guide · clinic-owner
Pharmacy inventory for small vet clinics — FEFO, par levels, cold chain
Published May 3, 2026 · 8 min read
Household fridges fall outside the 2-8°C range 37% of the time — vaccines stored in them may lose efficacy without you knowing. Only 32% of household fridges maintain 2-8°C consistently.
This guide covers pharmacy inventory management for small clinics with 1-3 vets — practical, immediate, no expensive systems required.
5 core principles
| Principle | Meaning |
|---|---|
| FEFO > FIFO | First Expired, First Out (not First In, First Out) |
| Par levels | Target stock between order cycles |
| Reorder point | Order trigger — prevent stockouts |
| ABC analysis | A = expensive/critical → count frequently |
| Hybrid tracking | Perpetual for drugs, periodic for supplies |
Key formulas
| Metric | Formula | Target |
|---|---|---|
| Reorder Point | avg daily usage × lead time + safety stock | — |
| Safety Stock | daily usage × buffer days | — |
| Inventory Turns | COGS / avg inventory value | 8-12/year |
| Days on Hand | (avg inventory / COGS) × 365 | 30-46 days |
ABC Analysis
| Group | Examples | Count frequency |
|---|---|---|
| A | Vaccines, expensive injectables, controlled drugs | Weekly |
| B | Oral antibiotics, NSAIDs, fluids | Monthly |
| C | Gauze, syringes, consumables | Quarterly |
5 loss categories
| Type | Prevention |
|---|---|
| Expired | FEFO, 90-day watchlist, reduce duplicate SKUs |
| Damaged | Receiving inspection, data loggers, proper fridge |
| Pilferage | Cycle counts, locked storage |
| Missed charges | Integrate dispensing with billing |
| Admin errors | Standard receiving SOP |
Cold chain challenges in SEA
| Issue | Solution |
|---|---|
| Household fridge (temp fluctuation) | Purpose-built or quality stand-alone |
| No data logger | Min/max thermometer → 30-day logger |
| Vaccines in door/against wall | Center of fridge, 2-3 inches from wall |
| Shared with food | Dedicated vaccine fridge |
| Power outages | Power-out SOP, backup power |
Weekly/monthly checklist
Weekly
- ☐ Count A-items (vaccines, controlled drugs)
- ☐ Reconcile controlled substances end-of-shift
- ☐ Check fridge temp log + min/max
- ☐ Review watchlist: expiring within 90 days
- ☐ Reconcile pending receiving entries
- ☐ Spot-check missed charges
Monthly
- ☐ Cycle count B-items
- ☐ Full expiry shelf review
- ☐ Review inventory turns by category
- ☐ Review vendor backorders
- ☐ Check open-container labels
- ☐ 15-30 min meeting on major variances
Practice management software like VetGo automates inventory tracking, alerts for 90-day expiry, and links dispensing to billing — reducing missed charges and expired waste.
Sources: AAHA Trends Magazine, VHMA, WHO Vaccine Storage, ezyVet Blog.