Inventory verification in medical stores, hospitals, pharmaceutical warehouses and diagnostic laboratories is significantly different from normal inventory verification. In addition to quantity verification, it requires strict control over batch numbers and expiry dates, as expired or near-expiry inventory can lead to regulatory issues, financial losses and patient safety risks.
This article explains how inventory verification is carried out in medical stores and laboratories, with special focus on expiry date and batch number verification.
Why Inventory Verification Is Critical in Medical and Laboratory Inventory
Medical and laboratory inventories typically include:
- Medicines and drugs
- Diagnostic kits and reagents
- Medical consumables and devices
- Chemicals and testing materials
These items are:
- Expiry-sensitive
- Batch-controlled
- Regulated
Without proper inventory verification, organizations may face:
- Expired stock remaining in inventory
- Incorrect valuation of inventory
- Regulatory non-compliance
- Risk to patient safety
Hence, inventory verification in medical environments goes beyond physical counting.
Physical Inventory Verification in Medical Stores and Laboratories
Physical inventory verification in medical stores and labs includes:
- Physical counting of inventory SKU-wise and location-wise
- Verification of item description and packaging
- Identification of usable and non-usable stock
- Segregation of expired, near-expiry and damaged items
Verification is generally performed store-wise, rack-wise or refrigerator-wise, depending on storage conditions.
Importance of Batch Number Verification
Batch numbers play a critical role in medical inventory management.
During inventory verification, batch number verification helps to:
- Trace inventory back to manufacturers
- Identify recalled or defective batches
- Track batch-wise movement and consumption
- Support regulatory and audit requirements
Batch-wise verification ensures that inventory records reflect correct batch details, especially where the same item is received in multiple consignments.
Expiry Date Verification During Inventory Verification
Expiry date verification is a mandatory control in medical inventory verification.
During physical verification, the process includes:
- Checking expiry date printed on packaging
- Identifying expired inventory
- Identifying near-expiry inventory
- Segregating non-usable or quarantined stock
Expired inventory is typically reported separately, as it may require write-off, disposal or provisioning.
Handling Near-Expiry and Expired Inventory
Inventory verification reports for medical stores and laboratories generally classify inventory into:
- Usable inventory
- Near-expiry inventory
- Expired inventory
This classification helps management:
- Plan timely consumption or returns
- Avoid unnecessary purchases
- Make accounting provisions
- Ensure regulatory compliance
Controls Required During Medical Inventory Verification
To ensure accurate verification, the following controls are essential:
- Clear segregation of expired and usable inventory
- Verification of batch number and expiry date at the time of counting
- Restriction on inventory movement during verification
- Proper documentation of discrepancies and observations
These controls help ensure that inventory is verified accurately and reliably.
Inventory Verification vs Stock Audit in Medical Inventory
In medical environments, inventory verification focuses on:
- Physical existence
- Batch and expiry control
- Usability of stock
Whereas stock audit may further include:
- Valuation review
- Compliance checks
- Internal control assessment
Inventory verification forms a critical foundation for any medical inventory audit.
Professional Inventory Verification Services for Medical and Laboratory Inventory
Due to the regulatory and safety implications involved, many hospitals, medical stores and laboratories engage independent professionals for inventory verification services.
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Conclusion
Inventory verification in medical stores and laboratories requires a structured, disciplined and compliance-focused approach. Verification of quantity alone is not sufficient—batch number and expiry date verification are equally critical to ensure safety, compliance and accurate financial reporting.
