Effective storage and ordering of medical supplies at a nursing home

Having the right amount of medical supplies at a nursing home is a balancing act. Too much material can lead to waste and unnecessary costs, while too little can risk patient safety. Dressing materials, catheters and other consumables often have limited shelf life, which means that large stocks can lead to disposal of products. By having a thoughtful strategy for storage and orders, the operation can optimize its purchases and ensure that the right products are available when needed.

Planning and structure in inventory management

To reduce unnecessary waste and ensure that the right material is in place when needed, it is important to have a clear plan for inventory management.

- Conduct regular inventories – By having a clear overview of what is in the warehouse, over-ordering can be avoided.
- Organize the warehouse – Label shelves and boxes so that it is easy to find and use the oldest material first (FIFO – first in, first out).
- Keep track of best before dates – Many medical supplies have a limited shelf life and must be used before they become too old.
- Only order what is needed – Instead of filling up the warehouse with a large amount of material, make smaller and more frequent orders to ensure that the material is used before it expires.
- Evaluate the use of materials – If certain products are rarely used, it may be better to have a smaller amount in stock or switch to a more long-lived product.

Coordination and procurement planning

In many nursing homes, different people are responsible for ordering different goods, which can lead to double orders or unnecessarily large stocks. One solution may be to:

- Create a procurement council – By gathering those responsible for different product groups, you can discuss needs, optimize orders and share experiences.
- Have clear routines – Determine who is responsible for what, which products should be ordered and how often.
- Review contracts and suppliers – Many nursing homes are bound by procurements, but it may still be worth investigating if there are more cost-effective alternatives.
- Follow up ordering patterns – If certain products are regularly ordered in excess, the routines may need to be adjusted.

Risks of over-ordering

Having large stocks of medical supplies can give a false sense of security, but in fact, it entails several risks:

- Unnecessary costs – Over-ordering leads to money being tied up in materials that may never be used.
- Hygiene and quality risks – Consumables that have passed their best before date can deteriorate and no longer be safe to use.
- Lack of space in the warehouses – Too much material can make it difficult to keep order and to quickly find what is needed.
- Environmental impact – Disposal of unused medical supplies is a waste of resources and negatively affects the environment.

Protective equipment in the event of infection spread

In situations where there is a risk of infection spread, it is crucial that protective equipment is available and used correctly. During periods of influenza, norovirus or other infectious diseases, the nursing home must have good access to:

- Protective gloves – Should be easily accessible and changed between different tasks to prevent the spread of infection.
- Face masks and visors – Important when in contact with residents who have respiratory infections or other infectious diseases.
- Protective aprons and disposable gowns – Used in direct patient care to minimize the risk of infection spread via clothing.
- Hand sanitizer and surface disinfection – Should be available in all relevant spaces and used regularly by staff.

A systematic storage management work means that the nursing home always has a sufficient amount of protective equipment, especially ahead of flu season or during outbreaks of gastroenteritis. By planning orders in advance and having routines for when and how protective equipment is used, the operation can reduce the risk of infection spread and at the same time avoid unnecessary stock build-ups.

Suppliers often offer packaging that is too large for normal consumption at a nursing home. If it can be done in a safe manner from a healthcare hygiene perspective, several nursing homes can share a delivery of material. Everything to avoid discarding expensive and valuable material.

Reflection questions - Medical supplies

Manager, nurse, occupational therapist and physiotherapist
- Do you have a clear plan for ordering and storage of medical supplies?
- Are there routines to coordinate orders and avoid overstocking?
- Have you evaluated whether supplier contracts provide the best possible cost-efficiency?
- How do you ensure that protective equipment is always available in sufficient quantities during disease outbreaks?

Residents and relatives
- Do you feel that there is access to the medical supplies needed?
- Do you notice that materials are discarded or become superfluous?
- Do you feel secure that the staff has the right protective equipment during disease outbreaks?

Erland Olsson
Specialist nurse
Sofrosyne - Better care every day