Automated Pharmacy Medication Expiry Alerts
Every Monday, WebRun opens BestRx, finds all shelf medications expiring within 90 days, logs each item to a Google Sheet sorted by urgency, and posts a prioritized summary to Slack so your team can rotate stock, initiate returns, or quarantine items before the expiry date.
How can a pharmacy automatically track and alert staff to medications expiring on the shelf?
WebRun scans BestRx every Monday for medications expiring within 90 days, sorts each item into a priority tier, logs the full list to a Google Sheet, and posts a Slack alert highlighting critical stock so your team can rotate, return, or quarantine items before any product expires unseen.
- Expiring stock is caught weeks before the date, not discovered during a random bin check
- Return window deadlines are met because the worklist arrives every Monday with priority tiers
- Write-off losses from undetected expirations are reduced
Built for independent pharmacies · community pharmacies · pharmacy technicians
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.bestrx.comin a real browser with your saved login - no setup, no API keys. -
1
BestRx - find medications expiring within 90 days
bestrx.com
WebRun opens BestRx to find medications expiring within 90 days. - Open BestRx and run the expiring inventory or drug expiry report
- Filter for all on-hand medications with an expiry date within the next 90 days
- Capture NDC, drug name, lot number, expiry date, and on-hand quantity for each item
- Sort results with soonest-expiring items first
Done when Every medication expiring within 90 days is captured with its lot and expiry details.
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2
Google Sheets - log expiry worklist sorted by urgency
google.com
WebRun opens Google Sheets to log expiry worklist sorted by urgency. - Write each expiring item as a row in the shelf-expiry tracking sheet with NDC, name, lot, expiry date, and quantity
- Add a priority column: critical (expires within 30 days), urgent (31 to 60 days), monitor (61 to 90 days)
- Include a status column for staff to log the action taken: rotated, return initiated, quarantined, or dispensed
Done when The Google Sheet has this week's complete expiry worklist with all items prioritized.
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3
Slack - post weekly expiry alert to pharmacy team
slack.com
WebRun opens Slack to post weekly expiry alert to pharmacy team. - Post a summary to the pharmacy Slack channel with a count by priority tier and a link to the sheet
- Highlight critical items expiring within 30 days by name for immediate attention
- Note the total estimated value at risk if no action is taken
Done when The pharmacy team sees this week's expiry alert in Slack with critical items called out.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Does it automatically remove or quarantine expiring medications?
No. WebRun builds a worklist and alerts your team. All physical actions such as removing, quarantining, or initiating returns are performed by pharmacy staff, keeping your pharmacist in control of every inventory decision.
Can I adjust the 90-day lookout window?
Yes. You can configure the expiry window in your WebRun workflow settings before the first run. Common choices are 60, 90, or 120 days depending on your return window with wholesalers.
What is the priority breakdown used in the worklist?
Items expiring within 30 days are flagged critical, 31 to 60 days are urgent, and 61 to 90 days are monitored. The Slack post calls out critical items by name so staff know where to act first.
Related templates
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