Storage Conditions, Labelling and FEFO
8 minute read
What you will learn
- Describe how different preparations are stored
- Explain the effect of temperature, heat, light and moisture on medicines
- Say how medicines are labelled for all purposes
- Explain the FEFO principle and use expiry dates
- Name the special storage needs of vaccines and controlled drugs
- Order stock for issue using FEFO
Key points
- Medicines are damaged by heat, light, moisture and air. Store each one as its label says.
- Store mixtures, galenicals, ointments and creams in cool, dry places, in tightly closed containers.
- Vaccines and some medicines must be kept cold, usually in a refrigerator at 2 to 8 °C.
- Controlled drugs are kept in a locked cupboard with their own register.
- FEFO means first-expiry, first-out: the stock that expires first is issued first.
- Every container must be labelled with the name, strength, batch number and expiry date.
- Check expiry dates regularly, and remove expired stock from use.
What damages medicines?
| Factor | What it does | What to do |
|---|---|---|
| Temperature and heat | Speeds up breakdown. Melts ointments, creams and suppositories | Store cool, and away from direct heat. Use a refrigerator when the label says so |
| Light | Breaks down light-sensitive drugs | Keep in amber or opaque containers, and away from windows |
| Moisture | Makes tablets crumble, powders cake and germs grow | Keep dry, and keep containers closed |
| Air | Oxidises some drugs and lets in moisture | Keep tightly closed |
| Germs and pests | Spoil liquids and creams. Rats and insects damage packs | Keep the store clean and pest-proof |
Read the storage instructions on each product. If the label gives a temperature, follow it exactly.
Storing different preparations
| Preparation | Storage |
|---|---|
| Mixtures and other liquids | Tightly closed, cool place, away from light. Do not freeze unless stated. Water-based products have a short life |
| Galenicals (tinctures, extracts, spirits) | Tightly closed, away from light and heat. Many contain alcohol and are flammable, so keep them away from fire |
| Ointments and creams | In a cool place, because heat makes them soften or separate. Keep the tubes and jars closed |
| Tablets and capsules | Dry, cool, in tight containers. Capsules soften in damp heat |
| Suppositories and pessaries | In a cool place, or a refrigerator if stated, because they melt |
| Vaccines and insulin | In a refrigerator at 2 to 8 °C, with a thermometer, and a record of the temperature |
| Controlled drugs | In a locked cupboard, with a register and one person responsible for the key |
| Flammable and corrosive chemicals | Separately, in a safe place, labelled with the hazard |
Keep medicines apart from food, drinks and cleaning materials, and do not store anything on the floor.
Labelling for all purposes
Every container, and every shelf, should be labelled. A label shows:
- the name of the medicine (approved name) and its form and strength;
- the batch number and the expiry date;
- storage instructions, such as "Store below 25 °C" or "Keep in a refrigerator";
- warnings, such as "Flammable" or "For external use only".
Items dispensed to patients have their own labels, as covered in the dispensing lessons. When medicines are moved into a smaller container, the new container must carry all of the label details. Never use an unlabelled bottle.
Expiry dates and FEFO
An expiry date is the date after which the manufacturer does not guarantee the medicine. Do not issue or use medicine after its expiry date.
FEFO (first expiry, first out) means that the stock that expires first is issued first, whatever the date it was received.
This is different from FIFO (first in, first out), which goes by the date of arrival. FEFO is better, because a newer delivery can have an earlier expiry date.
Worked example
Three batches of the same tablet are in the store.
| Batch | Received | Expiry |
|---|---|---|
| A | January | March |
| B | April | February |
| C | May | August |
Order of issue under FEFO: B (February), then A (March), then C (August).
Under FIFO the order would have been A, B, C. Batch B would then sit on the shelf until it expired.
Good practice for expiry dates
- Check expiry dates on receipt and at regular intervals, for example each month.
- Put the earliest-expiry stock at the front of the shelf.
- Mark or list items that will expire within a few months, and use them first or arrange a transfer to a busy unit.
- Remove expired medicines at once, record them, and keep them apart until they are disposed of as the rules require.
- Write expired stock off in the ledger, with the approval of the person responsible.
Storage checks
| Check | How often |
|---|---|
| Store temperature and humidity | Daily, with a thermometer |
| Refrigerator temperature | Twice a day, with a written record |
| Expiry dates | Monthly |
| Cleanliness, pests and leaks | Regularly |
| Stock count against the ledger | As the policy sets, and at least yearly |
Exam focus
- State the conditions that affect storage: temperature, heat, light and moisture.
- Explain FEFO and how it differs from first-in, first-out.
- State what must be on a label.
- Common mistake: issuing the oldest delivery first, when a newer delivery has an earlier expiry date.
Quick check
Test yourself before you move on. Pick an answer to see the explanation.
1.FEFO stands for:
2.Stock A (expiry March, received in January) and Stock B (expiry February, received in April). Under FEFO which is issued first?
3.A light-sensitive medicine should be stored in:
4.At what temperature range is a vaccine refrigerator usually kept?
5.Which item must be on the label of every container in the store?