What Is the Best Way to Track Expiration Dates of Medications and Supplies?
An effective way to track expiration dates of medications and supplies is to record the expiry date for every lot received, keep lots linked to their products, and review a view that lists everything expiring in the coming weeks.
In Jestor, lots, products and movements are connected, so the oldest items are used first and nothing expires unnoticed.
Why do items expire on the shelf?
Clinics receive the same product many times, each lot with a different expiry date. When the date is only on the box, nobody sees it until it is too late.
Expired items mean waste, unexpected purchases and potential problems during inspections.
What problems does expiry tracking solve?
- Medications and supplies discarded after expiring
- Newer lots used before older ones
- Last-minute purchases to replace expired items
- No record of disposal for expired stock
- Inspection findings about expired items
How do I track expiry dates in Jestor?
- Create a lots table linked to products, with lot number, quantity and expiry date.
- Register each delivery as a new lot, attaching the invoice if needed.
- Create a view sorted by expiry date to apply first-expired, first-out.
- Highlight lots expiring within 30 days with conditional colors.
- Log disposals of expired items as movements with a reason.
| Expiry window | Color | Action |
|---|---|---|
| More than 90 days | Green | Normal use |
| 30 to 90 days | Yellow | Use these lots first |
| Less than 30 days | Red | Prioritize or plan disposal |
| Expired | Gray | Remove and register disposal |
How does OCR speed up receiving?
Typing lot numbers and dates from every delivery takes time and invites mistakes.
With Jestor's Image Reader (OCR), a photo of the label or invoice can fill the record automatically.
Why use Jestor to control expiry dates?
- Lot-level control: every lot has its own expiry date and balance.
- Visual warnings: conditional colors make urgency obvious.
- Faster data entry: OCR reads documents and images.
- Audit trail: each change and disposal is recorded.
With this setup, you track expiration dates of medications and supplies before they become waste.
Frequently Asked Questions
Can I get an alert before a lot expires?
Yes. Filtered views and automations can notify the responsible person ahead of the expiry date.
Can I start without building from scratch?
Yes. Inventory templates are available; see options at jestor.com.
Does this work on mobile?
Yes. Staff can check and log lots from their phone.
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