Rawesome Vets · Internal Staff Protocol

Drug & Supplier Order Unpacking

Nursing Team

Administrative Medicine

1. On Arrival

Pull up the original purchase order (email, supplier portal, or order book).
Tick off each item on the packing slip — confirm product name, strength, quantity, and pack size match what was ordered.
Check expiry dates on every item. Minimum 6 months remaining unless pre-agreed with vet.
Inspect packaging — flag any damaged, leaking, or unsealed products to the vet before putting away.

Cold chain: Refrigerated items (vaccines, some injectables) must go straight into the fridge — do this before checking off the rest of the order.

Issue	Action
Item missing from delivery	Highlight on packing slip, note quantity. Contact supplier same day.
Wrong product or strength received	Do not put away. Set aside labelled "DO NOT USE — query". Notify vet.
Expiry too short	Do not put away. Contact supplier to arrange return/swap.
Damaged packaging	Photograph, set aside, notify vet before using or returning.

Stock rotation — place new stock behind existing stock (first in, first out).
Controlled drugs: vet or nurse in charge must receive and record directly into the register — do not put away without sign-off.
Once all items are checked and put away, sign and date the packing slip.
File the packing slip in the supplier orders folder (or scan and save to the shared drive).
Update the order status in the order book / spreadsheet to Received.

Forward the invoice (email) or hand the paper invoice to the practice manager for MYOB entry.
If the invoice doesn't arrive with the delivery, flag to the practice manager so it can be followed up.

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