Hospital Pharmacy Inventory Management Checklist | Inventory Management Templates

Controlled Substance Verification

1 of 10

Ensures accuracy and compliance with regulations for controlled substances.

Quantity on Hand - Morphine

Quantity Received - Fentanyl

Quantity Dispensed - Oxycodone

Secure Storage Location Verified?

Yes

Last Security Inspection Date

Time of Inspection

Inspector Signature

Expiration Date Checks

2 of 10

Confirms medications and supplies are within their expiration dates and identifies items requiring removal.

Date of Expiration Check

Condition of Medication (Expiration)

Within Expiration Date

Near Expiration (Within 30 Days)

Expired

Uncertain

Quantity Expiring Soon

Notes on Expired/Near Expiration Items

Disposal Method (if applicable)

Regular Waste

Hazardous Waste

Return to Vendor

Date of Next Review

Par Level Adjustment

3 of 10

Evaluates current stock levels and adjusts par levels to meet patient demand and minimize waste.

Current Stock Level

Average Daily Usage

Lead Time (Days)

Safety Stock Quantity

Proposed Par Level

Reason for Par Level Adjustment

Increased Patient Volume

Supply Chain Disruption

Seasonal Demand

Formulary Change

Other

Additional Notes/Justification

Physical Inventory Count

4 of 10

Detailed count of all medications and supplies on hand, comparing to system records.

Item Code

Item Description

System Quantity

Physical Count

Discrepancy Notes (if applicable)

Condition of Item

Good

Damaged

Expired

Date of Count

Time of Count

Storage Location

Temperature & Storage Monitoring

5 of 10

Verifies temperature logs and storage conditions for medication stability.

Monitoring Date

Monitoring Time

Refrigerator Temperature (°C)

Freezer Temperature (°C)

Ambient Room Temperature (°C)

Temperature Status

Within Range

Out of Range

Notes/Corrective Actions (if out of range)

Temperature Log Image (Optional)

Monitor's Signature

Compounding Record Review

6 of 10

Reviews compounding records for accuracy, documentation, and adherence to procedures.

Compounding Record Date

Batch Number

Formula/Recipe Followed

Compounding Personnel (Pharmacist)

Pharmacist 1

Pharmacist 2

Pharmacist 3

Calculations and Weights

Supporting Documentation (e.g., Certificates of Analysis)

Quality Control Test Passed?

Yes

Narcotic Security & Accountability

7 of 10

Checks security measures and reconciliation records for narcotic medications.

Date of Security Check

Time of Security Check Start

Time of Security Check End

Starting Narcotic Count (Total Units)

Ending Narcotic Count (Total Units)

Amount Discrepancy (Units)

Explanation of Discrepancy (if applicable)

Security Container Integrity

Intact

Compromised

Unknown

Signature of Person Performing Security Check

Inventory Discrepancy Investigation

8 of 10

Documents and investigates any discrepancies found during the inventory process.

Discrepancy Quantity

Discrepancy Type

Shortage

Overage

Mislocation

Data Entry Error

Description of Discrepancy

Date of Discrepancy

Time of Discrepancy

Investigating Personnel

Investigation Notes/Actions Taken

Root Cause Identified?

Yes

Corrective Action Plan

Waste & Disposal Procedures

9 of 10

Ensures proper disposal methods are followed and documented for expired or unusable medications.

Date of Disposal

Reason for Disposal (Expired, Damaged, etc.)

Quantity Disposed (Units)

Disposal Method

Return to Supplier

Pharmaceutical Waste Disposal Service

Internal Waste Disposal (Follows Hospital Policy)

Detailed Description of Waste (e.g., Lot Number, Packaging)

Waste Category

Hazardous

Non-Hazardous

Signature of Person Performing Disposal

System Record Reconciliation

10 of 10

Compares physical inventory counts with automated inventory system records and resolves discrepancies.