How to Handle Expired Products in Your Pharmacy
Running a pharmacy is not just about dispensing medication; you have to make sure not to stock any products that are expired, ineffective, or unsafe. Expired products are not only a wasted monetary investment, but they are also a huge potential health hazard. If expired products are not effectively managed, it could affect the trust of the customer in you and your pharmacy, and it could result in legal issues.
This blog will help you understand how to properly, safely, and lawfully handle expired products in your pharmacy. We will also discuss some easy troubleshooting to prevent expiration problems in the future.
Why is it Important to handle expired products?
Medicines and health products have a defined shelf life. When the product reaches the expiration date:
- Medicines are not able to cure the disease
- It may become unsafe for consumption
- Your pharmacy’s reputation can be harmed
- Proper management of expired stock is important for the management of a pharmacy.
How to Handle Your Expired Products in Your Pharmacy
1. Periodic Review of Expiry Dates
To get started managing expired products, review the expiry dates periodically. Do not wait until a customer tells you. You or your employees should review all products, especially the following:
Medicines that do not sell as frequently
- Products that are about to expire (within 6 months)
- High-cost products
- Liquid syrups, drops (eye), injectables (shorter expiry)
2. Sort and Remove Expired Stock
If you find expired stock, you should remove it immediately from display shelves or storage areas. In some circumstances, should it be stored anywhere near sellable stock?
Put all expired stock in a separate box or on a shelf with a bold and marked as “Expired – Not for Sale” so that there will be no confusion or accidental sales.
You should also keep a record of expired stock, including:
Name of the product
- Batch Number
- Quantity
- Expiration date
- Date of removal
3. Return to Supplier or Manufacturer
Many pharmaceutical companies and distributors have a process for returning expired stock, especially for ethical drugs.
Check with your supplier or company representative:
- Do they accept expired goods back?
- Will they allow returns past a certain time?
- What is the process for obtaining a credit note?
Package the expired products and include a list of the products. Report the contact information for your supplier as well as the policy you were following to your supplier or company representative. After the supplier or company accepts the returned expired products, you should receive a credit note or replacement of the product, depending on the company’s policy.
4. Dispose Safely (If return is not possible)
If a product can be returned to the supplier or company, it must be disposed of correctly. You should never place expired medicines in the dustbin or flush them down the sink.
Here is how to properly dispose of expired medicines:
- Contact a licensed biomedical waste disposal agency
- Consult local rules as outlined by the Drug Control Authority regarding the disposal of medicines
- Use special disposal bins for pharmaceutical waste
- Keep records of disposal in case you are legally asked about the disposal of expired medicines.
5. Record Your Inventory Changes
Once expired stock is either removed or destroyed, make the proper changes to your pharmacy inventory to reflect accurate information. This assists in:
- Preventing the ordering of expired products
- Quickly keeping your stock list clean
- Understanding which products are fast or slow-moving
If you’re using pharmacy management software, make a note of the expired or destroyed items so they will not reflect in your daily reporting.
6. Train Your Staff
Ensure your staff understands how to handle expired products. Train them on:
- How to check for expiry during stock-in
- Where to put products that are expired
- How to respond to customers’ complaints about expiry
- Who to report their findings to if they find an expired product
- Regular training will keep your staff at a consistent level and aid in avoiding errors.
How to Reduce Expired Stock in Your Pharmacy
Here are a few simple suggestions to prevent expired stock in your pharmacy:
1. Follow the FIFO Method (First-In-First-Out)
Always sell the oldest stock first. When inventory comes in, place it behind the older product on the shelf.
2. Purchase Smaller Quantities
Avoid over-inventory of slow-moving products. Purchase based on demand and usage patterns.
3. Use Expiry Management Software
Many of the pharmacy-related software tools can notify you of products that are close to expiry.
4. Put Promotional Offers on Near-Expiry Items
If the rules allow it, consider putting discounts on products that are nearing expiry (3–6 months out)—especially OTC (over-the-counter).
5. Keep Strong Relationships with Vendors
Having good relations with your suppliers can allow you to return expired stock easily and receive credits quickly.
Conclusion
Dealing with expired products in the right way is an important feature of having a professional and trustworthy pharmacy. It protects your customers, creates a legally safe pharmacy, and saves you from losses. As an ultimate defense in avoiding expired stock, conduct regular stock counts, ensure accurate staff training, and work with your suppliers. Timing often plays a role in managing expired stock and will help minimize waste over the longer term.
Frequently Asked Questions (FAQs) About How to Manage the Expiry Medicines in Your Pharmacy
1. Can I sell a product with an expiration date of yesterday?
No, it is not legal to sell any expired product. Once a medicine has reached its expiration date, it is no longer safe or legal to sell.
2. What do I do if a customer returns an expired product they purchased from my pharmacy?
First, apologize and take the product back immediately. Check your inventory stock and make sure there are no other expired products on the shelf. Give them a refund or replacement, and try to understand how the product expired.
3. Are there records to be kept for expired medicines and medicines that are disposed of?
Yes, records of control of expired products and of disposal of expired products are important records. In addition to being valuable during an audit or inspection, it can also mitigate liability for your pharmacy.
4. Can expired products be returned to the manufacturer?
In many instances, yes. Some suppliers and companies will accept expired stock and credit your account, or send a replacement. You should also check your supplier’s return policy ahead of time.
