Inventory Spreadsheet

How to Manage Medical Inventory (Including a Medical Supply Inventory List Template)

February 1, 2024 • 5 min read

—Whether opening up a new medical practice or just getting your existing practice reorganized, maintaining an accurate medical inventory list is essential. After all, even if you run a small practice, you’ve got tons of supplies, materials, and high-value assets like equipment and machinery to keep track of. 

In this article, we’ll help you learn the basics of how to manage medical inventory—and even provide a medical supply inventory list template to help you get started.


Steps to Managing Medical Inventory

Deciding how to best manage your medical practice’s inventory is a complex process, especially when you are launching a new practice. Here are a few key steps to get you started.

1. Decide what medical inventory to buy 

Once you’ve gotten your office organized, make a list of everything you may already have on hand or will need to acquire to fully stock your medical office. 

While your medical practice’s specialty will dictate much of your inventory list, there are many items that just about every medical practice needs to have on hand. These essentials include items such as blood pressure monitors, thermometers, cotton swabs, syringes, common medications, procedural trays, and materials for sanitizing workspaces. 

You’ll also need to purchase some long-term assets, like computers, exam room tables, wheelchairs, and places for your employees and patients to sit. Depending on your practice’s specialty, you may also need to invest in certain medical equipment and machinery, such as an MRI or X-ray machine.  

Free Ebook: Track Supplies & Consumables Like a Pro

This easy, comprehensive guide can help you:

  • Create an inventory list for supplies and consumables
  • Automate reordering with alerts and expiration reminders
  • Perform inventory audits for consumable inventory

2. Create your medical inventory list

As you decide what your medical practice needs to stock, create your own comprehensive medical supply checklist, or inventory list. You can do this in a few different ways: on a sheet of paper, with a medical inventory spreadsheet, or directly into an inventory app.

Regardless of what inventory management system you select, you’ll need to record all the essential details about every item in your inventory. This includes the item name, SKU, serial number, location, minimum quantity, cost, quantity in stock, and any other details that matter to you. 

Each medical inventory management system has its own benefits and drawbacks. Using a medical supply inventory spreadsheet can be great for beginners, but spreadsheets have some limitations and can be vulnerable to human error. (To help you get started, we’ve included a medical supply inventory list template below in this article.) 

A manual inventory management system can be tedious, difficult to secure, and a challenge to access remotely. Plus, as your medical practice grows, tracking your inventory by hand can quickly become unsustainable.

Inventory apps, also known as inventory management software, can be an excellent choice for small, medium, and large medical practices. These collaborative apps allow you to track inventory stored in many places and can warn you when you’re running low on something or a product is approaching expiration. 

Related: 10 Ways Medical Practices and Hospitals Use Sortly’s Medical Inventory Management Software

3. Set low stock alerts, warranty end, and expiry date reminders

Woman creating a medical supply list

If using a spreadsheet to track your medical inventory and equipment, you’ll need to find a system to keep track of important dates, too. You should set calendar reminders for reordering inventory, warranty ends, and expiration dates.

If that process sounds daunting, try medical inventory management software that can automate these reminders. For example, Sortly will alert you (via notification, email, or both) that you’re running low on certain inventory, or that items in your inventory are approaching their warranty end or expiration date. 

4. Keep your medical inventory list updated

If you choose to use a spreadsheet to manage your medical inventory, you’ll need to decide when your team will physically count your supplies, materials, and equipment. Some practices conduct physical inventory counts daily, while others conduct them weekly or even monthly. 

If you are transferring inventory information from a printed out medical inventory list to a template, you’ll want to fill out your spreadsheet very carefully. That’s because many data entry errors occur during this process.

If you don’t want to physically count inventory over and over again, you can switch to a perpetual inventory system instead. Using an inventory app like Sortly, you can simply check items “in” and “out” as they move locations or are consumed. This way, your inventory is always accurate—–and you’ll likely conduct only end-of-year inventory counts to audit your inventory and assets.  

Related: What’s the difference between physical and perpetual inventory? 


Medical supply inventory list template

Whether your business just wants a medical supply checklist or is looking for a template to get started, Sortly’s free medical inventory spreadsheet is a great place to start. To help you get organized, we’ve pre-populated some of the most popular medical supplies right onto the template. 

Free Download: Medical Inventory Template

Download our free medical inventory template today! The template is pre-populated with common medical inventory and supplies but is totally customizable–feel free to add your items along with custom details, rows, and columns specific to your medical practice’s inventory. 

Feel free to customize and add to this medical supply list template to account for your practice’s unique inventory. If you decide to upgrade to Sortly’s inventory app in the future, you’ll be able to bulk import this data easily.


About Sortly

Experience the simplest inventory management software.

Are you ready to transform how your business does inventory?

Sortly is an inventory management solution that helps you track, manage, and organize your inventory—from any device, in any location. We’re an easy-to-use inventory software that’s perfect for small businesses. Sortly builds inventory tracking seamlessly into your workday so you can save time and money, satisfy your customers, and help your business succeed.

With Sortly, you can track inventory, supplies, parts, tools, assets like equipment and machinery, and anything else that matters to your business. It comes equipped with smart features like barcoding & QR coding, low stock alerts, customizable folders, data-rich reporting, and much more. Best of all, you can update inventory right from your smartphone, whether you’re  on the job, in the warehouse, or on the go.

Whether you’re just getting started with inventory management or you’re an expert looking for a more efficient solution, we can transform how your company manages inventory—so you can focus on building your business. That’s why over 15,000 businesses globally trust us as their inventory management solution.

Start your two-week free trial of Sortly today.