Supply and refill tracker: lot, expiry, beyond-use date and doses left

Running out is the most common avoidable interruption to weekly therapy, and it is avoidable with a sheet of paper. So is the quieter problem: a multi-dose vial that has been in and out of the refrigerator often enough that nobody knows how many of its room-temperature days are used up. This tracker holds both facts.

One row per pen or vial

When a shipment arrives, add a row: the date, the item exactly as labelled (strength for a pen, concentration for a vial), the lot number, the expiry date, and how many doses it holds. For a compounded vial, the beyond-use date from the pharmacy label goes in the same column as a brand product's expiry, because it does the same job and is usually much shorter. When the product first comes out of the refrigerator or is first opened, that date goes in the next column, and the room-temperature clock starts. The travel checklist prints the label allowances; the point here is that the Zepbound and Mounjaro figure of 21 days for a single-dose pen or vial is a cumulative total, and this column is where you keep count.

Doses left is updated when you fill in the dose log. Reorder-by is the date of your last dose from this item, minus the pharmacy's refill lead time, minus a week for the things that go wrong.

The arrival check

A short printed box: cold pack still cool, no leaks, seal intact, label matches the prescription, solution clear. Anything wrong is a call to the pharmacy before use, not after, and the shot-day checklist repeats the clear-solution check for the same reason. If a product is faulty, the FDA's MedWatch programme takes reports from patients as well as clinicians, and the lot number on this sheet is what the form asks for.

Insurance and prior authorization dates

The header has a line for the date your prior authorization or plan year renews. A refill that is approved today may need a renewal in three months, and a renewal usually needs a dated weight history; the prior authorization checklist lists what to have ready. Put the date here so it is in the same place as the supply it governs.

Why paper

Because the refrigerator door is where you are when you notice a vial is low, and a sheet on the door is faster than an app. The plain-text copy exists for people who prefer the app; the builder above produces either.