starting count |
|---|---|---|---|
| Prescription and compounded medications | Injectables, refrigerated medications | Expiration, lot tracking, Rx rules | Weekly and on receipt |
| Controlled substances | Any scheduled drug you stock | DEA recordkeeping and inventory rules | Per DEA rules and your policy |
| Vaccines and refrigerated items | Vaccines, temperature sensitive products | Cold chain and expiration | Weekly, with daily temperature logs |
| Injection and administration supplies | Syringes, needles, alcohol pads, gauze | High use, stops care if out | Weekly |
| Emergency kit | Emergency medications, airway supplies | Must be complete and in date | Monthly and after each use |
| Lab and specimen supplies | Collection tubes, test kits, swabs | Expiration dates | Monthly |
| PPE and infection control | Gloves, masks, disinfectants, sharps containers | OSHA requirements, high use | Weekly |
| Exam room consumables | Table paper, gowns, tongue depressors | Use rate | Every two weeks |
| Office and administrative | Forms, printer supplies | Low risk | Monthly |
Your own counts should follow your state rules, your accreditor if you have one, and your clinic's written policies.
What supplies have legal inventory rules?
A few categories carry specific rules:
- Controlled substances. DEA registrants must take an initial inventory and a biennial inventory and keep records under 21 CFR Part 1304. Section 1304.11 sets the biennial inventory at least every two years. Confirm state rules with the NC Board of Pharmacy or your state board.
- Vaccines. The CDC Vaccine Storage and Handling Toolkit sets out storage, temperature monitoring and stock rotation practice.
- Sharps and PPE. OSHA's Bloodborne Pathogens Standard, 29 CFR 1910.1030 requires sharps containers and personal protective equipment to be provided and available.
- Prescription drug tracing. FDA's Drug Supply Chain Security Act sets product tracing rules for prescription drugs. Confirm with counsel what applies to your clinic.
What is a par level?
A par level is the amount of an item you want on the shelf after each restock. When a count drops below the reorder point, you order back up to par. A simple way to set it:
- Find your use rate, for example units used per week, from recent counts.
- Note the lead time, meaning how long an order takes to arrive.
- Set the reorder point at use rate times lead time, plus a safety buffer.
- Set par at the reorder point plus one normal ordering cycle.
- Review par quarterly, or after a new service line changes your use.
How often should medical office inventory be counted?
Match the count to the risk. High risk and high use items get weekly counts. Controlled substances follow DEA and state rules. Emergency kits get a monthly check and a check after any use. Low risk office supplies can be counted monthly. Always count on receipt, so the shipment matches the order.
How do you run a simple inventory routine?
Use this checklist:
- Assign one owner for inventory and one backup.
- Keep a written list of every stocked item with its par level (the amount you restock up to) and reorder point.
- Count high risk items on a set day each week.
- Record lot numbers and expiration dates on receipt.
- Rotate stock so the earliest expiration date is used first.
- Log refrigerator temperatures every day the clinic is open.
- Pull and document expired items, and quarantine anything with a question.
- Keep certificates of analysis on file for each lot that comes with one.
Running a med spa? Use our med spa supplies checklist. Offering IV therapy? See what IV therapy supplies to keep on hand. For what belongs in the lot paperwork, see certificates of analysis and batch traceability explained.
How can a single source make inventory easier?
Every extra supplier adds a portal, an invoice format and a separate reorder schedule. RevMed's line is "One source, not ten." Through RevMed, clinics order from RevMed's licensed, vetted pharmacy and laboratory partners, with "one login, one invoice, and reorders on your schedule instead of a dozen vendor portals."
Clinics open an account through the RevMed Portal, RevMed's online ordering account for verified practices. License and NPI verification means RevMed checks your clinic's license and each ordering practitioner's National Provider Identifier before you can order. Once verified, RevMed's portal lets you "set par levels and reorder automatically." Prescription and compounded products are dispensed only against a valid prescription or order from a licensed practitioner, and product availability may vary by state. These are cash pay services. Your clinic pays for its own orders directly.
We help you open the account and answer questions along the way. We're based in Raleigh, your local contact for questions and introductions. See how it works for the account steps.
Common questions
What is the difference between a par level and a reorder point?
Par is the quantity you restock up to. The reorder point is the count that triggers an order.
How often should controlled substances be inventoried?
Under 21 CFR 1304.11, DEA registrants take an initial inventory and a new inventory at least every two years. Your state and your policy may require more often. Confirm with your state board of pharmacy and your counsel.
Should expired supplies stay in inventory?
No. Pull them, document them and dispose of them under your policies and any applicable rules.
Who should own inventory in a small clinic?
One named staff member, with a trained backup, so counts happen on schedule even when someone is out.
Do I need to track lot numbers for supplies?
For medications and anything with a certificate of analysis, yes. Lot records let you act quickly on a recall.
Next step
Want one reorder path for inventory? One account for the whole supply closet means clinic supplies and consumables land on one login and one invoice. Open a verified account through our Partner Link, or book a 15 minute intro.