Checklist template

Dental supply and inventory management

A ready-to-use checklist with 112 items in 6 sections, covering Stock levels, Expiry, Ordering, Storage, Implants and high-value items, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 112 Items
  • 94 Yes / No checks
  • 6 Scored ratings
  • 124 Points

Use this template How audits work

1. Stock levels 19 items

  1. A minimum and a maximum quantity are set for each stocked item, on a list or in the inventory software Yes / No 1 pt
  2. Shelf labels or reorder tags show the minimum quantity of each item Yes / No 1 pt
  3. Reorder tags pulled from the shelf are collected in one place for the next order Yes / No 1 pt
  4. Exam gloves are on hand in every size worn by the team Yes / No 1 pt
  5. Boxes on hand of the most-used glove size Number
  6. Procedure masks on hand cover the days of supply set by company policy Yes / No 1 pt
  7. Sterilization pouches are on hand in every size used Yes / No 1 pt
  8. Each type of local anesthetic cartridge used by the dentists is above its minimum quantity Yes / No 1 pt
  9. One unopened package is on hand of each of the most-used composite shades Yes / No 1 pt
  10. Impression material or scanner tips are above the minimum quantity Yes / No 1 pt
  11. Prophy paste and fluoride varnish are above the minimum quantity Yes / No 1 pt
  12. Surface disinfectant is above the minimum quantity Yes / No 1 pt
  13. The most-used burs are above the minimum quantity Yes / No 1 pt
  14. No procedure was changed or rescheduled for lack of a supply in the last 30 days Yes / No 1 pt
  15. Stocked items found at zero during the visit Number
  16. No item holds more than the months of supply set by company policy Yes / No 1 pt
  17. Items with no use in the last 6 months are listed for return or transfer to another practice Yes / No 1 pt
  18. Counts of 10 items sampled matched the inventory software or stock list Yes / No 1 pt
  19. Stock levels compared with the minimum and maximum quantities Rating
    • Within range on items checked 5 pts
    • Some items short or overstocked 3 pts
    • Frequent stock-outs or heavy overstock 1 pt

2. Expiry 21 items

  1. Expiry dates in central storage are checked every month Yes / No 1 pt
  2. Date of the last expiry check Date
  3. Items expiring within 3 months are marked or moved to a use-first bin Yes / No 1 pt
  4. Expired items found among 20 sampled in central storage Number
  5. Expired items found in the operatories walked Number
  6. Local anesthetic cartridges in stock are within their expiry date Yes / No 1 pt
  7. Drugs in the medical emergency kit are within their expiry date Yes / No 1 pt
  8. Bonding agents and etchants in stock are within their expiry date Yes / No 1 pt
  9. Impression materials in stock are within their expiry date Yes / No 1 pt
  10. Sealants and fluoride varnish in stock are within their expiry date Yes / No 1 pt
  11. Sutures and scalpel blades in stock are within their expiry date Yes / No 1 pt
  12. Bone graft materials and membranes in stock are within their expiry date Yes / No 1 pt
  13. Chemical indicators and spore tests in stock are within their expiry date Yes / No 1 pt
  14. Hand sanitizer and surface disinfectant in stock are within their expiry date Yes / No 1 pt
  15. Whitening gel in stock is within its expiry date Yes / No 1 pt
  16. Expired product is held in a marked container until it is discarded or returned Yes / No 1 pt
  17. Expired drugs are disposed of as required by local regulation Yes / No 1 pt
  18. Short-dated product received from a vendor is refused or claimed for credit Yes / No 1 pt
  19. Expired product written off is recorded with its value Yes / No 1 pt
  20. Value of expired product written off last quarter (dollars) Number
  21. Control of expiry dates Rating
    • No expired product found 5 pts
    • Expired product found in storage only 3 pts
    • Expired product found chairside 1 pt

3. Ordering 19 items

  1. One employee is named to place supply orders, with a named backup Yes / No 1 pt
  2. Orders are placed on a fixed day of the week Yes / No 1 pt
  3. Orders are placed with the vendors approved by the company Yes / No 1 pt
  4. Items outside the company formulary are approved by the person named in company policy before ordering Yes / No 1 pt
  5. The order is built from reorder tags or a low-stock report, not from memory Yes / No 1 pt
  6. Each order has a purchase order number or a saved order confirmation Yes / No 1 pt
  7. The employee who orders knows the monthly supply budget Yes / No 1 pt
  8. Supply spending is tracked against the budget during the month Yes / No 1 pt
  9. Supply orders placed in the last 30 days Number
  10. Prices on one invoice sampled match the company's contract pricing Yes / No 1 pt
  11. No rush shipping fee was paid in the last 30 days Yes / No 1 pt
  12. Backordered items are tracked on a list Yes / No 1 pt
  13. A substitute for a backordered clinical material is approved by a dentist Yes / No 1 pt
  14. Bulk-buy promotions are taken only when the quantity stays within the maximum stock level Yes / No 1 pt
  15. Parts ordered for a specific patient's case are tied to the appointment date Yes / No 1 pt
  16. Returns are sent back within the vendor's return window Yes / No 1 pt
  17. Each return is recorded with the vendor's return authorization number Yes / No 1 pt
  18. A new product is trialed in small quantity before it is bought in bulk Yes / No 1 pt
  19. Ordering discipline Rating
    • Scheduled, approved and within budget 5 pts
    • Mostly scheduled with some rush orders 3 pts
    • Ad hoc ordering 1 pt

4. Storage 17 items

  1. Central storage is organized by category with labeled shelves or bins Yes / No 1 pt
  2. New stock is placed behind older stock Yes / No 1 pt
  3. The lowest shelf is at least 6 in (15 cm) off the floor Yes / No 1 pt
  4. No supplies are stored under sinks or beside water lines Yes / No 1 pt
  5. Materials whose label calls for refrigeration are kept in the materials refrigerator Yes / No 1 pt
  6. Temperature of the materials refrigerator (°F or °C) Number
  7. The refrigerator temperature is logged each working day Yes / No 1 pt
  8. Materials are stored away from the heat of the sterilizers and the compressor Yes / No 1 pt
  9. Flammable liquids (alcohol, acrylic monomer) are stored as required by local fire regulation Yes / No 1 pt
  10. Cleaning chemicals are stored apart from patient-care items Yes / No 1 pt
  11. Safety data sheets can be reached by employees for the products in storage Yes / No 1 pt
  12. Heavy cartons are stored between knee and shoulder height Yes / No 1 pt
  13. Supplies are removed from outer shipping cartons before they enter clinical areas Yes / No 1 pt
  14. Stored supplies do not block the electrical panel Yes / No 1 pt
  15. Stored supplies do not block an exit route Yes / No 1 pt
  16. Lighting in the storage room lets labels and expiry dates be read on every shelf Yes / No 1 pt
  17. Order of central storage Rating
    • Labeled, rotated and off the floor 5 pts
    • Partly organized 3 pts
    • Cluttered or unrotated 1 pt

5. Implants and high-value items 19 items

  1. Implants in stock are listed by system, diameter, length, lot number and expiry date Yes / No 1 pt
  2. A count of the implants on hand matched the list Yes / No 1 pt
  3. Implants on hand Number
  4. The sterile packaging of each implant in stock is sealed Yes / No 1 pt
  5. The lot sticker of each implant placed is put in the patient's record Yes / No 1 pt
  6. An implant used is reordered against its par level Yes / No 1 pt
  7. Consignment stock from the implant manufacturer is counted on the schedule in the agreement Yes / No 1 pt
  8. Healing abutments, cover screws and impression copings are sorted by implant system and platform Yes / No 1 pt
  9. Bone graft materials are stored at the temperature stated on the package Yes / No 1 pt
  10. Failed implants are returned to the manufacturer under its warranty or exchange program Yes / No 1 pt
  11. Expired implants are sent back through the manufacturer's exchange program where one exists Yes / No 1 pt
  12. Handpieces are listed with their serial numbers Yes / No 1 pt
  13. The handpiece count matched the list, including those out for repair Yes / No 1 pt
  14. Rotary endodontic files are stocked by system and size Yes / No 1 pt
  15. The number of uses of reusable endodontic files is tracked as company policy requires Yes / No 1 pt
  16. Milling blocks are sorted by shade and size Yes / No 1 pt
  17. Reusable surgical and implant kits are complete against their content list Yes / No 1 pt
  18. Implants are kept in one designated drawer or cabinet, sorted by system and size Yes / No 1 pt
  19. Accuracy of high-value stock records Rating
    • Counts matched the records 5 pts
    • Small differences explained 3 pts
    • Differences not explained 1 pt

6. Records 17 items

  1. Each delivery is checked item by item against its packing slip Yes / No 1 pt
  2. The employee who checked the delivery initials the packing slip Yes / No 1 pt
  3. Shortages and damaged goods are reported to the vendor within the delay set by company policy Yes / No 1 pt
  4. Invoices are matched to the packing slip and the order before they are approved for payment Yes / No 1 pt
  5. Receipts are entered in the inventory software or stock list on the day of delivery Yes / No 1 pt
  6. Lot numbers are recorded for implants and graft materials at receipt Yes / No 1 pt
  7. Manufacturer recall notices are kept on file with the action taken Yes / No 1 pt
  8. A full physical count is done on the company schedule Yes / No 1 pt
  9. Date of the last full physical count Date
  10. Differences found at the last count were investigated Yes / No 1 pt
  11. Vendor statements are reconciled each month Yes / No 1 pt
  12. Vendor account numbers and contacts are listed where the backup can find them Yes / No 1 pt
  13. Supply cost is reviewed with the office manager or the lead dentist each month Yes / No 1 pt
  14. Corrective actions from the previous inventory review have been completed Yes / No 1 pt
  15. Name of the employee responsible for inventory Short text
  16. Overall control of supplies and inventory Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  17. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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