Recounting in a pharmacy: batch and expiry

In a pharmacy the same medicine often stands on the shelf in several batches, each with its own expiry date. In an ordinary shop the figure "20 pieces" may be enough. In a pharmacy it says nothing: of 20 packs, 12 may belong to a batch that expires this month and 8 to a batch good for two more years. That is why a pharmacy recount accounts not only for quantity but for batch and expiry date.

What defines a position

The name of the medicine is not enough. A position is defined by the name, the dosage form (tablets, syrup, ampoules), the strength, the pack size and the manufacturer. For example, ibuprofen 200 mg x10, ibuprofen 400 mg x10 and the same drug from another manufacturer are three separate positions. Packs look alike, so the counter should read and record the strength along with the name. If there is a barcode, use it: it tells similar packs apart without mistakes.

One row per batch

On the count sheet each batch goes on its own row: position, batch number, expiry date, quantity. The expiry is usually shown as month and year and often applies to the end of that month, but confirm this from the wording on the pack. Write the date in the same format on every row, or sorting will be hard later. If your accounting program tracks batches, reconcile the result in that breakdown. If it does not, at least record the nearest expiry.

Part-used packs

Many medicines are sold by blister or singly. Record opened packs on a separate row: "opened, 3 blisters". The unit in the books and the unit in the count must match. If the books hold tablets and the shelf holds packs, prepare a conversion table in advance ("1 pack = 2 blisters = 20 tablets"). The counter does no multiplying; the accountant does it afterwards.

Paired differences between batches

In a pharmacy this often happens: a shortage in one batch, a surplus in another batch of the same drug, and a total of zero. For example, minus 6 packs in batch A and plus 6 in batch B. This is not a loss: the batch was not selected at the till, the system deducted from the first batch, and the pharmacist handed over whichever came to hand. Do not write such a difference down as a shortage, but treat it as an important signal. A batch close to expiry looks used up in the books while it sits on the shelf. After the count correct the balances by batch and remind staff to sell from the batch with the nearest date first.

Special storage and separate zones

• Medicines stored cold (for instance insulin) are kept in a fridge. Count them quickly, do not leave the door open, and check the temperature log.
• The rules for storing and recording controlled and potent medicines are set by law and internal procedure. Find out in advance who may count them and how: usually the pharmacy's responsible employee does it with two people present.
• Expired, damaged and manufacturer-recalled batches move to a "quarantine" shelf. They are not part of the saleable balance and are kept on a separate list with a signed certificate.

Products that are not medicines

Next to the medicines a pharmacy stocks vitamins, baby food, cosmetics, medical supplies and devices such as blood-pressure monitors. Count them in a zone separate from the medicines. Baby food and cosmetics also have batches and expiry dates, while for devices the serial number and warranty matter. These are the goods most often forgotten on the top or bottom shelf until they expire, so give them special attention.

A list of medicines near expiry

During the count, compile a list of medicines close to expiry, for example batches with under three months left. Include the name, batch, expiry, quantity and purchase price. With it you can agree return terms with the supplier, move the item to a visible spot or cut the price. Work out the total value of the list as well: in a few months that is money that could turn into write-offs.

Conclusion

In a pharmacy quantity is only half the picture; the other half is batch and expiry. The Pereuchet team counts by batch, lists medicines near expiry separately and hands over the result as a file for Excel or 1C.