VMSC Drug Inventory

VTH Policy # VMSC007

Implementation Date: 10/2021

Date of Last Revision: 10/2021

Next Review Due: 10/2024


Reviewed by VTH Administrative Team: 10/2021

Reviewed by VTH Board: N/A


Approved by VTH Director: 10/2021

Reviewed by Biosecurity Subcommittee: N/A

Subject to modification by the VTH Director without approval.


This document outlines the process for maintaining and replenishing drug inventory in the VMSC. This applies to all medications and other pharmacy items stocked in the VMSC. Inventory must be evaluated on a weekly basis to check for items that need reordered and items that are close to expiring.


VMSC staff and/or students are responsible for weekly inventory evaluations which are then double-checked by the technician practice manager. 

Procedure (if applicable)

  1. The drug inventory spreadsheet and/or the Drug PAR Label is used to identify what the PAR and reorder levels are of each pharmacy item stocked in the VMSC. 
  2. Each week the students will be responsible for checking the stocked items and determining if anything is nearing its expiration date and if anything needs reordered. The drugs will be divided into 3 sections and students will be assigned a section to be responsible for. If students are unavailable, a student worker or the technician practice manager can check for need-to-stock items. 
  3. If a medication is going to expire within 4 months of the current date, then a sticker indicating the expiration date should be placed on the bin and the drug should be listed on the VTH pharmacy reorder document in the section for expiring medications. This will allow pharmacy and VMSC staff to determine if the drug should continue being stocked in the VMSC and if so, rotate the inventory with longer dated product if possible.
  4. If a medication has fallen below the reorder level, then it should be added to the pharmacy reorder sheet. The quantity reordered should be the number of full packages that most closely returns the stock to the PAR level.
  5. Once the students have completed their reorder list it will be reviewed by the technician acting as the practice manager. They will make any necessary edits and then submit the completed pharmacy reorder sheet to the VTH Pharmacy and use 4D to submit the storeroom items to the Storeroom. This should occur by 10am on Wednesday of each week to allow for pharmacy staff to restock any needed items on Friday.
  6. For any items that need to be ordered, or are backorder, VMSC will be notified of an estimated ETA

Definitions (if applicable)

Veterinary Teaching Hospital (VTH): The collective clinical services of the Large Animal Clinic, Midwest Equine, the Small Animal Clinic, and the Veterinary Medicine South Clinic.


Keywords:VMSC, Pharmacy, drug room, dispensary, replenish, inventory, PAR, reorder   Doc ID:124463
Owner:Jenny C.Group:University of Illinois College of Veterinary Medicine Teaching Hospital
Created:2023-02-28 16:12 CDTUpdated:2023-02-28 16:30 CDT
Sites:University of Illinois College of Veterinary Medicine Teaching Hospital
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