Supply chain issues, shifting demand, and limited staffing make inventory oversight one of the most important operational tasks in healthcare. Yet, quarterly audits often become rushed or incomplete because they are focused too narrowly on numbers rather than the systems, usage patterns, and risks behind them. When conducted thoroughly, these audits can reveal preventable losses, compliance issues, and process gaps that impact care quality and financial performance.
Here’s what to check during quarterly healthcare inventory audits to protect your facility from avoidable waste, safety risks, and budget strain.
Expiration and Obsolescence
Medications and disposable supplies with expiration dates shorter than 12 months require special attention during quarterly reviews. These include wound dressings, injectables, test kits, and diagnostic reagents. Items within 90 days of expiration should be flagged, rotated, or removed to reduce patient safety risks.
It’s also worth checking less obvious items such as batteries for portable devices, defibrillator pads, and sensor-based accessories. These are often stored in bulk but forgotten during regular restocking.
Usage Versus Stock Levels
If you’re reordering gloves, syringes, or IV tubing monthly but usage reports show only partial depletion, it may signal stockpiling or documentation errors. Quarterly audits should compare actual usage to inventory on hand and investigate any consistent mismatches.
Conversely, you should also evaluate stock that hasn’t moved in 90 days. Whether due to care protocol changes or procedural shifts, stagnant items tie up space and capital unnecessarily.
Supply Chain and Transport Issues
Late deliveries, packaging slipups, and mishandled shipments can all lead to on-site shortages or overages. When reviewing inventory, look for discrepancies tied to specific vendors or delivery windows. Facilities that receive deliveries two or more times per week are more likely to experience unnoticed supply loss in transit. Incorporating best practices for transporting medical supplies can limit supply loss, especially when items pass through multiple checkpoints or couriers.
Compliance and Label Accuracy
A quarterly review is the perfect time to inspect labeling, lot numbers, and storage documentation across all clinical and overflow areas. Improperly labeled items, particularly in storerooms, can lead to compliance violations during state or federal inspections. Verify that temperature-sensitive items are not only stored properly but also documented as such, with clear records available for review.
Technology and Tracking Systems
While digital inventory systems are crucial, they’re not infallible. Every quarter, reconcile physical counts with digital records, paying close attention to system syncing errors across platforms. This is imperative for facilities using standalone software rather than fully integrated EHR systems. Also, inspect barcode scanners, RFID tags, and tracking sensors for functionality. A broken scanner can throw off months of inventory data before anyone notices.
People Make the Process Work
Quarterly audits work best when the people conducting them understand how clinical workflows intersect with supply needs. Bringing in team members who know how supplies are used can reveal issues that software alone won’t catch.
In locations where healthcare facilities often run lean, audits are also a way to stay connected to day-to-day realities on the floor. Knowing what to check during quarterly healthcare inventory audits will keep operations aligned with care, cost, and accountability.
