The clinic restocking checklist: fewer missed items, clearer orders.

1. Start with what your clinic actually uses.

Collect a recent order, the product numbers from your shelves, and the names of the people responsible for each room. Use those records as your starting point. A generic supply list can prompt a useful check, but it should not replace your clinic's approved products or procedures.

1. Walk the rooms. Include cupboards, procedure carts and any central stock area. Count usable stock, not only unopened shipping boxes.
2. Record the exact item. Keep the manufacturer, item number, size and format together. Similar-looking products may not be interchangeable.
3. Check condition and dates. Separate damaged or expired stock from quantities available for use. Follow your organization's storage and stock-rotation procedures.
4. Check incoming orders. Include confirmed quantities still on the way so two people do not reorder the same item.

This is a purchasing checklist, not a clinical or infection-control protocol. Your team decides which products and quantities are appropriate using its existing requirements and manufacturer instructions.

2. Check stock by room and workflow.

Use these groups to build your own list. You may not need every category; record the specific products your clinic has approved.

3. Make box, case and pair quantities explicit.

Write the ordering unit beside every item. “Two gloves” could mean two individual gloves, two boxes or two cases. The same ambiguity applies to gauze trays and cartons of table paper.

• Aurelia Bold gloves: the current listing is 100 gloves per box. Five boxes means 500 individual gloves in the selected size.
• Essential Medical table paper: the current listing is 12 rolls per case. Two cases means 24 rolls in the selected finish and dimensions.
• Ritmed gauze: package, tray and case options have different quantities. Keep the full option label and product number on your list.

Package formats can change. Before placing a repeat order, verify the selected option on the product page and the quantity in your cart. If the page does not state an ordering unit clearly, ask our team to confirm it.

4. Set a practical reorder quantity.

Use your own consumption and confirmed supplier lead time. Count everything in the same unit—boxes, for example—before calculating.

Example: your clinic uses four boxes of one glove size per week. With a two-week replenishment lead time and a four-box buffer, the target is 12 boxes. If five usable boxes are on hand and three are already on the way, the planning quantity is four boxes: (4 × 2) + 4 − 5 − 3.

This is an illustration, not a recommended stock level or a delivery promise. Adjust for appointment volume, storage space, shelf life and how often your team reviews stock. Round to the actual ordering unit; if your calculation is zero or negative, review the existing stock rather than automatically adding more.

5. Use one shared restock sheet.

Print this guide or copy the fields below into your existing purchasing sheet. Record the order date and give one person responsibility for placing the order.

Clinic / room: ____________________ Checked by / date: ____________________

Before checkout: confirm every variant, package quantity, delivery address and shipping charge. After delivery: check the received quantity against the order and update the shared sheet. Keep product substitutions and missing items visible to the next person ordering.