Automated replenishment systems are great at managing normal, day-to-day inventory needs, but they can’t always keep up with how quickly the hospital pharmacy market changes. A manufacturer may abruptly discontinue a product, a recall can remove a National Drug Code (NDC) from the market overnight, or a new generic may become available and completely shift purchasing patterns.

By the time the system recognizes the increase in usage, your pharmacy may already be running low on the medications patients need. This is where knowing your local market and being proactive with your inventory can make a big difference.

Manual Product Allocations

If you know demand is increasing, you don’t always have to wait for the replenishment system to catch up. Manual product allocation requests can be submitted to your servicing distribution center to help increase the amount of product available to your facility.

The key is giving the wholesaler enough information to understand why the increase is needed. A request backed by actual usage trends and information about what is happening locally is much easier to review and act on.

What to Include in Your Request

When requesting a manual allocation increase:

• Include the specific NDCs, quantities needed, and a short explanation of why demand has increased.
• Double-check facility IDs, distribution center codes, and other required information before submitting the request. Small errors can slow down the process.
• Keep your central purchasing team, wholesaler representative, and CHC pharmacy team in the loop so everyone has visibility into the request.

How to Request a Product Increase From Your Wholesaler

1. Gather your information.
   Start with the specific NDCs, current usage, requested quantities, and the reason you expect demand to increase. In an inpatient setting, this could be a sudden increase in patient census, higher ICU or ED volume, increased Flu and Covid admissions, or possible growth in a specific service line. 
2. Reach out to your wholesaler contact and include CHC.
   Send the request to your central purchasing desk or wholesaler representative and copy your CHC pharmacy team. Providing the information upfront can help your representative review the request without having to go back and forth for additional details.
3. Don’t assume the request is finished once it’s submitted.
   Continue monitoring your orders and inbound shipping manifests over the next several business days. Confirm that the requested products are actually being shipped and follow up if you continue seeing shortages.

CHC’s Recommendations

The biggest takeaway is simple: don’t wait until you’re completely out of medication to start asking questions.

Pay attention to what is happening both inside and outside of your pharmacy. Local illness trends, new clinics, facility closures, and changes in prescribing patterns can all affect your inventory before the automated replenishment system has enough history to recognize the change.

Keep an open line of communication with your central purchasing team and wholesaler representatives, and review your shipping manifests regularly when you are watching a high-demand medication.

CHC also works behind the scenes to help support your pharmacy’s inventory needs. Annual usage data is provided to distribution centers to help wholesalers maintain appropriate baseline inventory. However, your pharmacy has the best view of what is happening locally. When you notice something changing, communicating it early can help us work together to keep the medications your patients need on the shelf.