As medispas scale from solo practices to bustling multi-room operations, one thing becomes clear fast: managing inventory isn’t as simple as checking a cabinet anymore.
You’ve got injectables, serums, IV ingredients, skincare lines, and more—all with expiration dates, lot numbers, and fluctuating supply and demand. Without a streamlined system, things fall through the cracks: you over-order, underutilize, waste or toss, or, worst of all… run out of product mid-treatment.
Here’s where many growing medispas go wrong with inventory management—and how to fix it.
❌ Mistake #1: Using Spreadsheets (or Worse… Paper)
When you’re starting out, a Google Sheet or notebook or just tracking based on what’s on the shelf can feel like enough. But as your product lines grow, and you start stocking multiple locations or rooms, manual tracking quickly becomes a liability.
✅ Fix: Move to Integrated, Automated Inventory
A modern EMR with built-in inventory tools can track every product’s quantity, lot, expiration date, and usage in real-time. When you chart a Botox treatment, the system deducts the precise number of units used—no manual data entry needed. You’ll always know what’s on-hand, what’s running low, and what’s expired.
❌ Mistake #2: Not Tracking Cost Per Use
It’s one thing to know you bought a vial for $500—but how much did each use actually cost you? If you’re not breaking this down, it’s hard to price services profitably or detect waste.
✅ Fix: Link Inventory to Charting & POS
When inventory is tied to your chart notes and checkout process, you get crystal-clear reporting on what was used for each service, how many units were sold, and how much revenue was generated per product. That’s essential data for profitable pricing and forecasting.
❌ Mistake #3: Forgetting Expiration Dates & Lot Numbers
Nothing hurts like realizing a $1,000 box of hyaluronic acid expired in the back of a drawer—or worse, that you used an expired product and now need to explain it to a patient.
✅ Fix: Let the System Track It for You
Your EMR should alert you to expired products, and allow you to easily pull in lots and expiration dates during product usage and reporting. This protects your bottom line and your reputation.
❌ Mistake #4: No Accountability Across Staff
When multiple providers and assistants are pulling from shared stock, things can go missing or be misused—especially if no one’s accountable.
✅ Fix: Assign Usage to Providers & Rooms
Set up user- or room-based inventory tracking so you know exactly where the product is going and who used it. Not only does this improve accountability, but it also helps you spot trends (like one injector consistently using more filler than others).
❌ Mistake #5: Reordering Based on Gut Feeling
If your reorder process sounds like “we usually get more when we feel like it’s low,” you’re probably either overstocking (wasting money) or understocking (risking treatment delays). This is even more true in today’s world of intermittent stock shortages.
✅ Fix: Set Par Levels and Auto-Reorder Alerts
Use inventory data to set reorder points based on real usage. Your EMR can automatically notify you when you dip below your target threshold —so you’re never caught off guard again.
Ready to Clean Up Your Inventory Chaos?
Whether you're running a busy medspa or just starting to expand, a smart inventory system can be a game-changer. At OptiMantra, our built-in inventory management lets you:
- Track quantity, lot, and expiration in real time
- Automatically deduct products based on treatment charting
- Get alerts before products expire or run out
- Generate profitability and usage reports by service, provider, or location
Let your team focus on treatments, not tallying syringes. We’ll handle the rest.
👉 Want to try out the software? Try it for free here.
