26 Chapter 26: Inventory Management

Efficient inventory management ensures that materials used in compounding are safe, effective, and used appropriately. It also plays a critical role in minimizing waste, protecting staff and patients, and reducing environmental impact.

1. Receiving and Storing Ingredients

• All materials must be checked upon receipt for:
  • Integrity of packaging
  • Expiry date and batch/lot numbers
  • Certificate of Analysis (CoA) for ingredients without an approved monograph
• Store raw materials and components:
  • In designated, clean, and organized areas
  • Under conditions specified by the manufacturer (e.g., temperature, light protection)
  • With hazardous ingredients stored in accordance with safety protocols (separate, labeled, and secure)
• Documentation:
  • All receipts and storage conditions must be logged and traceable.

2. Inventory Control

• Maintain a real-time inventory system that tracks:
  • Quantity on hand
  • Expiry dates
  • Lot/batch numbers
  • First-expiry-first-out (FEFO) principles
• Schedule regular inventory audits and stock rotation to reduce waste and avoid the use of expired materials.
• Assign beyond-use dates (BUDs) for compounded products based on NAPRA’s risk assessment and stability guidelines.

3. Disposal of Materials

• Expired, contaminated, or unused ingredients must be:
  • Clearly labeled and segregated from active stock
  • Disposed of according to hazard class, local regulations, and facility SOPs
  • Documented in a waste disposal log

Disposal Protocols:

⚠️ Never dispose of chemicals down the drain unless permitted by local authority and clearly stated on SDS.

4. Environmental Considerations

NAPRA encourages pharmacies to minimize environmental harm while maintaining safety and compliance.

Best Practices:

• Reduce waste by ordering only quantities needed for anticipated compounding.
• Implement green purchasing practices (e.g., selecting suppliers with sustainable packaging).
• Avoid overstocking and monitor expiry dates closely.
• Recycle packaging materials when clean and permitted.
• Ensure ventilation systems for hazardous compounding (e.g., C-PECs and C-SECs) are maintained to prevent environmental contamination.

♻️ Pharmacies should align with provincial and federal environmental regulations, such as CEPA (Canadian Environmental Protection Act).

5. Documentation & Standard Operating Procedures

Inventory management procedures must be supported by:

• Standard Operating Procedures (SOPs) for ordering, receiving, storage, labeling, and disposal
• Inventory records that are up to date and auditable
• Training records for staff involved in inventory and waste handling

Summary Checklist for Inventory Management: