In May 2023, I came across a post on X (formerly Twitter) by @RobertAlai, who was looking for Flugone capsules. He mentioned that they work well for him but that he was having trouble finding them in many Kenyan pharmacies.
I was surprised — Flugone is a common medicine for managing colds and flu. I had just cleared my stock and was waiting for the next batch, so I picked up my phone and called three friends who work with major distributors to find out what was going on.
They all gave the same response: Flugone was out of stock, and no one knew when it would be back. Some chemists on the outskirts of Nairobi still had a few packs, but they had hiked the prices.
So, Why Do Drugs Go Out of Stock?
Drug shortages happen more often than most people realize. Even everyday medicines like Flugone or Panadol Cold & Flu can disappear from shelves for months, leaving both patients and pharmacies frustrated.
When a medicine goes out of stock, the first step is to find out:
- Why it’s out of stock.
- How long the shortage is expected to last.
- Whether there are alternatives you can use in the meantime.
Usually, the problem lies somewhere in the supply chain. The importer might be facing regulatory delays, a product could have been recalled or discontinued, or there may be a temporary shortage due to short expiry dates or manufacturing issues.
Your approach should always be clinical — identify the specific cause and respond appropriately instead of panicking or guessing.
A Real Example
In 2024, a shortage of Ventolin inhalers hit the market due to increased demand and shipping delays. Many patients were forced to pay more or switch to more expensive alternatives.
However, pharmacies that anticipated the shortage and stocked up early not only served their repeat patients reliably but also made good profits.
This is a fundamental business principle — when demand exceeds supply, those who plan and source smartly always win.
A Five-Point Approach to Managing Stock-Outs
Here’s a practical approach I’ve used to manage medicine shortages effectively:
- Stock in advance.
- Offer an alternative generic.
- Call other pharmacies for help.
- Ask the doctor to prescribe something else.
- Know when to stop looking.
1. Stock in Advance
Stocking well is your insurance policy against frequent stock-outs. Review your purchase history and forecast seasonal demand.
For example:
- Cold and flu medicines move faster during the rainy or cold seasons.
- Over-the-counter (OTC) fast movers peak during festive seasons like Easter and Christmas when most suppliers close for the holidays.
Be tactical — stock just enough to meet demand without overstocking.
2. Offer an Alternative Generic
When possible, switch to medicines with the same active ingredient but different brands.
For example, azithromycin is available from many manufacturers under various brand names. Explain to your patients that the active ingredient is the same — only the manufacturer differs.
However, avoid substituting prescription medicines without consulting the doctor first. Some medicines are urgent, so if substitution isn’t possible, consider sourcing the exact product as the patient waits.
3. Call Other Pharmacies
Maintain a good relationship with neighboring pharmacies. When you’re out of stock, one of them might still have it and can sell to you at trade price.
If you work in a chain pharmacy, make use of inter-branch transfers to balance stock across branches.
4. Ask the Doctor to Prescribe Something Else
If the medicine is unavailable across all channels, contact the prescribing doctor. They can recommend an alternative or adjust the prescription.
Sometimes, it’s easier for the patient to go back to the doctor for a revised prescription.
5. Know When to Stop Looking
Some drugs will never return to the market. For example, Nizoral was discontinued due to safety concerns about liver injury, yet some patients kept searching for it years later.
When you encounter such cases:
- Inform the doctor that the drug has been discontinued.
- Recommend safe, available alternatives.
- Educate the patient so they understand why the medicine is no longer supplied and don’t waste time searching for it.
Final Thoughts
Stock-outs are part of pharmacy life, but how you handle them defines the kind of service your pharmacy delivers.
By anticipating shortages, communicating clearly with patients and doctors, and maintaining strong relationships with suppliers and fellow pharmacists, you can turn a frustrating situation into a moment of trust-building — and even a business advantage.