If So, Here’s What We Need to Do
By: Ronda Holman
There’s nothing that sinks a dentist’s stomach faster than spotting an expired anesthetic carpule during a procedure. It’s frustrating, embarrassing, and it instantly breaks the flow of the appointment.
But when expired anesthetic shows up repeatedly, it’s rarely because your dental assistant is careless; it’s because your systems aren’t supporting them.
The Real Issue: Lack of Inventory Systems
Most dental assistants are never formally trained in inventory management. They learn whatever habits your practice already has in place. So if:
- Drawers are cluttered
- Multiple people restock rooms
- Ordering happens “whenever we feel low”
…it’s easy for expired materials to slip through unnoticed.
This is a systems issue, not a people issue, and systems can be fixed.
Step 1: Assign Ownership
The first shift is ownership. Inventory responsibility can’t be vague or shared by whoever has time.
- Choose one dental assistant to be your point person for anesthetic and other time-sensitive materials.
- Give them clarity, authority, and a small block of protected time each week to do the job well.
When one person owns the system, the system starts to work.
Step 2: Create Structure
Once responsibility is clear, the environment needs structure. Every anesthetic carpule that enters the practice should be labeled and rotated immediately.
Tools to support this:
- High-contrast expiration stickers
- “Use-first” bins
- Consistent drawer layouts
Disorganized drawers are where expired materials hide; structured drawers eliminate that risk.
Step 3: Implement Weekly Expiration Checks
A weekly expiration check is essential.
- This takes minutes, not hours
- Prevents awkward mid-procedure discoveries
- Should be done by the same person every week
They should check:
- Anesthetic drawers
- Tubs
- Emergency kits
- Backstock
Consistency is what keeps the team safe.
Step 4: Avoid Over-Ordering
Over-ordering is another common source of expired anesthetics. Instead, set:
- Minimum quantities
- Maximum quantities
This ensures ordering becomes predictable instead of reactive.
Lean, intentional inventory reduces waste and saves money.
Step 5: Switch to Procedure Tubs
Standardized tubs help:
- Keep supplies organized
- Rotate inventory naturally
- Prevent expired products from hiding in drawers
No more digging through random drawers where old boxes get pushed to the back.
Tubs streamline setup and improve clinical efficiency.
Communicate Without Blame
If expired anesthetic has popped up more than once, the solution is a conversation, not a confrontation.
Your assistant wants to do the right thing, they just need:
- Clear expectations
- Supportive systems
- A reset meeting to align everyone
Build a Culture of Accountability & Safety
Create a culture where speaking up is encouraged. If something looks off, anyone should feel empowered to:
- Pause
- Correct it
- Protect patient safety
The Bottom Line
Expired anesthetic isn’t a sign of a bad assistant. It’s a sign your practice is ready for better systems.
When systems improve:
- Trust improves
- Efficiency improves
- It becomes a thing of the past.
Photo by cottonbro studio
