Running a GP practice comes with many daily challenges, but one area that often gets overlooked is stock management. Efficiently managing stock is vital for smooth operations, ensuring that essential supplies are available when needed and helping to reduce waste and unnecessary costs.

Why Stock Management Matters in GP Practices

Every GP practice relies on a wide range of medical equipment and consumables to provide patient care. From syringes and dressings to diagnostic devices and vaccines, shortages can disrupt appointments and affect patient safety. On the other hand, over-ordering can lead to expired items and wasted budgets.

Effective stock management enables GP practices to:

• Ensure continuity of patient care

• Avoid stock shortages and last-minute disruptions

• Reduce financial waste by preventing over-ordering

• Stay compliant with NHS medicines and prescribing guidance

• Promote environmental responsibility by cutting down on unnecessary waste

Best Practices for Stock Management in GP Surgeries

Carry Out Regular Stock Audits

A regular stock audit provides a clear overview of what is available, what is running low and what is not being used. Many practices find that monthly checks are enough to maintain accurate records. This allows practices to forecast demand and make informed decisions about reordering.

Centralise the Ordering Process

If different departments order their own stock, duplication is almost inevitable. Centralising stock control helps GP practices streamline the process, making it easier to track budgets and prevent over-ordering. It also allows practices to negotiate better pricing by consolidating orders with suppliers.

Use Digital Stock Management Systems

Technology plays a crucial role in modern GP practices. A digital stock management system can flag when items are low and, in some cases, automatically reorder supplies. This saves staff time, improves accuracy, and ensures vital products are always available. Many practices now use integrated systems that also link with patient management platforms, further streamlining processes.

Store Stock Safely and Correctly

Efficient stock management is not just about ordering but also about safe storage. For example, vaccines and temperature-sensitive medicines must be stored in medical refrigerators that comply with NHS cold chain standards. Inadequate storage not only wastes money but also puts patient safety at risk. Practices should also have policies in place for regular temperature checks, security measures for controlled medicines, and clear labelling of all products.

Apply the First-In, First-Out Method

The first-in, first-out (FIFO) method is a simple yet effective way to avoid expired stock. By using older stock first and clearly labelling products with expiry dates, GP practices can reduce waste and ensure medicines and consumables are used safely. Many practices find that colour-coded labelling systems help staff quickly identify products nearing expiry.

Assign Stock Responsibility

Appointing a stock coordinator or small team ensures accountability. With clear roles and responsibilities, it becomes easier to track usage patterns, highlight inefficiencies and introduce improvements where needed. A stock coordinator can also liaise with suppliers to quickly resolve any issues with deliveries or product recalls.

Cost Savings and Environmental Benefits

Stock management in GP practices is not only about operational efficiency but also about financial and environmental sustainability. By preventing over-ordering, practices save money that can be reinvested into patient care. Reducing medical waste also helps lower the environmental impact of healthcare. Simple actions such as minimising unnecessary packaging, recycling where possible and avoiding product expiry all contribute to greener practice operations.

Partnering with Reliable Medical Suppliers

An often-overlooked part of GP practices stock management is the importance of choosing the right supplier. Reliable suppliers provide consistent delivery, transparent pricing and product support, which removes stress from the ordering process.

At Primary Care Supplies, we support GP practices across the UK with a wide range of medical products, from diagnostic devices to medical consumables. Our fast delivery service, competitive pricing and dedicated support team help practices manage their stock more effectively and reduce the risk of shortages.

Training and Team Engagement

Efficient stock management also relies on engaging the wider team. Staff should be trained on how to check expiry dates, record stock levels and store products correctly. Clear communication across the practice ensures everyone understands their role in maintaining stock efficiency. Many practices choose to include stock management training as part of staff inductions.

Keeping GP Practices Fully Equipped

Efficient GP practices stock management is essential for ensuring patient care is never disrupted. By carrying out regular audits, centralising ordering, using digital tools and working with trusted suppliers, practices can reduce waste, control costs and maintain the highest standards of patient safety.

For practices looking to improve stock management, partnering with a supplier such as Primary Care Supplies can make a significant difference. With reliable support and access to high-quality products, GP practices can feel confident that they are fully equipped to deliver outstanding care.