A step-by-step triage and sourcing checklist for hospital procurement and supply chain teams. Use it the moment a shortage is identified to move faster, document better, and find viable options sooner.
Interactive — check off items as you go
5 phases · 32 action items
No PHI required
Experiencing a shortage right now? Submit your specs and we'll respond with sourcing options — typically same business day.
How to use this checklist: Work through each phase in order. The faster you complete Phase 1 (Triage), the faster you can act. Phases 2 and 3 can run in parallel. Check off each item as completed — your progress is saved in your browser session.
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1
Immediate Triage
Complete within the first hour of identifying the shortage
Identify the exact item in shortage Urgent
Record manufacturer name, SKU or catalog number, item description, unit of measure, and pack size.
Determine current on-hand inventory Urgent
How many units do you have? At current usage rate, how many days of supply does that represent?
Confirm shortage with primary distributor
Contact your primary distributor rep directly. Get a written ETA or confirmation that the item is on allocation or backordered.
Inform the relevant department heads, charge nurses, or clinical leads. They need lead time to adjust protocols if necessary.
Check FDA drug/device shortage database
Visit fda.gov/drugs/drug-shortages to confirm if the shortage is listed nationally. This informs your sourcing strategy and substitute approach.
2
Sourcing & Procurement
Identify primary supply options from available channels
Check all secondary and backup distributors
Contact your GPO's alternate distributor list. Don't limit to your primary — broaden immediately during Level 1 shortages.
Contact the manufacturer directly Tip
Manufacturers sometimes have direct allocation programs during shortages. Ask for their medical supply shortage team or critical care desk.
Check GPO shortage resources and alerts
Most GPOs (Vizient, Premier, HealthTrust) have shortage dashboards or dedicated shortage response lines. Use them.
Check peer health system inventory sharing programs
Some health systems have mutual aid agreements to share inventory during regional shortages. Check if your system has one.
Submit to a shortage sourcing specialist Tip
Specialist services like MedicalSupplyShortages.com can identify sourcing paths and substitutes outside your normal distribution network.
Document all sourcing attempts with dates and contacts
Maintain a log of every outreach: who you contacted, when, their response, and ETA if any. This is essential for audit trails and escalation.
Verify vendor legitimacy before purchasing Urgent
During shortages, gray market and counterfeit products increase significantly. Verify any new vendor's state licensing, FDA registration, and references before ordering.
3
Substitute Evaluation
Run in parallel with Phase 2 for Level 1 shortages
Define minimum acceptable specifications
Work with clinical staff to document the non-negotiable specs: sterility level, AAMI level, gauge, volume, material type, latex-free status, etc.
Identify potential substitute products
Search your formulary, GPO catalog, and distributor database for products meeting minimum specs. List all candidates before evaluating.
Get clinical approval for each substitute candidate Critical
No substitute should be procured without sign-off from the appropriate clinical authority — pharmacist, CNO, or department medical director depending on item type.
Check regulatory compliance of substitute
Confirm FDA clearance or approval status (510k, PMA, or equivalent). For PPE, verify NIOSH approval, ASTM level, or EN standard as applicable.
Assess staff training needs for the substitute
Will clinical staff need orientation to the substitute product? Even minor differences (e.g. different luer lock mechanism) may require a brief in-service.
Document substitute approval chain
Record who approved the substitute, their title, and the date. This is essential for accreditation, liability, and incident documentation if needed.
4
Conservation & Allocation
Protect remaining supply while sourcing continues
Implement controlled distribution of remaining stock
Move to par-based or request-based distribution for the affected item. Remove floor stock if appropriate to prevent hoarding.
Establish priority allocation by department or patient acuity
Work with clinical leadership to rank departments by clinical priority. ICU and OR typically take precedence over general floor stock during critical shortages.
Communicate conservation protocols to all units
Issue a facility-wide notice describing the shortage, the conservation protocol in effect, and who to contact for urgent needs or exceptions.
Set daily usage tracking during shortage period
Track actual daily consumption versus your projected days-on-hand. Update your timeline estimate each morning and escalate if burn rate increases.
Identify any elective procedures that can be rescheduled
For surgical supplies, work with OR scheduling to identify and defer elective cases that heavily use the shorted item, if clinically appropriate.
5
Documentation & Resolution
Ongoing through resolution and post-shortage review
Maintain a running shortage incident log
Date of identification, severity level, sourcing actions taken, substitutes used, clinical approvals, and resolution date. Keep this for compliance and future reference.
Report to administration and risk management if Level 1
Level 1 shortages that affect or risk affecting patient care should be escalated to hospital administration and risk management regardless of resolution status.
Update item in inventory management system
Flag the item in your IMS as shortage-risk. Lower your reorder point and increase your safety stock level for this item going forward.
Conduct post-shortage review with team
Once resolved, hold a brief debrief: What triggered the shortage? What slowed response? What would you do differently? Document findings and update your shortage response plan.
Identify and pre-qualify backup suppliers for this category Tip
Use the shortage as an opportunity to pre-qualify at least two alternate suppliers for this item category before the next shortage occurs.
Add item to shortage watch list
Items that experienced one shortage are statistically more likely to experience another. Add to your monthly monitoring dashboard with an early-warning threshold.
Experiencing a shortage now?
Submit your shortage with SKU, quantity, location, and deadline. We respond with verified sourcing options and substitute paths — typically same business day.