Veterinary pharmacy management,
made easy

Last-minute express orders, expired medications, and documentation full of holes — like a slice of Swiss cheese — are a thing of the past. Thanks to efficient pharmacy management, you’ll meet TÄHAV requirements with ease. Simply set up your veterinary pharmacy once, and benefit from it long into the future. Sounds easy? That’s because it is.

The TÄHAV at a Glance

The Veterinary In-House Dispensary Regulation is a set of regulations issued by the German Federal Ministry of Agriculture and Food (BMEL). It defines how medicinal products are purchased, applied and dispensed — and forms the legal backbone of in-house veterinary pharmacy management.

What Exactly Needs Managing in an In-house Veterinary Pharmacy?

As a pharmacy manager, you are essentially a tour guide — leading products on their journey through the practice. Your job is to keep inventory flowing. Your duties include — in chronological order — market and needs analysis, ordering, incoming goods inspection and processing, smooth inventory management, proper storing of medications, product sales through application or dispensing, and careful documentation. You make sure medicines don’t expire and that stock is managed smartly — keeping both the business and the clients in mind. When it comes to stock value, it’s about finding that sweet spot — not too much, not too little. And of course, it has to all be documented. It’s a balancing act, and you’re the one keeping it all on track.

Setting Smart Goals

The first step in smart pharmacy management? Getting clear on the pharmacy manager’s responsibilities, and then defining responsibilities, workflows and goals — together with your team. The SMART method is a great tool for this, helping you continuously review and optimize.

S – Specific: Want a sample goal? Try this: streamline your ordering process so that, over period X, slow-moving items are reduced by X percent and medications are always in stock, so patients are always supplied with what they need.

M – Measurable: Use stock evaluations and tracking stats to get clear on actual demand — and measure whether your goals can be met within period X.

A – Attractive: No supply gaps means happier clients — and for you, a stronger bottom line, with no idle capital sitting on your shelves.

R – Realistic: The goal can be achieved with the available resources — since all relevant data is right at your fingertips, anytime.

T – Time-bound: The goal is clearly tied to a specific point in time — and can be evaluated transparently.

Pharmacy Management: Sleeves Up, Let’s Go!

1. Inventory
   A smart plan starts with one simple step — getting a clear picture of what’s in stock. This becomes the foundation for the inventory process. Talk to your practice management system (PMS) provider  — many already offer a digital product catalog. That alone can save serious time — no need to manually enter active substances, dosages, global trade item numbers or other key product data. A well-maintained, up-to-date product catalog includes all the data you need for proper drug documentation. Once your catalog is complete, all product data have been recorded and inventory has been checked, you’ve built a solid foundation. From there, you can continue expanding on your in-house pharmacy.
2. Demand Potential Analysis — Only Stock What Matters
   – Any medications you no longer need or where demand is just seasonal?
   – Take time to regularly and carefully review new products on the market. Should they become part of your in-house pharmacy? If demand has gone up or your service offering has expanded, then the answer is yes.
3. Striking a Balance
   Before launching the next round of orders, take the time to balance your accounts. This means reviewing all incoming and outgoing goods over a defined period of time. This step is key — it shows you how much of a medication was actually needed during that timeframe. Ideally, look at the past three years and calculate an average for period X, for example, on a quarterly basis over three years. This gives you a reliable source of data for determining demand — and for setting ideal order quantities for each medication.
4. Comparing Conditions
   Once your order quantities are defined, it’s time to take a closer look at your purchasing terms and conditions. Reach out to your pharmaceutical suppliers’ sales reps and gather all the key purchasing info you need — pricing tiers, freight-free order values, and expected delivery times. Whether you order from a wholesaler or direct from the manufacturer depends on your practice’s needs. Manufacturer pricing is often better, but wholesalers let you bundle products from multiple sources into one order. Look at your options through a business lens and go with what works best for your workflow.

Optimize the Ordering Process

Start with a few key questions:

• What does your current ordering process look like?
• Do you walk through the pharmacy to see which shelves are running low?
• Is there a go-to team member with a set routine — or is it up to anyone with a few extra minutes to place the order?
• Do you document your orders? And do you know exactly what stock is on its way?

Manual ordering takes time — and time is money. From a business perspective, it’s not the way to go. Instead, talk to your PMS provider. Some systems with built-in inventory tools can calculate what you need based on past stock movement — as long as minimum stock levels and standard order quantities are stored. You only have to set this up once — and it pays off in the long run by giving you back valuable time. When goods arrive, use a strategic plan and handling instructions to process the goods receipt.

• Who’s responsible for receiving and unpacking the goods?
• Was the cold chain maintained? Is the order complete?
• Are the items intact? Have any bottles been broken in transit?
• What’s your protocol for incorrect deliveries — and who handles returns?

Now enter the goods into your PMS. You can do this manually — product by product, batch by batch — or you can scan the barcode. Barcode scanners help avoid data entry errors and ensure that batches and expiration dates are recorded fully and correctly.

Once entered, the product can go to its assigned spot according to its storage requirements.

Ask yourself this too:

• What’s your current storage routine?
• Do products end up wherever there’s room — or do they all have assigned spots?
• Do you know which medications need refrigeration — or is it just anyone’s best guess?

How about pinning an alphabetical list of all refrigerated meds right on the fridge? That way, your team can get a quick overview of which products need the cold chain. Regardless of how a product is stored, always follow the first-in, first-out rule. This pushes older stock forward — helping you cut down on waste from expired meds. The Final Touches — Time to Tidy up Those Shelves

• How is your pharmacy sorted
• alphabetically, by application,
• organ system or not at all?

Take the time to design a system that works for you and meets TÄHAV requirements. Bring structure to your shelves and create a storage location label for each medication. The time you invest now will pay off — especially in an emergency when it’s about finding what you need in a matter of seconds. Another bonus: assigned storage spots and smart labeling don’t just tell you where things are, they show you which medications are low or out of stock. Get creative with signs, lists, and labels — anything goes if it keeps your pharmacy tidy and user friendly.

Final Thoughts

Efficient pharmacy management pays off. A well-sorted and clearly labeled pharmacy ensures seamless treatment for your patients — and helps you tighten the economic loose ends to keep your practice successful for years to come.

* This article was published in “Die Praktische Tierärztin” 106 Issue 7/2025.