By Kirstye Todd- GPHC registered Dispensary Manager and Dispex Consultant
The start of the year is always a busy time in dispensing practices, and while winter pressures may be
easing, February presents its own challenges. Supply chain disruptions, lingering shortages, and
evolving prescribing patterns require dispensary managers to stay proactive to ensure smooth operations
and uninterrupted patient care.
By focusing on strategic planning, collaboration, and communication, you can minimise the impact of
supply issues and keep your dispensary running effectively.
Here’s How:
Review stock levels and anticipate demand
The first step in managing supply chain challenges is understanding your current stock position. By
reviewing recent dispensing data, you can identify patterns in medication demand and areas where
supply issues may have previously occurred.
Consider:
Lingering winter pressures: Medications for respiratory conditions, such as inhalers, may still be
in high demand.
Chronic condition management: Patients on long-term repeat medications require careful stock planning.
Seasonal transitions: While February is still winter, it’s worth preparing for the upcoming allergy
season by forecasting potential needs for antihistamines or other relevant treatments.
A forward-looking approach will allow you to anticipate demand and order stock accordingly, reducing
the risk of shortages.
Strengthen supplier communication
Your relationship with suppliers is one of the most important aspects of stock management. Regular, clear
communication helps you stay informed about potential shortages or delays and allows you to plan accordingly.
Weekly updates: Request regular updates on stock availability for critical medications.
Diversify suppliers: If possible, establish relationships with multiple suppliers to avoid being overly reliant on
one source. This can provide flexibility if a key supplier faces issues.
Use their online portals: Most suppliers offer digital platforms where you can check availability and delivery
times, saving time and ensuring accurate information.
Being proactive with suppliers ensures you have the information needed to manage stock effectively and
prevent last-minute surprises.
Collaborate with prescribers
Working closely with the prescribing team is vital when supply chain issues arise. Clear communication
ensures patients receive appropriate care, even when certain medications are unavailable.
Substitutions: Establish a process for recommending suitable alternatives when specific medications
are out of stock. For example, generic formulations or different dosages may provide an effective solution.
Proactive discussions: Keep prescribers informed about potential supply issues so they can consider
prescribing alternatives when appropriate.
Special cases: For patients with unique needs or those taking specialist medications, it’s worth flagging
potential issues early and discussing a plan to secure their prescriptions.
A strong relationship between dispensary staff and prescribers streamlines decision-making and ensures
patient care is not compromised.
Focus on patient communication
Patient trust is built on transparency and understanding, particularly during supply chain disruptions. Open
communication helps to manage expectations and alleviate concerns.
Clear explanations: If there are delays, be upfront with patients. Explain the cause and outline the
steps being taken to resolve the issue.
Offer solutions: When possible, provide alternatives or timelines for resolving their prescription needs. This
can reduce frustration and help patients feel supported.
Prioritise vulnerable patients: Patients with chronic or complex conditions often feel the impact of supply
chain issues the most. Make sure their needs are prioritised, even if this requires adjustments to workflows. By
communicating clearly, you can maintain patient satisfaction and prevent unnecessary complaints.
Conduct risk assessments and plan ahead
February is a good time to step back and evaluate your overall approach to supply chain management.
A structured risk assessment can help identify areas for improvement.
Weak points: Reflect on supply chain issues encountered over the winter and determine their root causes.
Contingency plans: Develop strategies to address potential challenges, such as pre-approved
alternatives or backup suppliers for essential medications. By planning ahead, you can improve your
resilience to future supply chain disruptions.
Supply chain challenges are an ongoing reality for dispensing doctors, but with careful planning and clear
communication, their impact can be minimised. By reviewing stock, strengthening supplier relationships,
collaborating with prescribers, and staying transparent with patients, you can ensure that your dispensary
remains efficient and effective throughout February and beyond.
