How to Stay Ahead of Expiration Dates: 5 Tips for Managing Dental Inventory

In a busy dental office, managing inventory can be tricky—especially when dealing with products that have expiration dates. Expired products not only waste money but can also disrupt patient care if not handled properly. Here are five tips to help you stay on top of dental supplies and reduce waste.

Tip #1: Order Smaller Quantities of Short Shelf-Life Items

For products with a shorter shelf life, it’s best to order smaller batches more frequently. While bulk discounts may seem appealing, it’s important not to overbuy items with expiration dates. If you purchase too much, you might find yourself tossing out unused products once they expire. Focus on your actual usage and place orders accordingly, ensuring you're only stocking what you'll use in time. This approach keeps your inventory fresh and reduces waste.

Tip #2: Use the First In, First Out (FIFO) System

One of the simplest ways to avoid using expired products is by organizing your stock with a "First In, First Out" (FIFO) system. Always place newer stock behind older items so that the soon-to-expire products are used first. For items on shelves, put new supplies behind older ones. If you're using tip-out bins for items like septocaine or fluoride, you may need to empty the bin entirely and place the new stock at the bottom, ensuring the older items remain on top for immediate use. This small step helps prevent expired products from being overlooked and wasted.

Tip #3: Conduct Regular Inventory Audits

To keep track of expiration dates, schedule regular inventory audits—monthly or quarterly, depending on your office's needs. These audits give you the opportunity to review products that are nearing their expiration. If you find items that are close to their expiration date, make sure to prioritize them in your operatories or consider moving them to a designated area (more on that in the next tip). Regular audits ensure you're always working with viable, safe products and can help avoid unexpected shortages.

Tip #4: Create an "Expiring Soon" Section

To ensure that products nearing their expiration dates are used before they go to waste, create a dedicated section in your storage area for items that are about to expire. Label it clearly as "Expiring Soon," and encourage your team to check it regularly. This way, these products are front of mind and can be prioritized in daily operations. With this system in place, you're less likely to find expired products hiding in the back of a drawer months later.

Tip #5: Negotiate with Suppliers for Returns

Occasionally, even with the best inventory management, you might find yourself with excess stock close to its expiration date. In this situation, reach out to your supplier and see if they offer returns or exchanges for soon-to-expire products. Many suppliers are willing to offer credit or replacements. This can help recover some costs and prevent stock from going to waste.

Conclusion

Managing dental supplies with expiration dates doesn’t have to be a headache. By ordering smaller quantities, using the FIFO system, conducting regular audits, and creating an "Expiring Soon" section, you’ll stay on top of your inventory and minimize waste. And if you do end up with excess, don’t hesitate to negotiate with your suppliers for returns or exchanges. These small steps can add up to significant savings and help your office run smoothly.

Start implementing these tips today to ensure your dental office is always stocked with fresh, usable products!